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Hi everyone!
I've been looking in the forums trying to find an answer, but didn't find one. If I've overlooked something, please point me in the right direction.
I am a new manager in a big government department, and I have just been transferred to a new location abroad. I have 10 directs, of which seven are program managers, and three are secretaries/administrative assistants. Each assistant supports two or three program managers, and one specific assistant supports me and two project managers. Nine of my directs are locals, one is an expat. I am preparing to start O3s.
My question is: should I do O3s with the assistants?
I think I should, and I would like to hear your opinion. My question is somehow more because I think the assistants themselves will ask me whether it makes sense for them to have this kind of meetings with me. They will say that they do not manage any projects, they only provide support to the program managers, and all their work is routine. I also don't really know what I would tell them in my part of the O3s, as I work directly with only one of the assistants. The two others provide support to the rest of the team.
Has anybody had this kind of situation? How did you handle it?
Thank you, and happy new year!
And
O3 with Admins (and Stand-ups)
https://www.manager-tools.com/2006/05/effective-executiveefficient-assis...
https://www.manager-tools.com/2006/11/your-admin-and-your-email
https://www.manager-tools.com/2010/11/calendar-changes-and-your-admin
Hmmm. O3s are great for building relationships, and, significantly improve communication. I encourage you to start O3s with the admins. Here (above) are links to casts you may find helpful. Mark and Mike provide outstanding counsel.
When you search MT/CT site for "admin" and limit the search to podcasts...you will fine more resources providing effective guidance on working with admins. Kudos to you for introducing MT/CT in a government group!
Your Worst Fears Are
BLUF: tlhausmann is right on the money with his advice. I would recommend following.
Just to add something that may be helpful, your worst fears are normally in your own imagination (long term sufferer here). Your Admins are more than likely going to embrace the process after the first or second O3. They are unlikely to ever have had a boss that has taken in interest in them as a person. I've worked in Admin support in technical organisations for twenty years and I would walk over broken glass for a boss that did that.
"They will say that they do not manage any projects, they only provide support to the program managers, and all their work is routine"
Just let them know it's primarily about their relationship with you rather than their work processes, let the shocked look subside and enjoy working with your new team.
Hope this helps in some way
Tim
Thanks, an update and a question
Thanks for your answers and advice that I am definitely going to follow.
Tim, you were quite right saying that fears are often in our imagination. The three admins told me they thought I did not need to use half an hour with each of them, and proposed to have the meeting with the three of them at the same time. I explained that I did not consider that a waste of time at all, and that I thought it would be useful, to which they immediately agreed.
So I am going to start the O3s in two weeks and I am very excited about it.
As Tlhausmann pointed out, it may be a bit unusual to have O3s in a government department, so I am wondering... shall I share with my own boss that I am going to start doing this? I am asking this question because he may see on my calendar the recurrent appointments and wonder what it is that I am doing. Also, if I inform him, his assistants may take more care and try not to organise other meetings in those O3s slots.
On the other side I am a bit concerned that my boss thinks "he's been reading a book or the HBR"...
Thanks again!
And
O3 Pushback?
...pushback on whether to do O3s? There's a cast for that too...
https://www.manager-tools.com/2014/06/boss-one-one-pushback
In my experience, O3s actually *save* time by letting me bundle ideas and discussion topics. I jot down on an O3 form an item to discuss at a future O3 meeting or write it on a sticky-note and post it inside my O3 binder if the topic concerns more than one direct.
Chances are you'll fine.