Mindful of the Details
'being attentive to detail' has many interpretations and components attached - it is more than three words on a resume, inferencing spelling and grammar. working proactively enhances attention to details - taking initiative, looking ten steps ahead & going back to the ‘why’.
Ensuring my Executive is represented at the highest level, drives my proactiveness and attention to detail, and I am continually challenged to improve these crucial softskills. As our Executives ‘brand ambassador’ we need to be mindful of the details, in amongst the interruptions and busy hive of activity in schools.
A question I often ask myself with any task and/or interaction is “How will my decisions or actions reflect upon my executive to ensure they being represented at the highest level?” This question can assist with driving decision making. It does mean being a detective at times, sourcing information from various stakeholders and putting together the pieces of the puzzle to ensure that I'm well-informed.
Don’t be afraid to speak up if you believe an issue needs to be thought through more strategically. If there's information your Executive needs to be aware of (we are their eyes and ears) relay it. If you haven’t sighted the run sheet for an event, seek it and go through it to ensure they feel well prepared.
Being proactive is a little like playing chess, metaphorically speaking of course - but predicting the next couple of moves, looking and thinking ahead. And while I am not a great player of chess...I do have some tools in place which assist to operate in a less reactive state.
This crucial skill set is all about being able to take initiative, looking ten steps ahead, going back to the ‘why’ which is to ensure that your Executive is represented at the highest level.
Many proactive tasks are similiar, regardless of your operational level within the school, and here are a few that may assist you.
Being proactive for meetings involves preparing and distributing agendas in a timely manner. The type of agenda set will depend on the style of the meeting - formal, informal. For interview preparation and information sought to ensure your executive is well prepared in advance, will depend upon the audience i.e. staff member, prospective student and parent.
Are these meetings/interviews online or in-person? If in-person, have reception staff been informed about their arrival and who else needs to know? If online, have the correct settings been established in advance? Do you need to adjust participant roles, presenter rights and need to utilise the lobby? Online preparation again will depend on what type of audience, and in a school this will be different for a parent information evening as opposed to a senior leadership meeting.
A short daily catch up with your executive is crucial for effective communication and I believe is more beneficial instead of relying solely on a one hour weekly check-in. It allows for you to stay on top of the game - proactiveness at its best, staying updated with their priorities and addressing any urgent matters promptly. This daily catch up doesn’t have to be long and you are less likely to get bumped from the meeting, due to someone else wanting an appointment. I ensure that my executive and I have a short catch up every day, sometimes morning and afternoon, and I encourage you to reserve a daily spot in their calendar. If there is an email that I came across throughout the day and my executive has been in back-to-back meetings, but needs to be aware of, I will bring it to his attention.
Finally, in terms of school operations, being proactive involves staying informed about the upcoming events and activities in the school. This could include knowing which year levels will be on campus and which students will be participating in off-campus activities like camps or excursions. Ensuring your executive is well-informed of such operations within the school, is crucial for their decision-making.
If you’re feeling a bit isolated in your role, and would like to benefit from the support, advice and learnings of a group of likeminded Education Administrative Professionals working for Executive Senior Leadership Teams in schools - consider joining our community - a national network dedicated solely to supporting Education EAs!
