Went through a little bit of reorganization recently and I’m now supporting 9 people! What are your best organizational tips?

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Get a new job. Seriously. And I'm not saying that to be flippant.

But while you're looking, color code the emails from different people/teams. If you're visual like me, it will help you sort through the zillion emails in your inbox.

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Oof. Have to agree with previous poster. Unless you have a group of insanely light partners and staff, 9 is an awful lot. You have to be able to prioritize and be transparent on your time constraints with both those you support and your manager. That’s a huge ask, and there will be a time that the lower people in the totem pole are just going to have to wait. Also, always ask when something is due, the absolute final deadline. In high volume situations it may help you prioritize as well. Hang in there & I hope you get some relief!

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That’s less than an hour per day for each person, and less than 7 min per hour to manage what they need. What are you expected to do for them? That’s barely enough time to manage the calendars let alone any other projects.

Setting rules for the inbox is smart, and setting expectations and boundaries with each of them (like letting them know that time management will only allow 7 min per hour on their business) will make it more manageable. Relay that to them in a practical and non-complaining way because it’s your current reality.

Try to sweep through the inbox person by person in an organized way every hour, trying NOT to be reactive to boss x or boss z during the time you are managing boss y. It will save your nerves.

likesmart

Our AAs support close to 10-15 project leaders on a daily. It’s ...stupid. Or 6-7 principals.

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Thankfully we don’t manage their inboxes but it does get super swamped on certain days 😪

I color code emails, utilize folders and use OneNote. It’s the best invention ever!

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I guess I should clarify that at my organization the EAs don’t manage emails. I’m booking their travel, doing expenses, and managing calendars, and whatever else they ask me for. Maybe I’m being naive but I’m excited about the challenge and hoping to use this as a way to prove myself for a while so I can eventually move into another role within the company.

Mine are all regional leaders. It’s a long story, but instead of getting laid off after my C-suite exec left, I was kept on (thankfully) and got a bunch of VPs/GVPs. Everyone is pretty chill and has been very cool as we all onboard. I have a couple of other office staff who can take on some of my load if it gets overwhelming!

likesmart

Wow, my congratulations to you. I should ask how you do it!

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