What do you do if your administrative assistant role requires project management skills?

Use YouTube! It's free and has tons of videos on project management topics. - Look for videos on project management basics, methodologies like Agile, and using tools like Trello, Asana, Notion, Coda, etc. - Subscribe to channels that focus on project management to learn more. - Organize your favorite and most helpful videos into playlists for easy learning. - Try out what you learn and join discussions in the comments.

Initialize and prioritize your goals, align tasks with project methodology. Find out lastest developments in project management process.

Estamos vivendo uma nova era de revolu??o industrial, onde o conhecimento chega a palma de nossas m?os com uma velocidade surpreendente, hoje temos diversas redes de apoio para adquirir conhecimento. Caso n?o tivesse conhecimento sobre a atribui??o, procuraria por vídeos de especialistas no youtube, posteriormente faria cursos online para obter maiores conhecimentos e claro, um brainstorming

Bom, todo desafio deve ser bem visto. Mas, caso eu n?o tivesse essa competência, eu procuraria desenvolver essa skill, observaria colegas mais experientes, faria cursos e assistiria a vídeos e, se eu n?o soubesse fazer algo, pediria ajuda. E como plus, eu daria o meu melhor e me esfor?aria para ser referência neste setor.

As habilidades para gest?o de projetos s?o adquiridas com atualiza??o de competências, aliada á busca por conhecimento práticas cotidianas, que aprimoram nossas habilidades.

The '5 Whys' framework serves as an excellent starting point for defining SMART goals when transitioning into project management. By repeatedly asking 'why' to deeply understand the root cause of an issue or the purpose of a project, it helps to clarify objectives in a systematic manner. This process is crucial for aligning project goals with the overall business strategy and ensuring that they are Specific, Measurable, Achievable, Relevant and Time-bound. It fosters deep thinking among team members, enabling a thorough understanding of the project's value and requirements. The framework serves as a precursor to developing a comprehensive business brief, laying a solid foundation for successful project planning and execution.

Clear objectives are the cornerstone of any successful project. As an administrative assistant transitioning into project management, start by defining the project's goals and deliverables. This will guide all subsequent planning and execution. Make sure these objectives are Specific, Measurable, Achievable, Relevant, and Time-bound (SMART). Understanding what success looks like from the outset will help you stay focused and measure progress effectively.

Definir objetivos claros é como tra?ar um mapa para o sucesso. Use a abordagem INTELIGENTE (Específica, Mensurável, Alcan?ável, Relevante e Limitada no Tempo) para criar metas significativas. Comunique-as à equipe e acompanhe o progresso. ??

1- Comunica??o aberta e simples: - Passa pela abertura de canais e métodos de comunica??o eficientes (reuni?es estratégica presenciais ou n?o), de formas a que todos sintam-se envolvidos e úteis na organiza??o assim como no projecto em si; 2- Resolu??o de conflito: - Havera sempre etapas do projecto em que as ideais n?o estar?o sincronizadas, como é normal em qualquer ambiente de desenvolvimento. Apesar de os conflitos terem aspectos negativos e positivos (negativo, entendamos aqui que é quando a mesma gera estagna??o e roptura do projecto já o positivo gera respeito entre as partes, clarifica as ideias das partes e, avan?os no projeto - A equipe deve estar preparada para ultrapassar esses tipos de obstáculo de forma responsável e efiente.

Ao definir seus objetivos, é importante garantir que eles sejam SMART, ou seja, específicos, mensuráveis, alcan?áveis, relevantes e limitados no tempo.

An oldie but a goodie: Ask for deadlines and ask which project takes priority so you know where to start. Project Management can be overwhelming when you try to do many things at once, but setting that timeline and prioritizing will help you make your to-do list, and give you that incredible feeling of scratching it off when completed- so you can move on to the next one.

Administrative professionals excel in creating detailed project plans, especially when leveraging tools like the Work Breakdown Schedule (WBS), a key project management tool, to break down tasks into manageable units. This method ensures thorough planning, correct allocation of resources and adherence to timelines. By meticulously outlining each step, including cost estimation, administrative professionals guarantee that no aspect is overlooked. Moreover, the granular approach of the WBS facilitates clear communication among team members regarding their responsibilities and deadlines, fostering accountability and ensuring timely delivery of project objectives. Irrespective of the size of a project, a WBS is an imperative.

