• 
  
  
• 
  

If you're new here, welcome!You may want to subscribe to my RSS feed. You can also subscribe for email updates if you'd like. Thanks for visiting!

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.

I know that no one likes to be criticized. Personally, I’m pretty sensitive and criticism of any sort – constructive or otherwise – tends to upset me. However, in business you have to be able to take it. I’m not talking about insults or rude behavior. I’m talking about negative feedback – criticism that is meant to prevent problems, help you do your job better, or ensure things are done correctly.

As an Executive Assistant, my boss has to be able to tell me when I’ve done something wrong and correct me on it. How else would I ever improve? I know this and yet, I still have a difficult time handling it. It’s a necessary part of the job, but it still feels bad. If you’re like me, here are a few tips that might help you out:

1. Recognize Constructive Criticism

Negative feedback is not the same as an insult. Sure, it feels just as bad. But most of the time in the professional world, if someone is giving you criticism it’s not meant to be rude – it’s meant to help you improve. Try to remember that the person giving you the feedback is not an enemy. Even if the criticism is especially brutal, it shouldn’t be a personal thing. Of course, if you’re dealing with personal attacks, that’s a different story. If you’re in that situation, stop reading this article and go read How to Quit Your Job.

2. Put on Your “Big Girl” Pants

Ok, it’s fine to be sensitive. But we’re all adults here. People shouldn’t have to walk on egg shells to give you some feedback. If it makes you cry when someone tells you a project you worked on is not correct, you need to hike up your “Big Girl” pants and be strong. This is business. If you’re not 100% perfect 100% of the time, it’s just fine. But people have to be able to tell you what needs to change – otherwise, you’ll continue doing things wrong and you’ll be a menace to work with. It might be painful, but it’s for your own good. Like broccoli.

3. Make Use of It

When you get criticism, don’t just let it roll off your back. Take it to heart. Make changes and try to see why the criticism was given. More than likely, it was given as a way to help you. So, if suggestions are made, give them a try. Personally, I find that criticism is a lot easier to take when I realize that it’s useful. And the only way you’ll know that is by listening and being open to suggestions.

4. Let go of the Ego

This is my biggest problem. I have a hard time putting my pride aside. When someone offers criticism, even in a helpful way, my initial reaction is to get defensive. I have to work hard to remind myself that the criticism isn’t an attack on my character. And I have to bring myself back down to earth and say, “Self – you’re pretty great. But you’re not perfect. And the good news is: no one expects you to be.”
5. Consider the Source

I don’t want to paint with a broad brush and say that all construction criticism should be accepted. Sometimes, people are going to offer feedback that they think is helpful but, in reality, simply isn’t. A lot of times, you have to consider the source of the criticism. Is it your boss – whom you respect and want to please? Or is it a co-worker who is doesn’t really know what you do all day but thinks she’s got the answer to everything? I hope this doesn’t sound negative, but we all have those kinds of people in our offices: the people who think they know it all and have an opinion on everything. Sure, they might have some helpful constructive criticism once in a while, but don’t get too wrapped up in those kinds of things. Concentrate on the feedback that comes from people you respect, who know you, your job, your skills, and your work ethic and truly have your best interests in mind.

The idea of being a “team player” is such a cliché. It’s like one of those corporate buzz words that gets thrown around so much, people forget what it actually means. And yet, everyone considers themselves one. In interviews, it’s the first thing candidates will say – “I’m a real team player.” But strangely enough, a lot of people aren’t.
 
So what makes someone a team player? It isn’t just about doing your job well. It’s a mindset – an overall belief that what’s good for the team is equally (or more) important than your own individual goals. Consider the following 5 tips and ask yourself: Am I really a team player?

1. Offer Assistance to Co-Workers

Team players see their co-workers struggling and offer to help. You never hear a team player say those dreaded words, “That’s not my job.” If they can help get something done, they will.  Of course, this shouldn’t come at the expense of your own job duties. But a true team player is willing to make some occasional sacrifices to help keep teammates from getting overburdened. They understand that they are just one part of the whole. If you focus solely on just doing your job and ignore the needs of your teammates, the whole group will suffer. Team players know this.

2. Keep the Company Vision in Mind

Being a team player means that you understand (and believe in) the overall goals of the company. Your job is just a small part of achieving the company’s vision. If you don’t buy into what your company is selling, you’ll never be a team player. You have to have the desire to see the company succeed.  A team player understands that their success is dependent on the success of the company as a whole.

