Help - Need to Prove Value of Admin Power Meannie

[guzmansf]

I manage a team of 10 Administrative Assistants in a company of 55.  1 1/2 years ago I started having Admin meetings once every two weeks for teambuilding, information sharing, support amongst peers and a little bit of fun.  A senior manager has recently indicated that she feels having the Admin get together as a team pulls them into two directions and they can not truly be a part of the team they support.  She feels it is not productive and that the information we share as a group is communicated in the quarterly meetings.  I told her that I would not support this, did not agree with it and suggested she talk to the Administrative staff (who have all indicated at one time or another that it truly does bring them value and)......long story short.....I now would like to substantiate all the reasons it is so important to have these meetings and that it is imperative to make the people that wait on them hand and foot feel good about the job they do, in our management meeting on Monday.  Looking for ways to approach, things to say that will make this senior manager feel like sinking in her chair.  Appreciate all help.  I will compile all of the information received and win one for all the assistants out there who are frustrated with management that want to keep them from success.

[whitesatin]

I just wanted to let you know that I hear your plea for help and I am here for you. I need to think on this problem for some time before I can even attempt to offer a solution. I want to just consider the angles and give you, what I believe, will be a fair decision. And if it is not, please feel free to advise me.



WS

[andrea843]

pull a copy of the Article "Admins of the Future" from the Global Village page and let her know that even giants like Glaxo Wellcome invest in their Administrative teams autonomy.



Point out that giving Admins their own "space" makes them more able to share issues that might not be shared with managment, and to develop "game plans" for dealing with same.



further point out that taking away the monthly meetings will be viewed by your Admin group as a step backwards, and find a polite way of asking "do YOU really want to be the manager who took away what we perceived as our place of empowerment?"



Splitting the team? that's a cop out it's a polite way of saying, "I dont want you guys having ideas on your own, you need to get them from us (management)" and if that's not her intention that's surely how it will be looked at by a large population of your work group.



Someone probably had to answer their own phone while you were in a meeting, thus prompting this "hard look" at the admin structure of your company.



You may find that you have little choice in this matter, its possible that this decision has already been made and you're being "eased" into the concept by this obviously threatened manager.  do you best to retain your work group explaining that involved Admins are responsible for cost savings, for enhanced productivity in the work place and that empowering admins, even at this small level offers value not only to the admin but to the company.



Would bossie go back to using manual typewriters? tossing out all the computers? doubtful.  Why would she risk the professional angst of 55+ admins who are being told, "well gee we don't value you as much anymore?"



Feel free to show her my post.

[msmarieh]

(Use as much or as little as will be helpful to you).



It is critical that the administrative professionals be coordinated in our efforts to provide support to the company. We are required to know all information about all company policies at all times. Things change far too rapidly for us to wait 3 months for an update. We also wish to be cross trained so that we can assist each other and balance our workloads. We have been proactive in creating this group with the intention of building an atmosphere of trust and support, cross-training, education, and knowledge management. We have done this on our own and at our own initiative with the sole ultimate goal being more productive for our companies. We have benefitted from this meeting in the following ways (give specific examples - i.e. CEO admin was out of office on vacation and CTO admin was able to step up to assist with an emergency involving finding specific computer files because we were trained in each others file naming conventions, etc.).



We are absolutely loyal to our our teams and do not ever discuss confidential matters inappropriately. We are careful to minimize our meetings impact on our teams (how do you currently do this? Do you meet at lunchtime?).



We believe that these meetings are critical to the continued productivity of our administrative professionals and we respectfully request (sorry, would probably not be appropriate to stamp your foot and say we demand) your support in allowing us to continue our meetings.



We are however, happy to try to be flexible in accommodating your needs. If you could please explain exactly what difficulties you are experiencing with our meetings, we will address the issues one at a time and find a way to solve them to our mutual comfort.



Good luck! (I have to admit, it sounds to me like the decision has already been made too, but that doesn't mean it can't be unmade with the proper persuasion. I would start considering alternatives - meeting offsite, joining your local IAAP chapter and holding your meetings immediately following theirs, etc.)

 

Marie

[superninjaadmin]

MsMarieH said something in her post that perked my ears about meeting at lunch to possibly avoid conflicts or lack of support in theit departments.  



First, I believe that meeting at lunch should be a last resort.  Lunch time should be used at your personal discretion, not as a mandated time for a scheduled meeting.  Other employees don't schedule regular meetings at lunch, unless it's voluntary, so that they can avoid conflicts or lack of support in their departments.  Why should admins give up their lunch hour for this?  



Besides, they are meeting together soley to discuss company business, and they all should get paid for it.  Lunch hours usually are not paid, unless bossy wants to pay OT.  



I am a firm believer in having these meetings, but lunch hours or after work after IAAP meetings where they aren't getting paid is not such a good idea.  That idea puts a bad taste in my mouth.  



Just my $.02



SNA

[msmarieh]

I have done it both ways in the past. When we did have meetings at lunch, our bosses paid to have it catered.



The reason I mentioned it was the "little bit of fun" stated in the original post. I am not sure what this entailed, but it is possible that it gave the appearance of a social meeting rather than a business meeting (even though it was probably nothing - it would be just anyone's luck to have a manager walk by while it was happening). If that was the case, it would be far easier to argue in favor of it if it were held at lunchtime.



In general however, I absolutely agree, that admin meetings should be considered business just like any other team within a company.



Marie

[countrigal]

I think the big selling point is that some of the hot topics for admins are not crucial or even interesting to non-admins and is therefore not in the office's best interest to discuss at Quarterly Meetings.  These meetings are best kept to what is helpful or useful to everyone.  The Admin Meetings are just that, informative and useful, but only to Admins.  If you word it so that you show that these monthly meetings reduce the amount of material that would have to be presented at the Quarterly meetings, and therefore are actually making a better use of everyone's time, it should help.



Good luck though, and let us know how it goes.

[guzmansf]

Thank you to all who contributed.  I took a portion of what all of you said and made my case.  It was agreed that our meetings will continue. This whole episode also prompted me to sit with the person(s) that were driving the negative force and lay it on the line.  We now have a newfound understanding and respect for each other.  Most importantly, senior managment has a newfound understanding and respect for our enitre Administrative team, the importance of our job and the necessity of peer support.



I really appreciated the tip for the Glaxo article.  I passed it out to the entire team.  I got back some really good comments.  It was a great article.



Thanks again for your suggestions. I am glad my dilema prompted me to find this site.  I will continue to read and participate.



Angel

[andrea843]

Good on ya Mate! it's so nice to see someone actually solve a problem based on what they read and what others contribute here.  Thanks for making my day.



Andrea

[craftygirl]

WOO HOOO!!!!  I'm proud of you!



As Winkie would say, TAA works its magic again.  :-)



*hugs*

Shannon

[goldenearring]

Good for you, guzman!  WTG (way to go!)

[msmarieh]

That is FABULOUS news. I love it when reason and logic sway the vote.  



Good for you and your admin team!



Marie