Planning thoroughly is crucial for project success. After defining your objectives, create a detailed project plan that includes timelines, milestones, budget considerations, and resource requirements. It's important to anticipate potential challenges and have contingency plans in place. With your skills in scheduling and coordination, you can ensure that every team member understands their responsibilities and deadlines. A well-thought-out plan sets the stage for a smooth project execution.

When projects start to accumulate, I do a partial plan to where I set time blocks for things to be done at certain times with certain areas of different project. In between my planning will always be spaces as it allows my to multitask between task if things come up as it is very important in an administrative role.

Identify and coordinate resources needed for the project, including personnel, equipment, and materials. Ensure everyone involved understands their roles and responsibilities.

In my experience, successful project execution relies on utilizing technology to streamline processes and maintain organization. While the choice of software may vary, integrating project management software tools enhances efficiency and task tracking. Employing timeboxing and clear deadlines ensures proactive time management. Moreover, clear and tailored communication fosters team cohesion and ensures accountability. Building camaraderie among team members promotes collaboration, especially in high-stress situations. Maintaining relationships beyond project cycles fosters engagement, while providing positive feedback and support contributes to a supportive work environment. Celebrating successes during any phase is a priority.

uma ferramenta de gest?o pode ajudar muito nesta etapa assim como um modelo de gest?o mais apropriado para o tipo de projeto.

Maintain open and transparent communication with all stakeholders, including team members, clients, and supervisors. Provide regular updates on project progress, milestones, and any issues or concerns that arise. As an administrative assistant, you likely have multiple responsibilities. Effectively manage your time and priorities to ensure that project tasks are completed on schedule without neglecting other duties.

Uma das coisas mais importantes que deparei em execu??o eficiente: - Escala de prioridade. Elecar as tarefas de maior complexidade até a menor. - Comunica??o com a equipe. Situando cada parte do projeto, comunicando claramente as urgências e alinhando as expectativas. - Delega??o de tarefas. Delegar as tarefas de acordo com as habilidades, estruturas hierárquicas e experiencias dos membros. Fornecendo orienta??es claras do que é esperado de cada um.

Enquanto assistente, hierarquicamente com pouca autonomia, deve-se focar no desenvolvimento/execu??o da proposta com precis?o, utilizando-se de habilidades, ferramentas disponibilizadas e outros recursos (dentro do possível, ir além das possibilidades), evitando falhas e consequentemente, atingindo o objetivo proposto.

Monitoring and controlling project progress are integral skills within an Executive Assistant's toolkit. Proactively staying on top of timelines and utilizing software tools like calendars facilitate effective time management. As the 'professional nag,' your role involves engaging project team members to ensure timely progress. Meaningful engagement allows for vulnerabilities to be shared, empowering you to anticipate and address potential risks. Identifying potential risks and their impact on project timelines is crucial. Collaborating with the Project Manager, you can proactively address these risks, ensuring project success. Ultimately, risk aversion is key during this phase of the project lifecycle.

é interessante reconhecer as suas habilidades, e se elas est?o de acordo com o cargo que você está executando, se na fun??o de assistente administrativo, você ainda n?o tiver no??es de gerenciamento de projetos, é necessário buscar conhecimento, e se especializar, e também aumentar seu networking, pois falar sobre assuntos em comum incentiva o aprendizado. enfim, as pessoas que saem da rotina e está sempre buscando inova??es sempre está a frente daquelas que só exerce sua profiss?o.

Setting objectives identifies the project needs since the beginning, planning throughly is another way to be organized and by periodically follow up with the project team will provide updated project progress.

Anticipate and address any obstacles or challenges that may arise during the project. Use critical thinking and problem-solving skills to find solutions and keep the project on track. Pay close attention to detail to ensure accuracy and quality in all aspects of the project. Double-checking work and reviewing documents thoroughly can help prevent errors and mitigate risks.

Keeping an eye on the progress of a project helps one to notice any deviation from the initial plan, whether positively or negatively and also helps one be in control of how the project goes. This ensures that deadlines and targets are met. Once everything is under control, reporting becomes easy.

Instead of focusing on what went well, brainstorm how the project could have gone worse. This reverse thinking can highlight areas of strength and resilience in the approach alongside identifying improvement areas.