3. Be Willing to Compromise

If you’re trying to be a team player you have to be flexible. A team player never says, “It’s my way or the highway.” Compromise is a requirement. In a team environment, everyone has a voice. Share your thoughts and opinions freely but listen to others as well. Allow yourself to be persuaded by good ideas and don’t get too attached to your own.  If someone has convincing reasons why your ideas don’t work, you have to be able to hear them. And realize that you may have to make some sacrifices. If you’re outnumbered and everyone else wants to go in a different direction, you’ll have to suck it up and jump on board with them. Fight for what you believe in but know when to accept the decision of the group and go with it. If the decision is one you simply can’t get behind, you need to reconsider your position on the team.

4. Take One for the Team

Every once in a while, something comes along – a certain job or task – that no one wants to do. I’m sure you’ve experienced this. Every office has one – that thing that just annoys everyone. Whether it’s changing the toner in the copier, cleaning the break room or handling a difficult customer, it can bring down the whole group as people try to pawn it off on one another. A true team player will recognize when it’s their turn to take it for the team. They’ll put aside their personal preferences and do the task that no one else wants to do. Sure, it’s not a good idea to always do this – after all, everyone should take one for the team once in a while. But when it’s your turn, don’t complain about it. Just recognize that it’s part of being on the team.

5. Share the Glory

A team player understands that success is not the result of an individual effort. It’s a team achievement. When you score a big win, share the glory with your team. Everyone should celebrate one another’s accomplishments.  Share credit where credit is due and don’t be afraid of letting others know you had the help of your entire team.  You know it had to be said at some point: remember that there’s no “I” in “team”.  It’s always a group effort.

Let’s be honest: no matter how politically correct you want to be, there’s no denying that in the business world people are constantly judged on how they dress. It’s just a fact: A man wearing a suit is considered a better job candidate than the guy in shorts and a t-shirt. The woman wearing a nice suit and pearls is assumed to be a more profitable prospect than the girl wearing a sundress and sandals. Whether or not these assumptions are true is anybody’s guess. Sometimes, the book is even better than the cover claimed it would be; other times the cover is a dramatic deception – the promise of something that never was.

The trick is to know that you are being judged (at least in part) based on your wardrobe. Understand that I do not for one second think that a snap judgment based on someone’s clothes or shoes will give an accurate idea of who they are or what they are capable of. But there are professional standards in business that have trained people to trust the nicely dressed salesman (he’ll get you a great deal) and steer clear of the sweaty guy in a cheap suit (he’ll rob you blind). Is it always true? No. But it’s the natural, instinctive response for most people.

So, what can you do? Dress well, of course. That doesn’t mean you have to buy a $300 suit tomorrow in order to get that promotion you’re after. Just put your best foot forward in presenting yourself. And project the image you want others to see.

I have a good friend who is a high school teacher. She’s in her twenties so she’s always a little concerned that her students won’t take her seriously. Every day, she’s the most professionally dressed teacher in the school. She never wears jeans or t-shirts. Four out of five days a week she wears a dress, heels and her hair pinned back. If you asked her students, they probably believe she’s in her thirties and they certainly think she’s a stick in the mud. This is exactly what she wants her students to believe. And it is exactly the opposite of who she is. But they take her seriously.

Dress For The Job You Want, Not The Job You Have

Dressing well does not necessarily mean wearing a skirt and heels. It just means putting some care into your appearance – wearing nicely pressed, clean clothes; clothes that fit well and project an image of professionalism; avoiding clothes that are too casual, ill-fitting or project an unsavory image.  The appropriate standard of dress will vary in every office. But don’t let the lowest common denominator rule your dress decisions – if a few people wear jeans every day, don’t assume that that’s something you should do. Consider the image being projected and decide if that’s what you want. Also, look at the leaders in your company and let them be the role models. There’s a popular saying that goes, “Dress for the job you want, not the job you have.”

I think that dressing well shows you care. It tells others that you’re serious – you know the professional standard and you’re making it work for you. It also encourages people to respect you. I know from personal experience that when I walk into a high-end clothing store wearing my best business suit, I’m given better service than when I walk in wearing jeans and sneakers. When I walk into the office wearing a suit, I feel the same thing – a little more attention, a little more respect, and a little more possibility. 

Ultimately, we all want to be judged based on our skills and abilities. It feels wrong to succumb to the fact that how you dress can impact how people think about you. But if you ignore it or try to fight it, you’re just going to hurt yourself. Sure, the right outfit probably won’t get you a promotion. But the wrong one certainly might prevent it. If you don’t believe me, show up to work in ripped jeans and flip flops tomorrow and report back. I’d like to know how it goes…

When you’re just starting out in business it can be difficult to establish a reputation as a credible and valuable member of the team. As a young or new professional, people often don’t take you seriously. They look at your lack of experience and think you have little to offer. On top of that, a lot of professionals make some big mistakes when starting out, which can damage your reputation and after that, you’ll have a hard time building credibility. 

