by myPABus | Aug 26, 2025 | Administrative Support, Business & Corporate, Business Training, PA and Secretarial Tasks, PA and Secretarial Training, Virtual Assistant
PA for an entrepreneur – What do they want and expect
Being a PA for an entrepreneur is very different to being a PA in the Corporate world. What do top business owners really want from their Personal Assistants?
When you’ve spent years working as a PA, secretary, or administrator, you start to notice that no two roles are ever the same. But once you step into the world of supporting high-level entrepreneurs, everything changes. The expectations go up, the pace quickens, and the pressure to perform quietly in the background becomes a daily reality. And yet, for the right person, it’s one of the most rewarding experiences you’ll ever have.
Let’s talk honestly about what business owners at the top really expect from their Personal Assistants.
Behind the Glamour: The Real Life of a PA to an Entrepreneur
If you think being a PA to a millionaire is all jet-setting and VIP events, you’re not wrong—but that’s only half the story. The reality is far more grounded. One minute you’re arranging a cross-continent investor call, and the next, you’re sorting out why the office fridge has broken down just before a lunch meeting.
You’re not just running errands or following instructions. You’re thinking ahead, connecting the dots, and anticipating needs before they even land on your to-do list. You see, in the entrepreneurial world, the lines between the big picture and the tiny details blur. Everything matters.
A successful entrepreneur expects their PA to treat the business like it’s their own. When a client comes in and the welcome feels seamless, or when a tight deadline is met without drama, that’s a reflection of your quiet, diligent work behind the scenes. It’s not just about doing a job; it’s about creating an impression that mirrors the values and standards of the person you support.
Business and Personal Lives: There’s No Off Switch
Working with entrepreneurs means understanding that their business is their life. There’s rarely a clear boundary between work and personal time, and a top-tier PA understands how to support both.
You might find yourself organising a family holiday that includes three investor meetings, or booking a dinner that doubles as a celebration and a business pitch. One doesn’t end where the other begins. That’s just the nature of the job.
Imagine this: a last-minute business call comes through on a Sunday evening, just as your boss is about to head out to a family event. Without missing a beat, you rearrange the timing, send the agenda to their tablet, and make sure someone else has the car keys ready so they can jump on the follow-up call straight after. That’s not just admin. That’s strategy, empathy, and initiative rolled into one.
Trust: The Backbone of Every Successful Relationship
If there’s one thing every successful business owner values above all else, it’s trust. And when they find someone who can be completely trusted, they hold on tight.
A PA in this space will be privy to sensitive information, both professional and personal. You’ll know things that could impact reputations, finances, and relationships. Your boss expects you to keep everything confidential, without reminders
But trust doesn’t stop at discretion. It also means your boss trusts you to do what you say you’ll do. That when they ask for something, it will be handled on time, professionally, and without the need for chasing.
Over time, you become more than a PA. You become the person they rely on, their sounding board, and sometimes the only person in the room who’s willing to tell the truth when no one else will. That kind of trust is earned and priceless.
What Skills Really Matter for a PA for an entrepreneur
Of course, technical skills are a must. You need to know how to manage calendars, organise travel, and handle email with military precision. But what is the real value you bring? That comes from your mindset.
You need to think like a business owner. If your boss mentions a new market, you’re already researching competitors and pulling together a plan. If a diary conflict pops up, you’re not just flagging it; you’re proposing three solutions.
Emotional intelligence is just as vital. You’re the one fielding calls from high-profile partners, worried investors, and the headteacher calling about a missed parents’ evening. Being able to switch tone and adapt your approach is what sets you apart.
And above all, being a PA for an entrepreneur requires resilience. Entrepreneurs live in a world of constant change, plans shift, opportunities appear out of nowhere, and some days feel like you’re juggling flaming swords. Your job is to keep the show running without letting anything hit the ground.
It’s a Career Accelerator
Supporting a top business owner can fast-track your career in ways no other job can. You’re in the room where decisions are made. You see how businesses grow. You learn to think strategically, communicate with impact, and build a network that others would envy.
Many PAs go on to start their own businesses or step into leadership roles because they’ve had a front-row seat to how success is built from the ground up. The expectations are high, yes. But so are the rewards.
The Role Is a Partnership
Ultimately, a high-level PA isn’t just an assistant. You’re a partner. You’re someone your boss depends on to make life smoother, smarter, and more productive.