The project closeout phase presents an invaluable opportunity for learning and growth. It involves documenting lessons learned and ensuring all necessary actions are completed to the satisfaction of stakeholders and the project team. Stakeholder feedback, often gathered through surveys, provides valuable insights for team development and future projects. Internally, this phase involves wrapping up processes and project documentation. It's also a chance to gather meaningful metrics from the project team through assessing performance, involvement and opportunities for improvement. This reflective process aids in personal and professional growth, guiding future learning and potential career advancement.

los proyectos no son solo un evento teórico, sino también un desafío para que cada administrativo muestre su talento, los datos base de como comenzar un proyecto, ya de por sí, vienen acompa?ando a cada tarea diaria, la metodología es casi siempre la misma estructura, si salimos de la teoría y comenzamos a aplicar los conocimientos vamos a ver que no hay malas ideas, sino que siempre hay que lograr una ejecución constante y efectiva, un trabajo y desarrollo en equipo dando oportunidades es una buena ventana para hallar la luz para que los objetivos logren el resultado esperado

Projects can evolve and change rapidly. Be flexible and adaptable to shifting priorities, new requirements, and unexpected developments.

Experiências passadas nos ajudam a refletir e a discutir novos caminhos. Antecipando contratempos, e nos tornando enérgicos ao enfrentar problemas. Aprenda com experiências passadas: analise projetos anteriores para identificar li??es aprendidas e melhores práticas que possam ser aplicadas ao projeto atual, ajudando a evitar erros e maximizar a eficiência. Reúne-se com a equipe e proponha a reflex?o dos cenários. Colher feedbacks e acolher novas ideias, é fundamental e preciso.

A lot of bunk is written about project management, which overcomplicates it. For major projects it’s preferable to have someone who has been trained and certified. But with the kind of projects most assistant do, when you take away all the business speak, what remains is actually a pretty easy process. It’s four steps: 1. Understand 2. Plan 3. Implement 4. Complete Most assistants do 2&4 already. 1 is asking questions like when, where, how, who, what, which and most importantly why so you understand the project before you start planning. 2 is specification, budget and setting timelines 3 is delivering the plan 4 is wrapping up the budget, collating feedback into a report and debriefing after the event. Easy!

Why is this even a question? Plenty of assistants have project management skills and are certified, like me. I am not a rare unicorn in the industry. Even if they do not have a certificate, they probably have plenty of experience managing and running projects. From creating events to managing budgets and reports to liaising with project teams and senior management, assistants are literally involved in all business operations. What do you do? You go ask the assistant for help on the proposed project. We do not just make coffee anymore.

Administrative assistant roles include 'project management' to defer applicants and have cause to not hire someone who isn't upskilled. But guess what?! Project management is in everything you do! From getting your kids to school on-time with their lunch and homework to coordinating everyone's activities schedules to Friday night takeout orders to birthday party planning to your household chores. IT IS ALL PROJECT MANAGEMENT. It may not be called "project management", but it sure is! Don't be scared of jobs asking for this. You are already doing it. Need help translating your everyday to do's to corporate skills? Message me! I'm happy to help you recognize your amazing abilities!

Develop a “Project Mindset”. View all of your tasks through a project management lens, considering how individual tasks fit into larger goals and timelines. This includes anticipating potential roadblocks or challenges all tasks, especially those urgent-and-important ones, and plan contingencies. Also, adopt a ‘Zero-Based Task List’ approach. Instead of constantly adding to an ongoing task list, periodically assess which tasks are truly essential by starting from a ‘zero base’ and only adding tasks back if they’re currently necessary. This encourages regular evaluation of what tasks or projects genuinely add value, helping to eliminate or delegate tasks that do not directly contribute to objectives.

Treat daily tasks like mini-projects, utilizing project management tools when tasks are complex. Taking time to set clear goals, plan, execute and close out tasks is essential, particularly for those starting out as administrative professionals. Engaging with experienced individuals on their approach to managing tasks could reveal valuable insights into project management practices. Many apply the triple constraint without realizing its project management connection. Upskilling can provide opportunities to contribute effectively to organizational projects and gain valuable experience in projects. From there, the trajectory of your learning and career is yours to shape according to your aspirations.