It can be especially hard if you’re new to a position of some authority. I was 23 (and quite inexperienced) when I became a manager of a financial institution and had to oversee a staff of 8 very intelligent, very opinionated individuals. I learned quickly that I had to work for respect; it didn’t just automatically come with the title. So, I thought I’d share what I learned for those of you just starting out (or starting over).

No matter what your title or position, as a young or new professional you offer enormous value to the company you work for. But you have to approach your new situation in the right way. If you want people to take you seriously and see you as a person of integrity, remember the following:

You Have a Lot to Learn

Even if you’ve just earned your college degree in business, you still don’t know much about the real world and your new job. There’s a lot you just can’t learn from books.  Experience can only be earned with time and energy. Of course, your education is an extremely valuable asset, but nothing takes the place of real life experience. You just have to jump in and get your hands dirty. Remember that your co-workers and superiors who have been in the field for a long time are incredible resources and they deserve your respect. No matter what position you’re in or how well you think you do your job, keep yourself grounded – you have a lot to learn. And time is the greatest teacher.

Be Open to Suggestions

Don’t get ahead of yourself. Be open and receptive to the advice of others. Find trustworthy and supportive mentors to help guide you. And don’t expect that you’ll ever know it all, because you never will. Establish your network, actively share your experiences and listen to others.

When I was hired to manage an experienced staff of bank tellers and new account reps, I thought that meant I was smarter than them. Sure, I had little experience but I had a college degree!  I didn’t want to listen to their thoughts or opinions because I assumed that I had been brought in because of my incredible, vast knowledge. How stupid of me! These people had been there for years. They had seen it all; they understood how things worked and should work.  They had valuable insight that I ignored. It took me about six months to realize that they were my most important resource. I started listening to them and asking for their advice and suddenly, we were all a lot happier. They began treating me with more respect and my decisions were accepted and seen as fair, since I was truly listening and learning from their collective experience.

Be True to Your Word

Never – and I mean NEVER – make a promise that you don’t intend to keep.  In business, your word is your bond. If you can’t be trusted to follow through on it, you will inevitably fail. Trust is the foundation of any good relationship – personal or professional. Don’t fall into the trap of thinking people won’t notice a broken promise. They may not say anything but people can harbor private resentment for a long, long time. And it will definitely impact your working relationship. You want to build a reputation for being honest, dependable and trustworthy. If you can’t follow through on something you said you would, approach the topic in a straight-forward and apologetic manner. Attempt to make it right immediately. Don’t try to hide from it or make excuses. These things happen; it’s how you deal with it that matters the most.

Work Hard

This should go without saying but it’s surprising how many young professionals forget that working hard is a critical key to success. If you want to skate on by, you probably can. But you won’t get anywhere; you’ll just be standing still. Hard work pays off – of this, I’m sure.

I realize now, looking back on my experience in bank management, that I didn’t take it as seriously as I should have. If I had put in the tiniest bit more, worked a little harder, I would have had far greater success. Instead, I was more concerned with my social life (like most young adults) and I performed at an average level. I wasn’t a bad employee, but I wasn’t a shining star. No one recognized me as being a stand-out manager. I could have done much better with only a small amount of added effort. I would say that nothing takes the place of hard work in business. You can have the smartest mentors, the best team, and the most innovative strategy on the planet, but you’ve got to put in the work. You don’t build a strong reputation by standing on the sidelines.

Be a Team Player

Remember that, like many things in life, trying to go it alone isn’t always the smartest plan.  The professional world is all about being a part of a team. Look out for your co-workers and they’ll look out for you. One of the biggest mistakes you can make is failing to recognize that your success is dependent on the success of your team. Support the people you work with by offering a helping hand when needed. Don’t try to make it all about you. While it may be tempting as a new professional to try to “prove your worth” by taking 100% credit for things, it doesn’t pay off in the long run. Allow others to share in the glory of your achievements.

To read more about the things I learned from my experience as a young manager, check out Time Machine: 10 Things I’d Tell My 23-Year-Old Self.

When I tell people that I am an Executive Assistant, they usually think that means I get bullied by an overbearing boss. While this isn’t entirely true, there are days that I feel like my job description should include something about dealing with grumpy executives. It just happens, I guess. People who are in the upper ranks of a business usually have to work pretty hard to get there. They have a lot on their plates. I get it. But hey - I’m busy too. I work hard too!
 
