Brooke - This was so incredibly helpful for me when I was pulling the trigger and finally hiring an OM. She's been working for me for a month now and it's great but I'm finding my biggest issue is that I always had my own method to my madness and a lot of things were just stored in my brain. So I guess I'm asking how have you found to be the easiest way to delegate tasks or give her to-do lists. Do you just email when something comes up that you need done or is there a running list she can always be checking? My goal is to not have to tell her what I need done, that she would be able to see it for herself but I'm not sure how to exicute it. Thanks for your open-ness & resources. It's so helpful!! ??
Melissa Jill - Hi Brooke!
Great question! I make a note any time I think of a task that I want to hand over to my office manager. (Trello is great for this, but you could use any list or planning app, or even a physical notebook.) Then the next time that task comes up, I train her on it and she takes detailed notes. I always let her know when/ how often/ in what situations that task needs to be done. From that point on, it’s on her plate, and I don’t have to put it on her to-do list.
I’m a firm believer in systematizing tasks, so we use workflow forms and email templates to make sure that nothing slips through the cracks. It’s also a great idea to write up an office manual as you go. Add every task at the time that you train your office manager on it so that there is a reference guide on hand. My office manual started small, but now it’s well over a hundred pages.
When my current office manager came on board, her predecessor was able to take care of nearly all of her training, because we had these resources (workflow forms, template emails, office manual) in place.
Just be systematic and communicate her responsibilities clearly, and you’ll be amazed at how quickly you can be freed from many of the tasks that take up your time!
Mary Beth - What tips would you give for someone seeking a job as office manager in this setting? I am not a photographer, but I love being an organizer and making sure things are flowing efficiently.
Melissa Jill - Hi Mary Beth -- great question! If you have an idea of the industry you would want to work in, I would start by acquainting yourself with it. Maybe go to a few networking events or email a few people who you admire and just put it out there that you are looking for work. Everyone is typically well-networked, so you never know what doors might open if you just take a few intentional steps like this.
Melissa Dunstan | Tangled Lilac - I'm about to make the leap with this and so appreciated the timing with our blog post. Thank you for sharing insights.
Ben - Right on Melissa! Super helpful - in the middle of hiring a studio manager right now.
Yagazie - Thank you so much for this Melissa! Very helpful