Fresh graduate working in a dysfunctional office environment

[Balzamet]

I recently graduated, and accepted a job offer as an Executive Assistant to a Senior Manager, well the problem started when other staff in the office started asking me to help them out, and when they realized how I suck at saying NO, they now started going overboard with it, sending me emails to print, scan a document for them, get a file for them, etc
My direct manager does all these stuff on his own although he is more senior in position to all of them, and I've started to delay a lot of his work because of constant interuptions I've been geting.

What would be a professional way to tell them I'm busy and I don't want to be inturupted without beign rude?

[gee4]

Welcome.  Here are some replies that might help -

Ask how urgent their request is, not "is it urgent" - they will always tell you it's urgent - get the requestor to put a time frame on it, then say...sorry, I am in the middle of something right now but will get to it later this morning, this afternoon, tomorrow.

If it's not urgent, it can wait and you can add it to your pile of tasks.  You can't do everything immediately and not every task is urgent, even though you will get told it is.

One thing you have to learn as an assistant is to prioritise your workload.  I used to get asked this question so many times at interview.

[JessW]

Also, don't forget that if it is extremely urgent, ask them nicely (in a completely naive way) why they were wasting time asking for you to do it when they could so easily have done it by then - of course, you have to be very brave and get used to a period of time where you get snide looks/comments, at least until they get the message and stop taking advantage of you.

If you are part of a team, then that means they should be doing their share and not expecting you to do their work too, but at the same time realise that you are employed to do your work too and that has to take priority to their opportunist skiving!

Whatever you do should be decisive and to fit your situation (which only you know!).  Practice saying NO to yourself in front of a mirror if it helps!

Just a thought on a sunny Sunday evening (for a change!)

Jess

[Katie G]

Lesson Number One:  Saying "no" is NOT rude.     

"I'm afraid that won't be possible."
"I'm swamped at the moment.  I might be able to look at that (whenever would be reasonable)"
"Sorry, I'm on a deadline for this."
"Bossie needs my full attention this morning." (see if they dare argue with that!)

Remember, your first priority is supporting your boss.

Good luck!

[Balzamet]

ohh you guys, thank you very much!! I really appreciate the responses you've given me, they are all helpful.

I was just frustrated and didn't know how to stop the constant interuptions I've been getting because I never worked before in a similar office environment, now I feel much better

[msmarieh]

It may also help to meet with your boss and ask him to help you determine where your priorities lie. Ask him what level of support other employees should expect to receive from you and explain that you are concerned about your time constraints. He/She may be able to make it more clear what they can and cannot ask of you and may convey it to the other employees as well.

[gee4]

I think that might be best since you are just fresh from graduating - can be daunting knowing how to establish ways of working for yourself and what demands will be made of you.

A PA will manage their own time and their boss's.  My boss sits right opposite me and can easily hear when I say to others, yes I can do that or no I'm flat out right now.

Once you get the info you need, you should set the boundaries.  Everyone will fall into line after that.  Make sure you call the shots.