PAs and EAs can hold the key to effective project management. Esther McMorris explains what you can be doing to ensure a project’s success and strengthen your position within the company in the process
Executive assistants hold the key to sustainable project management, yet for every business that understands and supports your unique position, the rest overlook it. As a result, many businesses still need educating on exactly how to utilise their administrative professionals more effectively.
First, though, you need to consider the fundamentals of a project, as understanding these will allow you to elevate your corporate position and assist your company. Clear communication is therefore vital – it is a critical component during delivery and without it projects can fail to materialise, fall by the wayside and result in wasted time and resources.
Key stakeholders must be brought on board – projects need strong backing, otherwise colleagues may struggle to get behind the process. Resistance may occur; senior management should be prepared to support apprehensive staff, especially when substantial change is involved.
Ignoring the above can cause projects to derail. Thankfully, PAs are perfectly positioned to assist with all three. This is because of their unrivalled access to senior management, company knowledge and internal relationships. With the right strategy, leveraging this combination will enable you to become a project’s champion.
Set yourself project management objectives and actions to cement the responsibility you want. This could mean relaying progress to the entire executive team efficiently when milestones are met, or ensuring potential risks are dealt with as soon as they are identified. Think about fielding project feedback from concerned staff, pushing and encouraging those responsible for specific resources to deliver on time, motivating staff that require assistance, or becoming a mediator when challenging situations may arise.
Recognising the significant role you play in the project management chain will help raise your own profile and career. Take advantage of the opportunities that exist with the following factors. Identify who was influential during past projects, then gain their trust and respect to put yourself in a stronger position in the future. Drive resource creation – support staff with the right materials so they can stay productive. Generate positive noise around successes, whether you have been asked to or not, as effective project management comes from efficient team management and interaction.
Business outcomes should always be sustainable, so find out what can be done to raise the results of completed projects, especially those that are flagging. Search for a mentor willing to involve you in current projects; if that is not possible, shadow and absorb the process by utilising your corporate position. These are wise first steps, but you should also consider complementing general business awareness with practical action. If available, schedule time for accredited training programmes. Official project management skills are translatable across all areas of business, so discuss with HR about expanding your skills base. Be clear about the value you can bring if the company invests in you. Make a business case for training and the results that could occur from you taking charge.
The biggest threat to projects is that once staff have delivered what they need to, they move on to other priorities. However, projects often only really begin once they are considered complete because businesses are always evolving, people move on and the market never sits still. You should learn how to deal with this situation and control it for your benefit.
You are the one constant. Provide clarity and steadiness through your role so projects keep delivering positive business results, long after everyone else has lost focus. Bolster your skills and take ownership of the situation; the long-term rewards will resonate personally, as well as having a positive impact on your company.
Esther McMorris is the founder of Nine Feet Tall, a management consultancy specialising in sustainable business transformation, project and change management and values-based training. Find out more at ninefeettall.com