It’s not what I would consider “fun” to deal with a superior who is in a bad mood. However, there are a few things I’ve learned that can help minimize how their bad moods impact the rest of us. 

Remember, it isn’t about you

I tend to take most things personally, which is not good. In business, you have to remember that it’s not about you. If your boss is in storming around about something, 9 times out of 10 it’s something that is completely out of your control. They most likely are not mad about something you did or didn’t do. You might just be the closest person around when they get bad news. Or, you might be the person they trust most to complain to. Maybe they just need to vent and you can provide a friendly ear to listen.

Ok, sometimes it’s about you

I don’t want to brush over the fact that there will be times when boss grumpiness stems from something you can control – something you’ve done or haven’t done. These are the times to step up and face the situation. Apologize and do what you can to make it right. Repair the situation as best you can. The important thing is to remember that mistakes happen. Things can’t go smoothly all the time. And when problems arise and emotions run high, it doesn’t mean you’re a bad person and your boss hates you. It’s not personal – it’s business.

Manage your emotions

When a superior directs a bad mood your way, do your best to avoid getting angry, frustrated or upset. Take a deep breath and do whatever it takes to maintain control.  Because I’m sensitive, I’ve really had to learn how to prevent the immediate urge I have to curl up into a ball and cry my eyes out at the first sign of boss grumpiness. And hey, I’ll admit it: I’ve had to go hide in the bathroom on occasion. I’ve had my private breakdowns and tearful phone calls to Mr. Toolbox. But I’ve always walked back into the office with my head held high. I think, for me, it’s a long process of learning how to deal with my emotions at work.  One day at a time…

Don’t be a victim

Remember that you are not powerless. A grumpy boss does not have the right to take it out on you just because you’re the assistant. Keep your backbone firm and straight – don’t be afraid of standing up for yourself. And don’t let someone else’s mood impact yours. When I first started my job, I always felt that how my day went depended 100% on how my boss’s day went. Finally, I came to a point where I just had to say, “No. My day should not be ruled completely by someone else. I don’t have control over his emotions. But I do have control over mine.” 

All in all, I’d say the most important thing I’ve learned is to keep it professional. If you work with a superior who is a grump, it’s not your problem. Don’t let it create unnecessary issues for you. Negativity can be highly contagious – build a strong defense.

I’d love to hear some other thoughts on this. Do you work with a grump? How do you keep it from bringing you down??

Next Page →

• The E-book: Learn More
  
  Only $10.99 USD

• Enter your search terms

  Web www.eatoolbox.com Submit search form

• 
  RSS Subscribe
  
  What is this?

• Get Updates via E-mail

  Enter your email address:

  Delivered by FeedBurner

• The BEST of EA Toolbox

  
  Energize Your Workday
  
  How to Speak Your Mind (and Keep Your Job)
  
  How to be Proactive
  
  Goal Tracker Template
  
  15 Ways to Enjoy Work (a little) More
  
  The Art of Biting Your Tongue
  
  Caution: Your Emotions are Showing
  
  8 Tips for Better People Skills
  
  Getting Over GTD
  
  10 Ways to Build a Better Team

• Buy me a coffee!

  
  

• Categories

  • Business Etiquette
  • Communication
  • Computer Skills
  • Computer Skills
  • Everyday Tips
  • Goal Setting
  • Motivation
  • Organization
  • P.O.W.E.R. Tools
  • People Skills
  • Philosophical Mumbo Jumbo
  • Productivity
  • Success/Career Growth
  • Team Building
  • Templates
  • Uncategorized
  • Updates
  • Weekly Cheat Sheets
  • Writing Skills
  • You Asked for It!

• Archives

  • May 2008
  • April 2008
  • March 2008
  • February 2008
  • January 2008
  • December 2007
  • November 2007
  • October 2007
  • September 2007
  • August 2007

• Recent Posts

  • My BIG Announcement…
  • Professional vs. Social Online Networking
  • Change Management
  • The 2008 Annual Administrative Summit
  • Productivity Tip: Bring Solutions
  • 2728, 29, 30…
  • The STAR Method of Interviewing
  • Tips for Performing Well Under Pressure
  • Managing Up
  • Now Available for Download: Part 2 of Virtual Meeting Webinar
  • 6 Simple Ways to Reinvent Your Job
  • Reminder: Webinar Part 2
  • Happy Administrative Professionals Week! You Deserve a Treat…
  • What Are Your Professional Values?
  • Breakdown? Breakthrough!