How to Keep the Office Running When Your Admin is Out

Those of you who have been privileged to work with a top-notch administrative assistant know what a huge asset that individual is to your operation. He or she knows your business inside and out: how to turn on the copy machine; where the extra can of coffee is stashed; which customer always comes in on Wednesday. It sounds like dull, day-to-day stuff, but let that person disappear for a day or 2 and see how you get along!

Difficulty: Moderately Challenging

Instructions

1. Ask the admin to write his job description--not the official one, but the one that actually reflects what he does each day. Review it and make certain you know just how much of the daily management of your office passes across his desk.

2. Ask your admin to copy you on every important memo, message and document that she saves to her computer so you will have access to critical information whether she is in or not.

3. Spend time sitting with him at his desk every now and again. Listen and watch. Take notes if necessary. You're the boss, so it's ultimately your responsibility to know what's going on.

4. Name 1 or 2 others in the office to cross-train with your admin, at least for the critical tasks.

5. Learn to handle the essential administrative duties on your own. Know where things are stored; know how to transfer a telephone call; know how to use the copy machine.

Tips & Warnings

• Develop a relationship with a good temporary placement agency in case your administrative assistant has a lengthy absence.