- You’re not just booking meetings. You’re protecting their time.
- You’re not just proofreading documents. You’re safeguarding their reputation.
- You’re not just making plans. You’re making life easier.
And when they succeed, you know you’ve played a part in that. That’s the real reward.
If you’re serious about stepping into this level of work, then proper training is essential. Supporting a high-net-worth entrepreneur is a specialised role, and our courses at myPA Business are designed to help you build the skills, confidence, and mindset needed to thrive truly.
So whether you’re already in the role or aspiring to reach this level, know this: the expectations may be high, but the opportunity is even greater. And with the proper support, you’ll be ready for every challenge that comes your way.
You may also be interested in the following articles
by myPABus | Aug 19, 2025 | Administrative Support, Business & Corporate, Business Training, Coaching, CPD - Continued Professional Development, Office Skills, PA and Secretarial Tasks, PA and Secretarial Training
Confidence at Work: Rebuilding After a Tough Day
Even the most experienced PA or secretary can have a bad day. You sent the wrong email. The meeting link doesn’t work. Your boss’s presentation pointer dies even though you checked it before they left the office, and packed spare batteries, and somehow, it’s still your fault. Then that quiet voice that lives at the back of your head rears its ugly head, and starts to speak, “You’re rubbish at this job”, “That was such a stupid mistake to make”. Silently, you chastise yourself. These moments don’t define you. But they can rattle your confidence, and over time, those knocks can leave you doubting yourself.
The truth is that administrative professionals, like you, are the backbone of the workplace. You juggle logistics, conflicting personalities, last-minute changes, and a sea of expectations. When it all goes smoothly, nobody notices. But when something goes wrong, the spotlight lands firmly on you.
Let me say this clearly: confidence at work isn’t about being perfect. It’s about recognising your value, learning from the rough days, and remembering that one mistake doesn’t undo a career’s worth of good work.
Let me tell you a story. It’s a true story of a young lady who attended one of my training courses. Her boss had decided she was useless at her job and needed training to become a better PA. She broke my heart because, despite being fantastic at her job with checks and counterchecks in place, she doubted her skills. (Names have been changed for confidentiality.
When a Bad Boss Knocks Your Confidence at Work
Laura had worked as a senior PA for over ten years when she joined our PA and Secretary training course. Her boss, a senior executive with a temper, relied on her to manage high-level board meetings, prepare presentations, and handle the tech, despite having minimal IT skills himself. He would panic when he couldn’t find his mouse on the screen.
For one major presentation, she had prepared everything in the minutest details. She even checked the clicker in advance and popped in a fresh set of batteries for good measure. She packed a second set of batteries and put them in his Information pack along with his itinerary. The itinerary included details such as the pickup time from his house to the train station, the platform he needed to catch a train to London. He had step-by-step instructions on what he needed to do when he arrived in London. She even had the name of the driver who would collect him at Euston Train Station when he arrived. She had prepared everything.
Then it went wrong
Midway through the presentation, the clicker failed. He was furious. When he got back to the office and in front of everyone, he snapped, “Can you try doing your job properly for once?” Laura was devastated. She had done everything right. She was humiliated, then yelled at again in private. That night, she went home feeling like a failure. This left her feeling devastated and convinced that she couldn’t do her job correctly.
As with everything, there is often a knock-on effect of incidents like this. She had lost her confidence at work and started to make more mistakes. In the end, her boss insisted that she attend a training course to pick up the skills she needed to be a ‘decent PA’. This is where I met Laura. Laura came onto my course not because she lacked skills but because that one moment, that one man, had made her doubt herself. She didn’t need fixing; she needed reminding that she was brilliant.
Weeks later, I was told that she had found the courage to report the incident. HR investigated, and her boss received a written warning. He later left the department.
How Do You Rebuild Confidence at Work?
If you’ve had your own “Laura moment,” please know you are not alone. Confidence isn’t a constant. It rises and falls, especially when your work is so visible and often, so undervalued. Here are ten gentle but powerful ways to rebuild your confidence, based on real experiences and practical strategies.
1. Keep a Success Journal
Each day, write down a minimum of three things you did well that day. They don’t have to be monumental achievements. Maybe you juggled a busy diary successfully. Maybe you calmed a colleague under pressure. Perhaps you just kept it all together.
