This is one of a series of blogs on FOA – frequently offered advice – based on common themes from my coaching work over the last 20 years. 

My previous blog in the FOA series was “delegate more.” If you’re still struggling with questions of what to delegate, I’d like to introduce you to a secret weapon: your administrative assistant. 

A competent administrative assistant can almost always take things off your plate. More importantly, they will see things that they can do if just given the opportunity. This is especially true if they have worked with you for any length of time. But most assistants won’t force the issue. They won’t grab the reins away from you. 

That’s why you have to take the first step and ask. Tell them that you’re feeling overloaded and are looking for creative ideas for reducing your “to do” list. Ask what they see you doing that they might be able to do instead. Invite them to share other ideas in the future, without being asked, not just what they see today. 

That conversation alone can produce some immediate, positive results. But there are three additional benefits. First, your assistant will feel encouraged and empowered. Second, if trust levels are high between you and your administrative assistant, the ongoing conversations may increase your self-awareness and help you delegate more effectively to others on your team. Finally, an empowered administrative assistant can play “traffic cop” on your behalf. They can redirect work to others, even before it lands in your lap. 

This advice does not depend on you having a full-time or dedicated administrative assistant. Sure, a person who is part-time or shared will have less capacity, but that doesn’t negate the value of asking the question. If your assistant simply doesn’t have the abilities to take anything off your plate, it may be time to make a change. On the other hand, many administrative assistants in churches and ministries are over-qualified and can do far more. So why not at least ask the question?

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