What do you do if your problem-solving skills as an administrative assistant are constantly tested?

1 Identify the problem

The first step to solving any problem is to identify it clearly and accurately. Sometimes, the problem may not be obvious or may have multiple aspects. You need to ask yourself what the problem is, why it is happening, who is involved, and what the consequences are. You can also use tools like the 5 Whys technique, which involves asking "why" five times to get to the root cause of the problem, or the Fishbone diagram, which helps you visualize the problem and its possible causes.

2 Gather information

The next step is to gather relevant and reliable information that can help you understand the problem better and find possible solutions. You can use various sources of information, such as documents, databases, reports, emails, or feedback. You can also consult with other people who are knowledgeable or experienced in the problem area, such as your colleagues, managers, clients, or experts. You need to be able to filter and analyze the information you collect and verify its accuracy and validity.

3 Generate alternatives

Once you have enough information, you can start brainstorming and generating possible solutions to the problem. You need to be creative and open-minded, and avoid jumping to conclusions or settling for the first idea that comes to your mind. You can use techniques like mind mapping, which helps you organize and visualize your ideas, or SCAMPER, which stands for Substitute, Combine, Adapt, Modify, Put to another use, Eliminate, and Reverse, and helps you generate new ideas by changing different aspects of the problem or solution.

4 Evaluate and choose

After you have generated several alternatives, you need to evaluate them and choose the best one that suits your situation and goals. You need to consider the pros and cons of each alternative, as well as the feasibility, costs, risks, and benefits. You can use tools like SWOT analysis, which helps you assess the strengths, weaknesses, opportunities, and threats of each alternative, or decision matrix, which helps you compare and rank the alternatives based on different criteria.

5 Implement and follow up

The final step is to implement your chosen solution and follow up on its results. You need to plan and execute your solution in a timely and efficient manner, and communicate it clearly to the relevant stakeholders. You also need to monitor and evaluate the outcome of your solution and see if it meets your expectations and objectives. You need to be prepared to make adjustments or changes if necessary, and learn from your experience and feedback.

6 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?