When doubt creeps in, and it will, your journal becomes a quiet but powerful reminder of how capable you really are. Never underestimate the power of a gentle reminder of how brilliant you are.
2. Own It… Then Let It Go
Mistakes happen. Own them. Apologise if needed. Then move on. There is no rule that says one slip-up wipes out ten years of good work. You are allowed to make mistakes; everyone does. You and your career are not a mistake.
3. Flip That Inner Critic
You wouldn’t tell a colleague or your best friend, “You’re rubbish” because a Zoom link failed, so why say it to yourself? You are just as crucial as your colleague or best friend. Instead, say, “I’m learning. I’m resilient. I handled that as best I could.”
Confidence is built one kind word at a time, especially when it’s from you to you. Whether you say it silently to yourself, out loud or have it written on a post-it note attached to your computer screen. Be kind to yourself and set expectations for yourself.
4. Don’t Swallow Toxic Feedback
Constructive feedback is valuable. Toxic comments are not. If your boss humiliates you, that’s not criticism, it’s bullying. Like Laura, you have options. Talk to HR. Speak to someone you trust. You deserve respect at work. Set your boundaries and don’t let anyone step over them. You are a valuable member of the workforce, and your job is just as important as your boss’s. Remember, without you, they couldn’t do half the work they do.
5. Surround Yourself with Support
Confidence thrives in a community. Join professional networks. Seek out positive colleagues. Join our myPA Business membership, where support, stories, and solidarity flow freely.
You are not alone. You never were.
6. Learn Something New
Sometimes, a drop in confidence is your brain’s way of nudging you to grow. Take a short course. Explore new software. Refresh your knowledge. Try our Confidence & Awareness course; it was built for people just like you. A small win can reignite your belief in what you bring to the table. You are more powerful than you realise.
7. Practice Saying No
It’s tempting to take on everything. But confidence grows when you set clear boundaries. Know what your boundaries are and be clear about them. You don’t want your boss to call you when you are on holiday or on a Sunday. If you are asked to do a task that will take hours to complete and you’re already stacked, try saying, “I’m fully booked this morning. Can we review this this afternoon?”
Be Polite, professional, empowering and use your big girl voice. Practice saying NO, practice saying I will but…
8. Focus on What You Can Control
You can’t stop the internet from crashing or your boss being in a mood. But you can manage how you respond. Your boss doesn’t live in your head; they don’t pay rent, so don’t let them in. Their bad mood, their mistakes are not yours.
Breathe. Stay calm. You’ve handled worse.
9. Ask for Real Feedback
Don’t wait for your annual appraisal. Ask someone you trust: “What do you think I did well in that meeting? Is there anything I could improve?” The right feedback builds confidence and is a fantastic learning tool. Feedback is not to be feared. It’s the starting point of you becoming better than you are right now.
10. Be Kind to Yourself
If your best friend came to you in tears over a mistake, you wouldn’t tear them down. You’d listen and remind them of their worth, of how good they are. You deserve the same compassion from yourself. Speak kindly. Treat yourself gently. Celebrate your wins, even if it is getting through a tough day. You deserve it.
Final Thoughts: Confidence at Work isn’t a trait, it’s a Practice
The world of administration isn’t easy. You’re often expected to be invisible until something goes wrong. But here’s the truth: your role matters. You matter. Confidence at work isn’t something you’re either born with or without. It’s something you build, one moment at a time.
If you’ve had a knock, take the next step. Explore our Confidence & Awareness Course. It’s here for you, just like we are.
More importantly, remember that you are not broken, you are not failing, and you are brilliant. You are just getting started.
You may be interested in these posts as well
by myPABus | Aug 4, 2025 | Administrative Support, Business & Corporate, Business Training, PA and Secretarial Tasks
Why Focusing Beats Multitasking Every Time: Productivity Tips for Busy Admin Professionals
Do you ever feel like you’re spinning too many plates? Your inbox is overflowing, your boss keeps changing priorities, you’re halfway through writing minutes when a calendar clash explodes… and oh, your Teams chat is on fire.
Welcome to the world of the modern-day PA.
It’s no wonder so many admin professionals feel overwhelmed. The secret? Stop juggling. Start focusing.
It’s simple. But it’s not always easy.
At myPAbusiness.com, we believe productivity doesn’t come from doing more, but from doing the right things at the right time, without losing your marbles. Let’s explore why single-tasking is more potent than multitasking and how you can actually make it work, even on your busiest days.
