PA and Secretary Community - Deskdemon.com

Some people may like the boss in the office where you can work together, where others may like how much work they can do when the boss is away.  What do you prefer?

I get work done whether my boss is in the office or not, it's what I'm hired to do.

However, I actually think I prefer it when my boss is around, in and out of meetings, because that way I know where he is, he is able to keep up with emails, questions are answered quickly and things keep ticking along nicely.

I actually get bored when people are out of the office.

Susan, did you mean physically sharing office space?

That's how I read it, and my answer would be no, not nowadays.  There is too much going on on both sides to be able to share an office comfortably.  Also staff would not come to ask / tell me things if my boss was around.  As it is they stand at my door to see if he's in before they speak out loud!!!

I don't mind either way, but very, VERY occasionally I have been known to ask whether I can arrange for him to go somewhere - a nice conference or something to occupy him for a few days.  Then he knows he needs to back off a bit and let me complete whatever I'm working on.  We have a generally excellent relationship which is businesslike and professional, but it's also laced with good humour and fun.  Our company is quite fast-paced and I am usually chasing my tail.  One of these days I will pass myself coming back!

When Bossie is out and about, I can always get in touch by email or phone and he returns my emails and calls very promptly.  I have a certain level of authority to deal with matters so can make decisions.  If I email or call, he knows it is only because the matter is urgent.  If he is out of country for a prolonged period, then the same applies, but I also have a "war council" of Board members to whom I can turn if really important things crop up that I can't deal with. 

A mixture of both really suits me.  When he is in it is certainly easier to get quick answers to matters rather than leave them to build up.

But when he is out or away for a few days, it does give me time to catch up on my non urgent jobs that pile up while I am busy doing things for him.  If something is urgent he is always contactable.

Rose - your "war council" description made me smile  ;D

My war council is: Chairman, Deputy Chairman, Head of Finance and our company solicitor.  On occasion, I have had to consult all four, but at least I can "blame" them if anything goes wrong.  ;D

I generally prefer out because I get greater lengths of time for concentration. However, it's not a big deal of course. :)

(gee - I think what susan meant is that in some offices the bosses interrupt us every two minutes - which - while their prerogative as our bosses - means we sometimes get less work done as a result).

I prefer a mix.  He travels at least 2 weeks out of the month.  As with rosewinter, I too have communication lines open.  He always responds to my calls and e-mails promptly and we IM alot too, even when he is out of the country.  I just love technology.  We are in sync and rarely miss a beat.  I have kidded with him that I can support him virtually when needed:) even from home. 

I understood the question Marie.....I still get my work done either way.

On a lighter note - my boss is out but I urgently need him in NOW!!  Was due in ages ago - not picking up calls on his mobile - seems to have disappeared off the face of the earth.

Why is it when you want them they are not around and when you don't they are over your shoulder - maddening ::)

Found Him  ;D

I am now taking a break from running around like some mad woman getting done all that we should have done together whilst he was awol....  how does that phrase go "lack of planning on your part does not consititute an emergency on mine...." - unless you are the boss then that is fine  :-X

Don't you just love them Boss people  :-*

True works get done regardless in or out, but for me more work gets done faster when bossie is away!

I find the opposite.  When my boss is out of the office there is less to do.

One of my bosses works out of the office as standard (different county completely) and during the school holidays she will appear in the office - more hassle when she is here balanced with a ton and a half of faxed 'amendments/reamendments etc' when she is out.

Another of my bosses works 3 days in the office (theoretically, but with the occasional day working from home) and 2 days working from a client office (but he still calls/emails etc to get things done and appears at start and end of each day).

A third one works in the office mostly, however she is currently on holiday (as are the other 2) and she is still reading and answering her emails from Austria while on holiday.

I cannot get away from them, then there are the other 'bosses' (about 20) who work all over the place (different floor/office/county!)

Don't know what is best, but I don't get a say in it and have to get on with it! :-\

Jess

Jess, you obviously deal/work with a lot of people based or travelling abroad.  Would you mind telling me which is the best way of dealing with this?

Do you/they prefer emails with queries or updates or to actually call them?  Do you have a set time each day you make contact or is it as and when required?

Are there any problems you come across in particular when dealing with staff abroad?

Thanks in advance  :)

Great question Cathy!  I would certainly be interested in exchanging experiences on this.

I too deal with non-office based people, some of whom I have never met, who live AND travel outside the UK and Europe.

I find you build up a different working relationship with this group than you do with those who are office-based.

Cathy, sorry for delay in getting back to you.  Yes I do work for a lot of people (always did!)

Communication is always key, however there can be no one way fits all as each of them is an individual  with some preferring emails, some text messages, some only contact if really necessary and others everything has to be emailed through once a day.

For instance, Head of Department works from home up north and has all her departmental post  scanned and emailed to her.  Outside phone calls are diverted to me and I will then transfer to her (if/as/when she is available), otherwise take a message and email her on her blackberry.  This means that there is a lot of photocopying also as a copy of all the big docs need to be sent to her (postal/courier problems).  She also travels in to the office sometimes which causes problems as clients get confused where she is working on any one day.

On the other hand, have had a boss working from such places as Ireland, Iceland and Puerto Rico.  In PR he used to make a time to call me with 'emergency' stuff, which sometimes meant I would be called on my mobile and take the message over a weekend or evening to do the next day.  He too had his post scanned and emailed to him wherever he was, together with taking messages and emailing him.  phone calls were prohibitively expensive so definitely a no-no.

As for how someone else would do it, it has to be by mutual agreement and what works for both bosses and staff as to what is the best way.  There is no quick answer.

Major problems are travel arrangements/tickets.  Never overestimate ones bosses for naffing things up there - again, all we can do is try, try and try again!

J

Thanks Jess - much appreciated  :)

I guess different circumstances will mean different forms of communication taking into account time difference, cost, and bascially how the boss prefers to work/operate. I think I was hoping that one size fits all but I really know this is not the case - just hoping.

Had to laugh about your comment on bosses ability for naffing arrangements up!!  They can negotiate the most difficult areas of business life but I still smile when I remember in the past a call from boss upon arriving at Gatwick airport saying his tickets say he should be departing from Heathrow and why did he go to the wrong one?....... . It was almost as if he felt he was transported there without him actually knowing  ::).