Are You
an Irreplaceable Administrative Professional?
By Karen Porter
Publisher/Editor, The Effective Admin
Some administrative professionals
get offended when a coworker implies that anyone can do their job...that all
admins are replaceable.
But do you know where the "truth" is in that thought?
It's in the individual admin's training and professional development.
Each administrative professional, even if in the same role, IS different in
that respect. Unfortunately, some administrative
professionals flaunt the fact that they don't need training and development
because they "learn on the job"---like that's an honor badge they're
earning.
But the truth is that "learning on the job" is equivalent to that slang
phrase we call "winging it."
And winging it implies you're doing something without training or
preparation.
So why is being an administrative professional different
to some?
The truth is it's not. And that's what sets the REPLACEABLE administrative
professionals apart from the IRREPLACEABLE administrative professionals. And
make no mistake...the latter group is smaller than the whole...but that's the group
of admins YOU want to be among.
If you've been winging it as an admin for 1, 5, 10 or so years then it's
quite possibly true that you are easily replaceable. I know that sounds
harsh. But it's true. If you're flying by the seat of your pants at work
without preparation and training, I could come in TODAY and replace you. So
your offensive coworker WOULD be correct with his or her offensive
statement.
Why could I do this?
Because I know how to wing it too. It takes no training or professional
development to wing it and learn on the job. I can do that. And don't give
me the commonsense argument---I have as much of that as you do too. I even
have a few admin jobs under my belt so I have "experience" to list on my
resume.
So what would TRULY differentiate you from me?
Absolutely nothing...
...Unless one of
us has more training and professional development (and that means
with hard skills AND soft skills)---and FLAUNTS THAT (with tact and
modesty, of course)...and APPLIES THAT, even general preparation and
training, to the specific needs and projects on the job. (Yes...you can't
always train to be specifically prepared to handle what comes at you daily
but you can train and prepare with general skills that you then adapt to the
situation.)
...Unless one of us is PREPARED to do the job, and not winging it as we
go. If I can do each of your tasks better and right the first time (without
winging it and learning as I go) then I do an overall BETTER job for your
boss and your employer.
And he WILL notice.
I'll look confident. I'll make
it look easy. I won't be stressed on the job. Everything I will do for my
boss and employer will be a smooth process. He won't catch me furrowing my
brows as I struggle with a new assignment. I've prepared to do this task.
I've trained or gained professional development in this area. So I'm not
worried. In fact, I'm enjoying my work and the new challenging assignments
and scenarios on the job. I'm even enjoying working with and serving the
different manager, coworker and client personalities and work styles because
I've trained and prepared for that soft-skill aspect too.
And you know what
else...I'll bring skills and new ideas to the table at work that you NEVER
even thought of. After all, how could you without exploring any new training
or professional development? If you're winging it, you're working with a
"what you see is what you get" mentality and you're "working with what you
have" in front of you. You can't bring in new skills and ideas to apply to
your job duties because you DON'T KNOW THEY EXIST. You're working in a
vacuum.
So what's next for me as "your replacement"?
Your boss is going to give me MORE challenging assignments
AND do what it takes to retain me on the job too. He does NOT want to lose
an IRREPLACEABLE administrative professional, at least not without putting
up a fight.
Plus he's going to
give me a few pats on the back...and I might even get a few "wow's" from my
coworkers...for using my repertoire of skills to implement a new idea or
solve a problem around the office.
So IF you want to be that person then you must learn to MASTER your CHOSEN profession through ongoing training and
professional development.
You must learn to master every current or potential task, duty and scenario
of your administrative profession and then some---particularly BEFORE you
have to do them (not learn as you go each time).
You must QUIT advertising that you "learn as you go" on the job, quickly or
not. Yes....NEVER say that aloud again at work (even when it's true).. Never
say it to me. Never say it to your coworkers. Never say it to
anyone---unless that's the image you want them to have: That you're not
trained, prepared or skilled in your chosen profession and career and that
you JUST learn as you go using a little commonsense along the way. Does that
image sound irreplaceable to you?
Instead, START flaunting that you are a TRAINED PROFESSIONAL who learns,
maintains, updates and implements best administrative professional practices
ongoing. Don't tell your employer or your prospective employer that you can
learn quickly or that you can learn anything as you go. Sure that's being
flexible which is good but EVERYBODY says that these days. Nothing unique
there.
Instead, say you train and improve your professional development skills
year-round so that you can successfully accomplish new projects and
assignments, support your boss effectively and solve challenging problems as
they arise on the job or at the office. (Really...say that...tweak it and
work on the flow and tone until it comes out naturally in your voice.)
Let bosses and
coworkers see or know THAT (instead of you "learn as you go" on the
job) and you're creating an image that DEMANDS respect.
And MEAN what you say by doing that training and professional development
year-round (even with your own funds on your own time).
Be a trained, highly skilled administrative professional ready to take on
any new administrative (and then some) tasks...who constantly refreshes and upgrades your
hard skills and soft skills...and uses what you learn daily and visibly on
the job. Highly skilled career administrative professionals ARE NOT born
that way. Don't wait to "catch on" at work. Purposefully train and develop
on a regular basis. Be prepared for any assignment or challenge
that comes your way---expected or not.#
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Warmest regards,