Why Multitasking is a Trap
You’ve probably been praised for multitasking at some point in your career. Maybe you pride yourself on it. After all, who else can rearrange a meeting, write an email, order a working lunch, and prepare a PowerPoint all in the same 20 minutes?
But here’s the catch: our brains aren’t wired for multitasking. What we’re doing is task-switching, jumping from one activity to another. And every time we switch, we lose time and focus. Research consistently shows that task-switching can reduce productivity by up to 40%. It increases errors, heightens stress, and leaves you mentally drained.
So, if you feel like you’ve been busy all day but achieved very little, the problem might not be your workload—it might be your working style. Multitasking gives the illusion of progress but often results in a scattering of half-finished jobs, forgotten details, and avoidable mistakes. It’s exhausting, and in truth, it’s unsustainable.
The Power of Single-Tasking
Imagine this instead: sitting down, choosing one task, and staying with it until it’s done. Sounds luxurious, doesn’t it? That’s the power of single-tasking. It’s not about working slower; it’s about working smarter.
Focusing on one task at a time allows you to dive deeper, think more clearly, and produce higher-quality work. You’re less likely to miss details, more likely to complete things efficiently, and surprisingly, you may even finish earlier for admin professionals, where accuracy and professionalism matter. This can make a significant difference to your confidence and your reputation.
And let’s not forget the psychological win, ticking something off your to-do list is incredibly satisfying. A day structured around focused tasks rather than chaotic multitasking feels calmer, more in control, and ultimately more productive.
How to Stay Focused in a Busy Environment
Of course, all this is easier said than done. Interruptions, urgent emails, and impromptu meetings, your day as a PA or admin professional rarely goes to plan. But with a few innovative techniques, you can build better habits that support focused working.
Start by being specific. A vague task like “Catch up on admin” invites distraction. Instead, try listing functions that start with a clear action word: Send, Update, Prepare, Finalise. For example, “Prepare agenda for Friday’s team meeting” is much easier to focus on than “Meeting stuff.” Specificity helps your brain to lock in and see a clear endpoint.
Once you have your task list, take a moment to prioritise. A straightforward method is to apply the 3Ds: Do it now, Defer it, or Delegate it. Ask yourself: which tasks can I do in under five minutes? Which ones need dedicated time? And which ones could be passed to someone else? This quick triage gives structure to your day and ensures your energy goes into the right tasks at the right time.
Another powerful strategy is time-blocking.
Your calendar shouldn’t just be a list of meetings; it can be a tool for productivity. Try scheduling short bursts of focused time for specific tasks. For example, block 30 minutes in the morning to clear emails, then 45 minutes to write up meeting notes. Protect these blocks as if they were client meetings, and you’ll notice fewer interruptions and more clarity.
And yes, it’s time to talk about notifications. We all know the pain of trying to concentrate while email alerts pop up, Teams pings in the corner, and your phone vibrates with social updates. Turn them off. Or at least mute them during your most focused work. Better yet, put your phone out of reach. The fewer distractions you have, the easier it is to build flow.
If you find it challenging to stay focused for long periods, the Pomodoro Technique might help. This simple method involves working for 25 minutes, taking a 5-minute break, and repeating. After four cycles, take a more extended break. It’s ideal for breaking big tasks into manageable pieces and prevents burnout by encouraging regular pauses. There are plenty of free apps that can guide you. Focus Keeper and TomatoTimer are popular options.
While working more intentionally, you might also find that random thoughts or distractions pop into your head, “I must call IT,” or “I’ve got to update that spreadsheet.” Instead of dropping everything to act on it, write it down. Keep a notepad beside you or use a digital notes app to create a “Distraction Parking Lot.” This way, you capture the thought without losing focus on your current task.
And finally, end your day with intention. Take ten minutes to review what you’ve achieved, tidy your desk, and write tomorrow’s to-do list. This small daily habit creates closure, reduces the mental clutter we carry home, and gives you a head start the next morning.
Final Thought: You Deserve to Work Calmly and Confidently
You are a professional. You thrive on details, support others with poise, and keep things running smoothly even when chaos reigns. So why not give yourself the same level of support?
Choosing to single-task isn’t about being slow or inflexible. It’s about owning your time and energy and about taking back control from a workday that pulls you in a hundred directions. It’s about protecting the quality of your work and your well-being.
