PA and Secretary Community - Deskdemon.com

Are you a make a list type person or do you just keep tasks in your mind and remember to do them when needed?   Some people love lists some don't, which are you?   If you do lists, what type do you use, to do lists, checklists, grocery lists....?

Haven't we had this topic before...

I use the Task feature in Outlook, noting brief bullet points and update the list as things get done throughout the day.  I don't make paper lists, no.

I used to rely on Outlook, until the day my computer crashed and I was LOST!  :-[ Now I keep a small notebook with a daily list.  Really not much more inconvenient, and not subject to the moodiness of the local network! ;)

The way I look at it is if your pc crashes, or the IT network goes down or the electricity gets cuts off, there's not much anyone can do workwise, although it is the job of the IT department to keep the network running.

Paper lists are ok if you have all the necessary info to carry out a task but most of my work is done on a pc or online or by phone.  That means I still need various pieces of information from my pc to do my job.

Outside of work, I keep contacts on my mobile phone as well as reminders and personal to do lists.

Lists, lists, lists and more lists.... for use during work and also personal bits ;D

Can't rely on my mind nowadays (an age thing maybe!?) but thinking about it, I have always produced lists.

Grocery shopping, things to take on holiday, books I want to read and so on..................

I have each list under a separate major heading and relevant information is added to relevant list.  It works well and is logical to the way my brain works. 

Electronic lists have their place but I find that my paper lists can be updated at any time and I actually like writing something out rather than typing.

My love of lists has now spread around the office  ;D

Bossie is not too hot on returning docs that end up with him to sign.  He is passed soooooooo much each day and some were falling into a big hole.

Trying to remember all obviously no good at all so I now have to list everything (luckily not in detail but more to use as a prompt for me).

I then tick off when he returns it so if anyone is chasing something that went to him maybe a few days ago, I can see if he is holding it and can chase.

This list does break down when he brings things out and trying to be helpful hands it to someone else rather than via me as it may be their form.  I'm trying to train him to do what I want ................... ;)

You mean a distribution list for circulars Cathy?

We had that procedure in my last company for circulating articles, magazines etc but not for internal documents or contracts that need to be signed.  Those kind of documents are usually signed off at the relevant meetings behind closed doors.

As regards travel authorisations or expenses, I usually put those in a plastic folder labelled "For Signature" and leave on my bosses desk.  He signs thems and returns the docs and the folder straight away.

No Gee, not a circular distribution list - we have those and they work well.

It is all the documents you would put into a "for signature" folder which I do.  However, he never just signs all of them in one go as he always has queries, these are the ones that get pulled from the pile and kept in his office to talk to the person in question about.  However, they always end up caught up in a pile of other papers and go missing on his rather paper covered desk.

By listing everything I put into his signing folder, I can see what comes back and if I am not able to cross off my list once he hands folder back to me, I know he still has it and can now keep track of item.

That's a great idea on one hand but sounds like a nightmare to have to keep track of.

It's good that you are putting processes into place though.  I hope he appreciates it and is taking note! :)

I have the exact same kind of spreadsheet for my boss, Cathy. It's come in handy many times while I have worked here (and sometimes in some ways I wasn't expecting). I have mine as an excel spreadsheet with conditional formatting applied to blank cells to highlight the ones that are not yet signed. I also use red color coding to high light critical rush things that need signatures.

Now I realise why you are all so busy.  You spend most of your time creating check lists and to do lists and colour coding them!  :D

Well, gee, although it can get time consuming occasionally, when things go missing, I had BETTER know if it went into or out of my boss's office or not. Plus it's helpful when people call later looking for a status on documents.

I am happy to say that our office plans to go to an oracle based purchase req system which will make the process entirely electronic. I can't wait for that to happen!

Great idea Marie - will try to set one up. I do like visual aids  ;)

That works if the documents come through a boss's PA, what happens when the system gets by-passed?

That's why I favour electronic document managements systems - the only people involved are those on the project or those who are responsible for sign-off.

I see your point Gee -- it's what I call the "White Velvet Effect"  The more hands on it, the more of a mess it becomes!   ;D

Everyone who works with my boss learns very quickly that if they plan to ask me for the status of paperwork, it had better have crossed my desk or I don't track it. Since they know that my boss is sometimes so busy he can't get to signing paperwork immediately, they know if they want to learn a status, they want to go through me.

Anyone else, I just tell that, I'm sorry, I'll take a look and ask my boss, but since it didn't go through me, I can't be sure where it is.

...and in support of your comment above Marie...

I think it's only when these situations arise, do individuals actually realise what PAs and Admins are there for.  It amazes me when they say, ah you only order stationery and book travel.  Oh yeah that's about the height of it....if only!