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Last updated on 2024年7月3日

Struggling to balance project work and administrative tasks?

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Balancing project work with administrative tasks can often feel like juggling flaming torches. It's common to find yourself buried under a mountain of paperwork, emails, and meetings while critical project milestones loom overhead. This balancing act is not only stressful but can also impede your productivity and progress. Administrative management is the process of overseeing and coordinating these tasks to ensure that both areas receive the attention they need without compromising each other. It involves planning, organizing, directing, and controlling resources to achieve specific administrative and project goals.

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Cuc Nguyen, MBA

Focus: high-performing, employee-centric modern workplace.
Samoual Hassan

Head of Administration Dal Food, PhD in Economics in National Strategic Planning Heavy Industry Companies, SP-Assoc…

1 Prioritize Tasks

To manage your workload effectively, prioritizing tasks is crucial. Begin by identifying which tasks are urgent and important, and tackle them first. Use tools like the Eisenhower Matrix, which helps you categorize tasks based on urgency and importance. This method allows you to focus on what truly matters, delegating or postponing less critical tasks. Remember, not everything that demands your attention is important, and not everything important requires immediate action.

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Shakirat Yusuf

Project Coordinator | 10+ Years in Administrative Leadership | Expertise in Logistics, Stakeholder Engagement and Process Optimization | Proven Success in Electoral Operations & Team Coordination
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Prioritizing tasks is essential for work productivity. It's good to identify and focus on the most important and urgent tasks first. This allows us to ensure that critical deadlines are met and significant goals are achieved.

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Samoual Hassan

Head of Administration Dal Food, PhD in Economics in National Strategic Planning Heavy Industry Companies, SP-Assoc. CIPD. Talks about #Leadership, #Strategicworkforceplanning, #ChangeManagement, #TalentDevelopment.
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Prioritizing tasks is essential for effective workload management. The Eisenhower Matrix is a powerful tool for this purpose, effective prioritization keeps you on track.

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Christine Jade Denosta

Content Writer
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Balancing project work and administrative tasks is like juggling multiple roles in a circus act! Start by prioritizing tasks and setting clear deadlines. Streamline processes wherever possible to free up time for creative projects. Embrace tools and automation to simplify routine tasks. Remember, it’s all about finding harmony between productivity and creativity—stay organized, stay focused, and enjoy the journey!

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2 Time Management

Good time management is the cornerstone of balancing project and administrative work. Allocate specific time blocks for uninterrupted project work and separate ones for administrative duties. Consider using techniques like the Pomodoro Technique, where you work for 25 minutes followed by a 5-minute break, to maintain focus and prevent burnout. It's also helpful to set clear boundaries for when you check emails or attend meetings to avoid them spilling over into your project time.

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Cuc Nguyen, MBA

Focus: high-performing, employee-centric modern workplace.
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- Spending time reflecting & planning for next days - Prioritize tasks using different methods (80/20, 2-20-2-2) - Know most productive time and reserve it for high priority tasks

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Samoual Hassan

Head of Administration Dal Food, PhD in Economics in National Strategic Planning Heavy Industry Companies, SP-Assoc. CIPD. Talks about #Leadership, #Strategicworkforceplanning, #ChangeManagement, #TalentDevelopment.
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Effective time management is essential for maintaining that delicate balance. Allocate dedicated time blocks for project work and administrative tasks. It’s like creating compartments in your day. Work in focused bursts (25 minutes) followed by short breaks (5 minutes). It’s like interval training for productivity. Set clear boundaries. It’s like building fences around your project time to prevent intrusions.

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3 Leverage Technology

In today's digital age, leveraging technology can significantly ease the burden of administrative tasks. Various project management and administrative tools can automate processes, track progress, and facilitate communication. For instance, using a shared calendar for scheduling or a task management app can streamline your workflow and keep everyone on the same page. Embrace these tools to reduce manual work and free up more time for project-related tasks.

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Samoual Hassan

Head of Administration Dal Food, PhD in Economics in National Strategic Planning Heavy Industry Companies, SP-Assoc. CIPD. Talks about #Leadership, #Strategicworkforceplanning, #ChangeManagement, #TalentDevelopment.
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Leveraging technology is a game-changer for managing administrative tasks. A full work management platform that integrates with existing apps, connects goals to tasks, and breaks down silos between teams. Ideal for agile development teams. Great for startups on a tight budget. Known for its integrations. Offers workflow automation.

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4 Delegate Effectively

Delegation is a key skill in administrative management. You don't have to do everything yourself—identify tasks that can be handed off to others. When delegating, be clear about expectations, deadlines, and the level of authority you're granting. Trust your team or support staff to handle these tasks, which will allow you to focus on areas where your expertise is indispensable. Remember, effective delegation can lead to better team development and efficiency.

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Samoual Hassan

Head of Administration Dal Food, PhD in Economics in National Strategic Planning Heavy Industry Companies, SP-Assoc. CIPD. Talks about #Leadership, #Strategicworkforceplanning, #ChangeManagement, #TalentDevelopment.
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Delegation is indeed a crucial skill for administrative managers. Recognize tasks that can be delegated. It’s like sorting a deck of cards, some are better played by others. Trust your team or support staff. It’s like conducting an orchestra, you’re the conductor, but they play the instruments.

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5 Streamline Communication

Streamlined communication is vital to prevent administrative tasks from overwhelming your project work. Establish clear channels and protocols for communication to minimize unnecessary back-and-forths. This might include regular check-ins, updates via a central platform, or setting aside specific times for team discussions. Ensuring everyone knows how and when to communicate can significantly reduce time wasted on miscommunication or waiting for information.

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Samoual Hassan

Head of Administration Dal Food, PhD in Economics in National Strategic Planning Heavy Industry Companies, SP-Assoc. CIPD. Talks about #Leadership, #Strategicworkforceplanning, #ChangeManagement, #TalentDevelopment.
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Establish specific channels for communication, whether it’s regular check-ins, a central platform, or dedicated team discussions. It’s like setting up traffic lanes for smooth flow. Streamlined communication is indeed the key. Define communication protocols. It’s like having traffic signals, everyone knows when to stop, go, or yield. Set aside specific times for communication. It’s like synchronized dance steps—everyone moves in harmony. So, efficient communication fuels productivity.

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6 Maintain Flexibility

Finally, maintaining flexibility in your approach will help you adapt to unexpected changes or emergencies without derailing your projects or administrative responsibilities. While structure is important, rigidity can be counterproductive. Be prepared to reassess and adjust your priorities as situations evolve, which may sometimes mean shifting focus temporarily from project tasks to urgent administrative needs or vice versa.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Struggling to balance project work and administrative tasks?

1

2

3

4

5

6

7

1 Prioritize Tasks

2 Time Management

3 Leverage Technology

4 Delegate Effectively

5 Streamline Communication

6 Maintain Flexibility

7 Here’s what else to consider

Administrative Management

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Struggling to balance project work and administrative tasks?

1

2

3

4

5

6

7

1 Prioritize Tasks

2 Time Management

3 Leverage Technology

4 Delegate Effectively

5 Streamline Communication

6 Maintain Flexibility

7 Here’s what else to consider

Administrative Management

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