And the best part? It’s something you can start today. Pick one task. Focus. Finish. Then move on.
Because at myPAbusiness.com, we believe that when admin professionals feel focused and empowered, the whole business benefits. If you’re ready to take your skills and your confidence to the next level, explore our training courses designed specifically for PAs, secretaries, and administrative professionals. Visit www.mypabusiness.com to find out more
by myPABus | Mar 31, 2025 | Business Training
Time Management skills for everyday use
Effective time management is essential for Personal Assistants, Virtual Assistants, and business professionals alike. Without a structured approach to managing tasks, it’s easy to feel overwhelmed and underproductive. But with a few key strategies, you can take control of your time and improve your efficiency.
Time management isn’t just about ticking items off a to-do list; it’s about creating a harmonious flow of productivity where tasks are completed with purpose and precision. It’s about learning to master your day rather than letting your day master you. When you develop strong time management skills, you feel more in control, less stressed, and ultimately, more accomplished.
1. Prioritise Your Tasks
Not all tasks are created equal. Start your day by identifying what absolutely needs to be done and what can wait. Many professionals use the Eisenhower Matrix to categorise tasks by urgency and importance. If a task is both urgent and important, tackle it first.
The Eisenhower Matrix splits tasks into four categories:
- Urgent and Important: Do these tasks immediately.
- Important but Not Urgent: Schedule these for later.
- Urgent but Not Important: Delegate these tasks if possible.
- Neither Urgent nor Important: Consider dropping these altogether.
Learning to distinguish between these categories is a skill in itself, but it’s a game-changer once mastered. Regularly reassess your priorities throughout the day, especially if new tasks emerge. It’s about being adaptable and pragmatic.
2. Use the Two-Minute Time Management Rule
This simple yet powerful rule states that if a task takes less than two minutes to complete, do it immediately. Clearing small tasks off your to-do list helps to reduce clutter and maintain focus on more significant responsibilities.
While the two-minute rule may sound overly simplistic, its beauty lies in its efficiency. By tackling quick tasks immediately, you prevent them from building up and overwhelming your schedule. It also provides a quick confidence boost, as each completed task contributes to a sense of productivity and progress.
3. Embrace Task Batching
Grouping similar tasks together can save you time and mental energy. Whether it’s responding to emails, making phone calls, or managing invoices, tackling them in one block of time prevents distraction and increases efficiency.
Task batching works particularly well for Virtual Assistants and Personal Assistants who often have a wide variety of responsibilities. Switching from one type of task to another can be mentally draining, but by batching, you allow your brain to remain focused and efficient. For instance, setting aside a specific hour for all communication-related tasks can make your workflow smoother and more streamlined.
4. Apply the Pomodoro Technique
The Pomodoro Technique involves working for 25 minutes followed by a five-minute break. After four cycles, take a longer break of around 20–30 minutes. This approach boosts focus, prevents burnout, and makes daunting tasks feel more manageable.
The technique is effective because it provides a structured balance between intense focus and regular breaks. For PAs and VAs juggling multiple projects, it offers a way to maintain momentum without feeling overwhelmed. It also helps break down large tasks into smaller, more manageable parts.
5. Learn to Say No
Setting boundaries is crucial for effective time management. It’s easy to over commit, but too many tasks can dilute your productivity. Politely declining non-essential tasks allows you to focus on what truly matters.
Learning to say no is not about shirking responsibility; it’s about understanding your limitations and prioritising quality over quantity. It’s a skill that requires confidence and clarity. When you say no to unnecessary commitments, you’re saying yes to what truly matters.
6. Plan Ahead to protect your own Time Management
At the start of each week, set clear goals and break them down into daily tasks. This roadmap approach ensures that your priorities are always in sight and reduces the risk of getting off track.
Planning ahead is more than just creating a list of tasks; it’s about setting realistic, achievable goals. Incorporating tools like planners, digital apps, or even simple checklists can enhance your productivity and keep you focused. Scheduling downtime is just as important as scheduling tasks.
7. Take Breaks and Recharge
Rest is just as important as productivity. Incorporating short breaks throughout your day helps keep your mind fresh and your energy levels high.
Regular breaks are essential for creativity and productivity. Whether it’s a short walk, a coffee break, or simply stepping away from your screen, taking a pause allows your mind to refresh and refocus. Productivity isn’t about working non-stop; it’s about working smart.
