Why Strong Administrative Support Systems Help Entrepreneurs Thrive
Entrepreneurs and business admins meeting in large conference room
Although they try, entrepreneurs can't run everything. It takes support systems, including highly skilled admin staff, to keep a business performing at peak levels. A strong back-end infrastructure ensures that founders don't sweat the small stuff. They can devote their energy to vision, growth and strategy.
While administrative support systems may not be as visible as those at the top, it doesn't mean the staff aren't leaders. They often need and desire some of the same training as entrepreneurs. After all, they're the ones by the executives' sides, handling operational details and interacting with external stakeholders. Admin staff are the reason entrepreneurs can thrive, and here's why.
Reinforces Collaborative Communication
Admin staff interact with employees across the organization, plus clients and vendors. They're the glue in terms of coordinating tasks and managing how information flows. Assistants are privy to the big picture, including whether communication and relationships are mutually productive.
This means they're usually in the middle of conflicts and misunderstandings. A founder's assistant can also be at the center of what's happening with the company's overall direction. This can include negotiations and major projects or strategic initiatives. Despite this, administrative professionals don't always believe they have the training to help in every way they can.
I had the opportunity to interview Joan Burge of Office Dynamics International about this. Her company delivers training and professional development for admin professionals. One of the areas the training focuses on is communication. Three areas support professionals feel they need the most development in are public speaking, assertiveness and conflict resolution.
When they master these areas, assistants can reinforce collaborative communication, becoming strategic partners with entrepreneurs. Founders can rely on admin staff to not only put out fires, but also see them coming before they start. Operations can run more smoothly when there's empowered support to handle potential everyday obstacles to founders' objectives.
Enhances Productivity
Robert Solow, an American economist, championed the idea that increased productivity fuels the majority of economic growth. Productivity is driven by innovation, something entrepreneurs are responsible for. It's the big ideas and the implementation of them that move economic growth forward.
But if entrepreneurs are busy trying to organize their days, they can't be effective visionaries. A strong administrative support system manages the documents, meetings, travel and day-to-day operations. Whether a founder is launching a startup or overseeing a transition to the next growth stage, time management is key.
Having tools to automate information workflows is a critical part of a strong support system. Nevertheless, technology can't handle it all. And it's prone to glitches that humans can step in to prevent and fix. With skilled staff, entrepreneurs don't have to troubleshoot breakdowns in essential processes. Instead, they can learn where the problems lie and seek input on potential solutions.
Admin staff are the eyes and ears of the organization. They keep everything organized so the business can run productively. They also offer insightful suggestions for improvements because they see how internal processes might be holding the company back. From a founder's email inbox to what happens on the production floor, administrative professionals play an instrumental role in boosting efficiency.
Strengthens External Relationships
Entrepreneurs might bring clients on board. However, admin assistants are usually the initial point of contact. They interact with external stakeholders throughout the day. Assistants also observe and coordinate communications. This coordination can include introducing clients to other internal employees responsible for overseeing critical project details.
Furthermore, admin professionals could be charged with managing vendor relationships. They could be calling potential vendors for bids or to come onsite for introductions and communicating the company's needs. They're responsible for ensuring bids come in on time, according to specifications. Admin support staff are the ones following up, ensuring vendors complete work by the deadline and to satisfaction.
Like founders, assistants can have great influence on a company's relationships with external stakeholders. They're responsible for establishing rapport, moving information through the pipeline and working through hiccups. Admin professionals can influence founders' decisions on whether to pursue relationships with vendors and clients.
For instance, they can disclose their impressions of those they meet and interact with. In terms of vendors, assistants may be closer to the work results these stakeholders produce. Admin professionals can recommend contract renewals, spot additional needs as the company scales and advise founders about details they've come across. When the quality of external relationships improves, the output of the company's work can also improve.
Helping Entrepreneurs Thrive
There's more to a strong admin support system than taking meeting minutes and grabbing lattes. Administrative professionals are like the foundation of a home. If it's not solid enough, the entire structure collapses. But when entrepreneurs' support systems are skilled and efficient, the visions that brought the company to life can keep expanding innovation's possibilities.
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