Managing Up

Filed Under Business Etiquette, Success/Career Growth, Communication

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As an Executive Assistant, I face the challenges of managing up on a daily basis. It seems to me that most office professionals – from administrative assistants to office managers – have to do at least some level of managing up. If you don’t know exactly what it means, you probably still do it. It’s an almost essential part of any career. And mastering this delicate art can be tricky.

What Does Managing Up Mean?

Most high level executives have a lot on their plate. They need help staying on track, managing time, and prioritizing tasks. That’s where we come in. Office support professionals are there to help them do all of these things. It can be awkward though. After all, telling your boss what he should and shouldn’t be doing at any given moment is a daunting task.

Managing up means doing just this. It’s a continuous process of knowing and understanding the needs of your boss. To effectively manage up, you must always be aware of the most critical tasks, projects, meetings, and other items on your boss’s agenda at any given time. It’s a matter of filling in the gaps, keeping the most important items in front of him and clearing away the unnecessary junk in the middle.

It can feel strange at first. At times, it can feel like babysitting. I sometimes think of myself as a professional nag because I’m constantly hounding my boss to do things or pushing him out the door so he won’t be late for a meeting. I used to consider this the worst part of the job. Now, I think it’s the most fun!

Addressing the Challenges

Obviously, the process of managing up can be challenging. There’s a delicate balance that must be achieved so that you strike the right note. The goal is to create a position for yourself as your boss’s right hand – that indispensible cohort that makes all things possible. You want to command your boss’s attention and manage him without making him feel like he’s being…well…managed. Done in the wrong way, managing up can backfire, making your boss feel stifled and out of sync. At the same time, you don’t want to appear like a complete suck up to the rest of the office. Trying to manage up by schmoozing won’t make you very popular.
So, how do you manage up effectively?

Try the following:

Communicate

I value communication as one of the most essential skills for professional success. And it’s absolutely critical for managing up. Talk to your boss about how he’d like you to handle day to day activities. Don’t guess. Ask whose phone call he’d like to be interrupted for. Ask what pressing projects he has on his plate. Ask what meeting simply cannot be rescheduled no matter what. Until you’ve worked with your boss for a long time, you won’t be able to just figure it out without some guidance. Even though he may expect you to be a mind reader, you’re probably not. Asking questions and really listening is the only way to understand your boss’s needs.

Recognize Weaknesses

Every boss has a few weaknesses (whether or not they freely admit it). It’s your job to minimize the appearance of them. For example: my boss is a pack rat. It’s incredibly frustrating and it can cause major disorganization. I have to manage this and I do so in many different ways (forgive me, I can’t share all my secrets here…). My point is this: don’t be afraid of seeing your boss for what he really is – a human being. Recognize his weak spots and do your best to “fill in the gaps”.

Be Assertive but Remember Who You’re Talking To

As I said before, managing up can sometimes feel like babysitting. But don’t forget where you are. Managing your boss is not the same as managing a 2 year old (though it sometimes feels that way!). If your boss’s weakness is that he is perpetually late for meetings, you must manage that by keeping him on schedule. However, you can’t act or sound like his mother. Chances are that won’t go over well. Be confident and assertive but watch your approach. With some people, you can push it. With others, you just can’t. You have to know who you’re dealing with.

I often have to practically push my boss out the door so he won’t be late for meetings. I have a very well rehearsed approach: about 30 minutes before he has to be out the door, I stroll casually into his office and remind him that he has a meeting coming up. I might hand him the materials or briefly review the purpose of the meeting. This is just a casual early reminder for him to start wrapping up what he’s working on. At 10 minutes before he has to be out, I’ll poke my head in the office and give him a 10 minute warning of some sort. If it appears that he’s engrossed in something and that I’m going to have to bug him, I’ll do the same thing at 5 minutes. When it’s time for him to leave, I’ll go in his office and ask if whatever he’s working on can be handed over to me instead. I’ll stand by his desk until he stops working. I’ll pack up his briefcase and clear off his desk if I have to. If I don’t, he’ll continue being absorbed in his work and he’ll never leave. My little routine probably wouldn’t work for everyone but my boss knows that being late is his biggest downfall. He’s even said that, no matter how mad or annoyed he gets, he needs me to be demanding about getting him out the door on time.

It’s your job to determine the level of assertiveness that will get the job done without completely frustrating your boss.

Build the Relationship

Overall, I think the most important piece of managing up is building an incredibly strong professional relationship with your boss. Be dependable, honest and trustworthy. Your boss will learn to truly rely on you if you are consistent. Don’t hide mistakes – discuss them openly and honestly and resolve them together. Build a relationship of mutual respect. Honor commitments and recognize that your work reflects on your boss. Help him look good and you’ll look good. You’re a team. Be a reliable, dependable support player and together, you’ll win the game.