Final Thoughts
Implementing these time management techniques can make a significant difference in how effectively you manage your workload. Whether you’re a Personal Assistant, Virtual Assistant, or a busy professional, improving your time management skills will lead to greater productivity, less stress, and more time for the things that matter most.
Want to master these skills and elevate your productivity? Visit www.mypabusiness.com to learn more about our training courses designed to help you succeed.
The key to effective time management is consistency. By integrating these strategies into your daily routine, you’ll find that your productivity improves, your stress levels decrease, and your overall satisfaction with your work grows. Time management is not about being busy; it’s about being productive. The difference lies in how you plan, prioritise, and execute your tasks.
by myPABus | Nov 21, 2024 | Administrative Support, Business Training, CPD - Continued Professional Development, Office Skills, Women Working
In the bustling world of Personal Assistants (PAs), secretaries and administrators, success often hinges on more than just technical know-how. The subtle, people-focused skills set exceptional professionals apart from those who turn up. There are many skills, but the chief one is “active Listening”. A skill that is often misunderstood, undervalued and certainly underestimated. As a professional businesswoman or man, it is invaluable for you to build trust, improve your communication, and boost your efficiency. This is where Active Listening comes into its own.
Whether managing schedules, taking the minutes of a meeting, or handling sensitive communications, mastering active listening can transform how you work and how others perceive you. In this post, we’ll explore what active listening is, why it matters, and how to practice it effectively. After all, you are the go-to person in your organisation—the person who knows what is happening and how to make your boss, department, and company fly.
What is Active Listening?
Active listening is more than just hearing the words someone says. It’s about being fully present, understanding the message, and responding thoughtfully. It involves paying attention to what’s being said and how it’s being said, recognising tone, body language, and emotions. Suppose you think about this if a friend comes to you for advice. They have something very important to discuss with you. Typically, you pay attention to what they are saying. You listen to every word, every facial expression and body movement. They could be breaking up with their partner or making a life decision, but you are there for them. In the blink of an eye, you look at your watch, and three hours have passed. That is active listening. Paying total attention to what is being discussed.
Why is Active Listening Important for PAs and Secretaries?
In a working environment, active listening is just as critical. This is where your work colleagues see your professionalism and efficiency and how exceptional you are. Active listening will:
Strengthening Relationships: Active listening builds trust. People in your life want to be heard. Your boss, colleagues or associates want to feel important in the workplace. They want to feel heard and understood. They’re more likely to rely on you and value your input if you can demonstrate you listen to them, understand their concerns, and provide solutions. This trust fosters stronger professional relationships and enhances your credibility.
Minimising Errors: Miscommunication can lead to costly mistakes. By actively listening, you ensure you capture all details accurately, whether it’s a meeting agenda, an important deadline, or a complex project brief. This also lends itself to Reflective Listening, a skill just as important as active listening.
Enhancing Productivity – Effective listening helps you prioritise tasks and address critical issues without constant clarification. This leads to smoother workflows and saves valuable time for everyone.
Improving Conflict Resolution – In moments of disagreement or tension, active listening helps de-escalate emotions and find common ground. Understanding all perspectives makes it easier to propose solutions that satisfy everyone.
How to Practice Active Listening
Becoming an active listener takes intentional effort and practice. Here’s how you can develop this skill:
- Be Present – Put distractions aside. Close unnecessary tabs, silence your phone and focus solely on the person speaking. Eye contact and open body language signal that you’re fully engaged.
- Listen Without Interrupting – Let the speaker finish before responding. Interrupting can make them feel undervalued and may lead to missing critical information.
- Taking Notes – Note-taking is a cornerstone of PA, secretary, and administrator roles. Jot down key points, deadlines, and follow-up actions as you listen. This reinforces your understanding and ensures nothing slips through the cracks.
- Ask Clarifying Questions – If something isn’t clear, ask. For example, “Can you elaborate on the timeline for this project?” or “Did I understand correctly that the deadline is Friday?”
- Paraphrase and Summarize—Reflect on what you’ve heard to confirm your understanding. For instance, “So, you’re saying we need to prioritise the client’s report over the team meeting prep, correct?”
- Pay Attention to Non-Verbal Cues – Notice tone, pace, and body language. These often reveal as much, if not more, than words themselves.
