[marli]

Hi all,

I am a new member REALLY enjoying the GREAT tips and contents from Office Arrow. Chris is doing a GREAT job!
I have a question for all: I am an administrative assistant and would like to know the best way to avoid small mistakes that can cause BIG problems. I tend to be distracted at times. Thanks in advance for your precious answers.

Marli

[MsPeno]

Take your time in your work, and double check it. If you do make a mistake, own up and fix it..promptly. If you check your work and it is done correctly, you can take pride in it and that in itself is a reason to not be distracted. Try to keep your distractions to a minimum or eliminate them, if you can. Keep your head up and you'll do great!

[MrsHovey]

Marli,
I get distracted very easily as well. I keep a "reporters" notebook on my desk and write down everything that I am asked to do or that I think of on my own. That way I don't forget about it. I also find that when I take the extra 30 seconds to ask one more question, that tends to eliminate many mistakes. And, as MsPeno said, when you do make mistakes (we all do!) fess up quickly. I find that when I am the one to point out my own mistake, people tend to be a lot less upset than if they find it later on.
-Kelly

[Jodith]

Like MrsHovey, I write down everything. I even tell people that if they ask for something and don't see me write it down, then assume it won't happen. I don't mind being reminded to write something down. If I'm away from my desk, I ask people to e-mail their requests to me so I can put a reminder on it.

The other thing that is important is to be diligent in your proofreading. When you're distracted (and we all know how many distractions admins have in their job), it's easy to miss mistakes. Take the time to proofread everything your do forwards and then again backwards. It helps to catch mistakes.

Don't be afraid to ask questions. Better to clarify something you are unsure of than to do the work wrong.

[Awenninger]

I agree with MrsHovey. Write everything down (and save it!), ask questions, and 'fess up quickly to the mistakes you do make. I used to feel silly if I asked a lot of questions about a simple project, but it is definitely better to ask than to assume!

[Kuldeep]

Originally Posted by marli

Hi all,

I am a new member REALLY enjoying the GREAT tips and contents from Office Arrow. Chris is doing a GREAT job!
I have a question for all: I am an administrative assistant and would like to know the best way to avoid small mistakes that can cause BIG problems. I tend to be distracted at times. Thanks in advance for your precious answers.

Marli

I would suggest you to find out the root cause of such mistakes. List them and develop a checklist of avoiding such mistakes. Each time you do a particular task, you run through the checklist. There by you eliminate most of the recurring mistakes. Hope this would help you.

[dette613]

To avoid mistakes I try to use one of my co workers as a resource. I have her read something that I am working on prior to hitting send. (if she is available of course) I know that I am one that is doing several tasks for several people at the same time and all of the requests are equally important, so this helps eliminate the "that shouldn't have happened" mistake.
All the other ideas are great too and keeping a note pad helps remind and keep you on task.

[Dyan]

Owning up to your mistakes is the most important, I think. Recognizing that "ooops, I made a mistake and I'm going to let my boss know before it comes back to me." And then letting them know what I did to fix the mistake. I, too, write everything down. If I don't write it down, it hasn't or won't happen. I like to proof everything 2-3 times and/or ask someone else to read it also. And never, never assume anything. If you aren't sure or question it, ASK! Better to ask than make that dreaded mistake.

[Patricia]

Good answers everyone! I wrote an article called Mistakes: We all make them, but how do we survive them?. You might find it interesting.

Here is the link: Laughing All the Way to Work: A Survival Blog for Today's Administrative Assistant: Mistakes: We all make them, but how do we survive them?

[Nik100]

I may be late reply but I thought I would anyway! I have been in my job 18 months now and thankfully have only made 1 mistake. Yes own up quickly. I took a phone call from an important person at head office, in the background I had a huge distraction and when the person asked if they could do something a certain way I said no you have to............. She replied "but isnt that what I have just said" It was of course! I then totally confused the whole conversation, came off the phone knowing she thought I was an idiot. Boss came in and I said "I've messed up" I explained what was all happening and apologized for making our dept look stupid. When the big boss from head office called her she was able to explain the situation and understanding was granted and a thanks from the boss to me as she says "being fore warned is being armed" I love my job and at times my head is feels as if it will explode with concentration and everyone around me knows when I am in that concentration mode and know not to break it, I often tell them "I am zoning out for a while" They understand.