dealing with colleagues

The_White_Horse

not sure if this is the right forum for this, but here goes.

i have my own workload to deal with, but i also have to look at and help others with theirs. at the moment, people just come to me, as and when they need help. also, sometimes they ask me to work for them, which they cannot do. it is all a jumble and i need to organise it all better. short of using the deli type system of giving people numbers and then calling them in, what tips do people have?

btw, i thought of setting aside one or two hours a day to deal with other people, but not sure if that will work as a lot of the work needs to be dealt with relatively quickly.

cheers

TWH

zppp

I would suggest that is sensible to set time limits. When I have had to deal with similar problems, I have always set out how much time I have available, so everyone knows what to expect, and where I draw the line.
It forces people to be more organised and come to you in a set time frame.

You could always give it a trial run!

Emmzi

list your own tasks with completion dates, how long they take to complete, how long it will take to get inout from others.

this tells you how much time you have left over eqch daqy to help others.

when people ask for things check your chart/list and add their work to it if it is doable.

if it isn't ask them to talk to your boss to see if their work is more urgent than what you already have, so s/he can decide for you.

heretolearn_2

I'd clarify what your boss really wants. Are you supposed to be doing all this extra stuff beyond your own work? Does your own work suffer because of it?
Even if you are supposed to support and advise other staff, that doesn't usually mean doing their work for them, which you've said sometimes you do.

Sometimes you can be too helpful!

fitshase

I normally just say (when I'm busy and someone asks for help), "give me 10 mins". Nine times out of ten they find someone else to help them or they work it out for themselves.

Hammyman

Find the ability to use the word "no". You don't need to use it all the time but when you've simply not got the time to do it, say no.

lynzpower

Why dont you just have a session where you train them to do the things they ask you to do?

GotToChange

I had this/similar when I was a PA to member of Senior Leadership Team and also Administrator for a team of 40 Scientists/Technologists. Even saying "No" whilst smiling was misinterpreted and I ended up being hauled over the coals for my attitude (by my Boss who sat alongside and heard everything - but he was French so I think he failed to "get" ironic humour). If people want to be offended, they will - no matter how gentle you are in your approach.

We had an electronic calender (Lotus) where time could be blocked in or out as available or not; I also had a little busy sign that I would set on the top of my monitor to warn people away in a friendly way; we also had a range of conference rooms where I would sometime go to simply work quietly. What happens if you are on holiday? I set up a manual called a "Virtual GTC" which contained laminated "One Point Lessons" - instructions on how to do the things that I normally would if present; it was also stored electronically on a shared drive (read-only so no tampering). Also, much as I hate it, I sometimes suggested sending me an email (from across the room - I know...).
All of these helped the situation (but were also used a evidence when making me redundant *sigh*) - is there anything similar that you could try?