- Practice Empathy – Active listening isn’t just about understanding information; it’s about connecting with people. Acknowledge their emotions with phrases like, “I can see why that’s challenging,” to show you’re attuned to their perspective.
Common Barriers to Active Listening (And How to Overcome Them)
Even with the best intentions, barriers to active listening can arise. Here’s how to tackle them:
- Distractions: Distractions are everywhere, from ringing phones to incoming emails. Prioritise the conversation by setting boundaries, such as a “do not disturb” policy during essential discussions.
- Prejudgments: Having a discussion with preconceived outcomes or conclusions can cloud your listening ability. Approach every discussion with an open mind, ready to learn.
- Information Overload: PAs and secretaries handle a lot of information. If you’re overwhelmed, focus on the important points and clarify details later.
- Multitasking – Tackling multiple tasks simultaneously is tempting, but authentic active listening requires your full attention. Dedicate time to conversations, and you’ll see the benefits in accuracy and rapport.
How Active Listening Elevates Your Career
For PAs, secretaries, and administrators, active listening isn’t just a soft skill—it’s a career catalyst. By becoming a reliable communicator, you show leadership and problem-solving abilities, making you indispensable in your role.
Colleagues and executives will notice your ability to understand their needs, anticipate challenges, and deliver results. Over time, this reputation can lead to promotions, increased responsibilities, and recognition as a vital team member.
Quick Tips for Everyday Practice
- Before a meeting, take a few moments to clear your mind and focus
- During conversations, resist the urge to jump to solutions immediately, listen first
- After interactions, review your notes and follow up to reinforce your understanding.
In Conclusion
Active listening is more than just a skill; it’s a mindset. For PAs, secretaries, and administrators, mastering this art can unlock additional levels of efficiency, trust, and career growth. By practising active listening daily, you’ll excel in your role and inspire those around you to communicate and collaborate better.
Bookmark this guide, and let it be your go-to resource for building more robust, meaningful connections in the workplace. Remember, the best communicators are often the best listeners. Will you take the first step today?
Other Articles you may wish to read
by myPABus | Jul 22, 2023 | Business Training, Women Working
How to prepare for an appraisal with a bullying boss
Dealing with a bullying boss can be challenging, especially when preparing for an appraisal. However, it’s essential to approach the situation calmly and professionally. What is an appraisal and why is it so important?
The Context for Appraisals:
Workplace appraisals, or performance reviews or evaluations, are a structured and formal process by employers to assess and review employee performance, progress, and contributions within an organisation. There are several vital reasons workplaces conduct appraisals:
- Performance Assessment: Appraisals systematically and comprehensively evaluate an employee’s performance and achievements over a specific period. It helps supervisors and managers gauge how well employees fulfil their job responsibilities and meet expectations.
- Feedback and Communication: Appraisals offer a platform for constructive feedback and open communication between employees and their supervisors. It allows both parties to discuss strengths, areas for improvement, and career development opportunities.
- Goal Setting and Alignment: During appraisals, employees and managers can collaboratively set new performance goals or adjust existing ones. This process aligns individual objectives with the organisation’s broader goals, promoting better focus and motivation.
- Employee Development: By identifying strengths and weaknesses, appraisals help pinpoint areas where employees may need further training or support. This promotes professional development and enhances job satisfaction.
- Recognition and Reward: Positive performance appraisals can lead to acknowledgement and recognition of an employee’s hard work and accomplishments. It may also pave the way for rewards, bonuses, or promotions, boosting employee morale and motivation.
- Performance Improvement: For employees who are not meeting expectations, appraisals can highlight areas for improvement and provide an opportunity for corrective action or additional training.
- Identifying High Performers: Appraisals help identify high-performing employees who consistently go above and beyond their roles. These employees may be considered for leadership positions or other opportunities within the organisation.
- Documentation and Record-Keeping: Appraisals create a formal record of an employee’s performance, which can be helpful for future reference, such as when considering promotions or making employment decisions.
- Legal and Compliance Reasons: In some industries or jurisdictions, performance appraisals may be required for legal or compliance purposes to ensure fair and consistent evaluations.
Workplace appraisals are valuable for promoting employee growth, aligning individual and organisational goals, and fostering a positive work culture. When conducted effectively, they contribute to improved performance, increased employee engagement, and more robust team dynamics within the organisation. An appraisal is a two-way conversation where you, as the employee, also discuss your future development, dreams and career aspirations. You should take an active part in your appraisal and decide beforehand what you would like to achieve from the process.
