How can you prioritize tasks when your manager has conflicting expectations?

1 Clarify the scope and urgency

Prior to beginning a task, it is important to understand the expectations of your manager in terms of quality, quantity, and timing. To ensure you have a full grasp of the scope and urgency of the task, ask questions such as what the purpose and goal is, how it relates to other tasks or projects, what the specific deliverables and criteria for success are, when the deadline is and how flexible it is, and how the task will be reviewed and evaluated. By clarifying these details in advance, you can avoid misunderstandings, rework, and missed deadlines.

2 Communicate your availability and capacity

Once you know the scope and urgency of the task, you need to communicate your availability and capacity to your manager. Let them know how much time and resources you have to complete the task, and how it affects your other tasks and commitments. For example, you could express that you can work on this task for X hours per day/week, with an expected completion date of Y. It's also important to mention any other tasks that need to be balanced, as well as the resources, tools, challenges, and risks that may be encountered along the way. By communicating your availability and capacity in this way, you can set realistic expectations, negotiate deadlines, and request assistance if needed.

3 Prioritize based on importance and urgency

Once you have determined the scope and urgency of the task, as well as communicated your availability and capacity, it is essential to prioritize based on importance and urgency. To help you categorize your tasks, you can use a simple matrix that divides them into four quadrants. Those that are important and urgent should be your top priority and done first. Important but not urgent tasks should be scheduled for later. Urgent but not important tasks should be delegated, outsourced, or simplified if possible. Lastly, those that are not urgent and not important should be eliminated, postponed, or minimized if possible. By prioritizing according to importance and urgency, you can focus on the tasks that matter most to your manager and deliver them on time.

5 Be flexible and adaptable

Finally, you need to be flexible and adaptable when you prioritize tasks, as your manager's expectations may change due to new circumstances, opportunities, or challenges. You must be able to adjust your priorities, plans, and actions accordingly, and communicate any changes to your manager as soon as possible. To be flexible and adaptable, you should demonstrate an open-mindedness to learning new skills, tools, or methods that can help you complete tasks more effectively or efficiently. Additionally, it is important to be proactive and creative in finding solutions, alternatives, or improvements that can enhance your tasks or outcomes. Moreover, it is important to be respectful and supportive of your manager's decisions, feedback, or requests - even if they differ from your own opinions or preferences. By being flexible and adaptable, you can show your manager that you are a reliable, resourceful, and resilient administrative assistant who can handle any situation.