What are some key project management skills that admins should learn or improve?

In my experience its always important to have a task managing software. Such as Asana or Monday. They’re great tools to help keep tasks and projects in order to stay on top of deadlines.

With all projects it is critical to be transparent with project blockers early. Admins often identify gaps that others don’t see immediately. Be willing to offer solutions when you see gaps to help drive the project forward.

If a project management software is not available, a spreadsheet will do the work. We just need to plan ahead of time which information we want to track.

One thing I found helpful, is having the proper resources to execute your duties efficiently. Be it software, for example microsoft excel or another type of system software that will make planning and executing the job effective and done on time.

Communication has the ability to drive or hinder success. I spend a of time learning about the team and how the group (and each team member) receives information. There is nothing worse than a blunt team leader who wants everything direct - and a team that needs context and more diplomatic presentations of information an progress. Collaboration can happen when you've truly assessed the communication style the overarching team has- how to deliver and wrap that up in a bow to communicate and be heard. Often times PMOs get attacked for being the messenger (and rightly so)- learning how to deliver the facts is important so is taking into account the team's potential bias, feelings, or historical information that's relevant

The best communication still begins with listening. Failing this you may not obtain a clear understanding of what is needed. Once you have an idea, begin to formulate your clarifying questions and continue sharing along the way. While the adage of knowledge is power is still true, I assert that using that knowledge to share and help others flourish is more powerful.

Listening and hearing your employees is critical. I will say it again: Listening and HEARING your employees is critical. And until managers or PMO’s in most industries understand this, there will always be a slight disconnect between workers and supervisors. Unless individuals take the time to understand their employees, quirks, and what works for THEM as a UNIT organically, and actually nourish it, there is no success. Period. I had one former boss tell me this years ago, and it has stuck with me ever since. I repeat it daily to myself! “I know you are listening to me, but can you HEAR me?”

I've found it helpful to communicate early and often throughout projects, while taking into account your audience and their communication preferences. This helps keep everyone in the loop and you're able to get feedback throughout the process as needed, which minimizes major conflicts or potential roadblocks.

I meet with the project's requestor to go over the details and expectations, establish communication preferences, and establish milestones. Then meet with the subject matter experts that will participate in the project to discuss details and assign tasks. I schedule weekly meetings to discuss progress and finally distribute meeting minutes within 24 hours to keep the team informed.

If you choose to empower others to make decisions, stand by them. They were probably hired because they're good at what they do. Don't come back and micro-manage.

It is important to identify from the beginning of the project who will be making final decisions and how to contact that person. If we encounter an issue we cannot resolve, we will know exactly with whom to discuss it.

I've found it helpful to ask upfront when assigned or asked to complete a project, when the project needs to be completed. This avoids any confusion and allows you to prioritize tasks. Keeping a running list of tasks in order of deadline helps stay organized as well.

In my experience, time management and prioritization are important skills for achieving success in any situation. By managing my time effectively and prioritizing tasks, I am able to maximize productivity and ensure that important tasks are completed in a timely manner. Yes, it involves setting realistic goals, breaking tasks down into smaller steps, and planning out how to complete those tasks in the most efficient way possible. Additionally, prioritization helps you focus on the tasks that are most important and have the greatest impact on the long-term goals.

As I work together with the requestor on establishing milestones, we work towards keeping everybody on track. Recently, I learned about the Eisenhower Matrix and started using it to establish priorities. The following link contains some information: https://www.eisenhower.me/eisenhower-matrix/.

Attention to detail is something all admins must have a keen eye for. For admins who are managing projects, self-discipline is important. Having that attention to detail requires us take the time to constantly update our project roadmap or deadlines as new information comes in. Also, being highly organized when saving communication, budgets, updates, timelines so that you can easily access that information and be accurate with how we communicate with other people and the decisions that come up. One skill that makes a great project manager is the ability to align people and to communicate the vision and mission of the project throughout the completion of the project. Know that there is always room for improvement! Ask for feedback.

We have created a style guide with clear instructions on how to produce documents and which templates to use to maintain the quality of the documents produced. Project managers will do an initial quality review of the document before I complete a thorough review of it.

Executive Assistants have many of the skills that a Project Manager needs to be successful. Managing multiple priorities for multiple stakeholders. Time management and logistical skills. We are often tasked with reviewing budgets and business plans as well. Ensuring everyone knows what is expected and formulating timelines as well as following up on them. Mastering these skills are essential to being successful and productive.

By being a constant learner, there will never be a question of your relevance. It's critical (no matter how many years of experience you have) to be up to date on current tools and trends within the administrative profession as well as the industry your company is in. Even go as far as learning skills that will help the leaders and teams you support reach their goals (i.e. learning the systems they use daily, digital marketing, CRM systems, etc.).