Dealing with an appraisal from a bullying boss
To prepare for your upcoming appraisal, dealing with a bullying boss can be an emotionally challenging experience. However, there are some steps you can follow to ensure you are prepared for the appraisal and are armed with all the information you need to protect yourself and your professional reputation.
Documenting incidents of such behaviour is a crucial step to protect yourself and ensure your concerns are taken seriously. Here’s why documenting incidents is essential and how it can significantly benefit you during the appraisal process:
- Validating Your Experience: Keeping a record of bullying or inappropriate behaviour validates your feelings and experiences. When you put these incidents down in writing, you acknowledge their impact on your well-being and work environment.
- Establishing Credibility: Your boss’s behaviour might be questioned or challenged during the appraisal. Having a well-documented account adds credibility to your claims. It shows that you are serious about your concerns and have taken the time to gather evidence.
- Maintaining Accuracy: Memories can fade or become distorted. By documenting each incident promptly, you ensure accuracy in the details, making your case more reliable and compelling. Be honest when recording the incident. You must avoid a biased account of events. Be 100% truthful by recording your actions as well as your bosses.
- Demonstrating Patterns: When you have a record of multiple incidents, it becomes easier to identify patterns of behaviour. This pattern can reinforce the seriousness of the issue and show that it is not an isolated occurrence.
- Preparing for discussion: Your documentation will be valuable during the appraisal discussion. It allows you to recall specific incidents and express your concerns coherently and confidently.
- Aiding in resolution: The appraisal process might be an opportunity to address the issue and seek a resolution. Providing a coherent account of the incidents and their impact will help your employer understand the gravity of the situation and take action.
- Protecting Your Rights: sometimes, documentation can be evidence in formal proceedings if you need to involve HR, a mediator, or even pursue legal action to protect your rights.
When documenting incidents, include the following details:
- Dates and Times: Record the date and time of each incident to create a chronological order of events.
- Incident Descriptions: Be as detailed as possible when describing each incident. Include specific actions, words, or behaviour displayed by your boss.
- Witnesses: Note the names and contact information of any witnesses present during the incidents. Their testimonies can strengthen your case.
- Emotional Impact: Describe how each incident affected you emotionally, mentally, or physically. Explain how it affected your productivity, motivation, and overall well-being.
- Supporting Evidence: If you have any relevant emails, messages, or documents related to the incidents, make copies and reference them in your documentation.
Documenting incidents is a proactive step toward resolving workplace issues and fostering a healthier work environment. Use your documentation during the appraisal as a tool to express your concerns, seek understanding, and advocate for positive change. Your well-documented account will show your professionalism and determination to address the issue constructively.
Supporting Third Parties:
If you need to involve HR, a mediator, or seek legal help, having a well-documented account of incidents gives them the information to investigate and address the situation more effectively.
If the bullying or inappropriate behaviour affects your work performance or well-being, your documented incidents can provide context during performance appraisals or evaluations. It helps your employer understand how the behaviour has affected your professional life.
Remember to keep your documentation secure and confidential. If possible, share it only with trustworthy individuals who can provide support or guidance as you navigate the process of addressing the problem. Documenting incidents empowers you to take control of your situation and seek a resolution that ensures a healthier and more respectful work environment.
In Conclusion, when you Prepare for an appraisal
Dealing with a bullying boss during an appraisal can be challenging, but remaining calm and professional is essential. Documenting any events or incidents of bullying behaviour is crucial to protect yourself and ensure legitimacy during the appraisal process. Details you should include in your documentation contain dates, times, incident descriptions, witnesses, emotional impact, and supporting evidence. Some benefits of documenting incidents are validating your experience, establishing credibility, maintaining accuracy, demonstrating patterns, and preparing for discussion.
Employers may consider taking appropriate action by providing a coherent account of incidents and their impact. Documentation can also serve as evidence for legal action if necessary. Appraisals provide a platform for performance assessment, feedback and communication, setting and aligning your professional career and personal development goals. An appraisal is also there to reward your performance and any improvement throughout the year. The process is designed to identify dedication and commitment to the job and company. If your bullying harms you mentally, emotionally, and professionally, it may be time to look for a new position.
You may also be interested in the following article:
