How do you automate or streamline repetitive or routine tasks?
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The first step is to identify the tasks that can be automated or streamlined, and the ones that require your human touch or judgment. A good way to do this is to use the Eisenhower matrix, which divides your tasks into four categories based on their urgency and importance: do, delegate, defer, and delete. You can use this matrix to prioritize your tasks and decide which ones you can automate or delegate to someone else, which ones you can defer to a later time or date, and which ones you can eliminate altogether.
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One thing that I have found very useful with keeping up with my task is utilizing the sticky note feature on my computer. Once I complete a task I delete that sticky note. If something arises and something does not get done I do not have to rewrite it the next day as I already have the sticky note on the computer.
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All tasks assigned has to be done and do not delegate it unless there is a special circumstance. When interviewed for the position you had applied as a future candidate, all those tasks are discussed, and you agree upon it. There are repetitive tasks that you decide which ones are going to be prioritized, there are others that can be done later.
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One thing I have found extremely helpful is learning to leverage Microsoft's Power Automate system. It was a little daunting to learn but I've been able to automate many repetitive tasks and create more efficient processes. The biggest use of it is when I get requests from my team I leverage Forms and connect it to Power Automate. Anytime I get a request I receive an email with all necessary information and the request also gets loaded into my planner with steps pre-assigned based on request type. This has saved COUNTLESS hours of doubling back for additional information, having to manually keep track of ongoing tasks and has eliminated basic tasks being missed in my inbox.
The next step is to choose the right tools for automation or streamlining, depending on the type and complexity of the task. There are many options available online, such as calendar apps like Google Calendar or Outlook to sync appointments, reminders, and events across different devices and platforms; email apps like Gmail or Outlook that can filter, sort, label, and archive emails; spreadsheet apps like Excel or Google Sheets to perform calculations, create charts and graphs, and apply formulas and functions; document apps like Word or Google Docs to format, edit, and proofread documents; file management apps like Dropbox or Google Drive to store, organize, and backup files; and task management apps like Trello or Asana to create, assign, track, and complete tasks with deadlines, priorities, and dependencies.
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As an adult with ADHD, it can be difficult to juggle the multitude of tasks that comes with being an Administrative Assistant! I have found the following tools to be helpful: -My Rocketbook has been useful for taking minutes and meeting notes. Rocketbooks are erasable notebooks that allow you to easily scan and upload your notes to places like Google Drive. You can also transcribe your notes to text! -Sending Outlook emails for meetings with a calendar invite, EVERY SINGLE TIME. It helps me prepare for those meeting ahead of time, and keeps me in check so I don’t over schedule myself. -If you haven’t discovered all of the features Adobe Acrobat has to offer, including PDF editing and page arranging, I promise you - it is the BEST!
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If you work in an environment that uses the Microsoft 365 suite, I can not recommend power automate enough. The UI to get it going is very intuitive and they have templates available to help you quickly automate certain tasks.
The third step is to set up the automation or streamlining process, using the tools that you have chosen. This may involve creating rules, filters, triggers, or workflows that tell the tool what to do when a certain condition is met or an action is performed. Additionally, it may be necessary to integrate different tools or apps that can work together and exchange information or data. Furthermore, testing and debugging the process is essential to ensure it works as intended and does not cause any errors or problems. Finally, you should monitor and review the process to see if it delivers the expected results and benefits.
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I strongly recommend testing any automation measures you setup and create failsafes in the beginning so that you don't run into anything being missed. Alot of automation software is really good at notifying you if a process has failed. It might seem like it's extra work and one more thing to monitor but I can promise you that the time it takes to monitor is miniscule compared to the time you'll save in the long run.
The final step in automating or streamlining your process is to evaluate and improve it, based on your feedback and experience. This may involve measuring and analyzing the time, cost, quality, and satisfaction of the process with meaningful metrics or indicators. Additionally, you should identify and solve any issues or challenges that arise from the process such as glitches or errors. Furthermore, seek and incorporate any suggestions or recommendations from those involved or affected by the process. Finally, update or modify the process to adapt to any changes or new requirements in your work environment. By following these steps, you can automate or streamline some of your repetitive tasks as an administrative assistant, freeing up more time and energy for creative projects. This will improve your productivity, efficiency, and quality of work while reducing stress and frustration.
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One way I have improved my workflow with automation is by using Microsoft's Power Automate to send confirmation emails when someone completes a MS Form to RSVP for an event. Previously, I would have to check responses multiple times per day and send the information manually. I later learned that Power Automate can be triggered by Bookings. This allows me to send confirmations to all of a team when one team member scheduled a meeting.
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One thing that has proven extremely helpful is a ‘to do’ or ‘punch list’ of tasks that must be completed. I order them by level of importance and urgency. Anything not completed on any given day gets moved to the next day. If this were an AI powered notepad, with reminders that could automatically be moved to the following day based on a dynamic workplace it would be beneficial. Additionally, applications to assist persons w/ disabilities who need cognitive and visual reminders to assist with task completion should also be considered.
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