How can managers and assistants work better together?
A manager asks their assistant to “take care of” an issue while they’re in meetings. Can the assistant make a decision, or should they gather the information and bring back a recommendation? A short conversation about who can decide what can save both people time when an urgent request comes in.
Clear agreements matter whether managers and assistants work in the same office, across locations, or on different schedules. Start with three conversations.
Agree on priorities and decisions
Managers can explain which outcomes matter most, where the assistant can act independently, and which decisions need approval. Assistants can flag competing priorities and ask what should take precedence when two requests cannot both be completed on time.
For example, if a supplier offers a later delivery date, the assistant might be able to accept it when it has no effect on the wider schedule. If it would delay a planned event or add a cost, the manager may need to decide. Agreeing on that distinction in advance gives the assistant room to act and helps the manager stay informed about decisions that need their attention.
Decide how to stay in touch
Agree on what needs a quick call, what can wait for a regular check-in, and where to record decisions so both people can refer to them. Choose tools that both can access reliably. A shared task list can help, and a brief call followed by a written note may work better when access is limited.
Talk about availability too. If a request arrives outside working hours, what makes it urgent, and what response is expected? A clear agreement helps both people plan their time.
Give feedback and review how you work
Managers can explain why a change is needed and give feedback while the work is still fresh. Assistants can point out where instructions are unclear, suggest a better process, or ask for more responsibility as they gain experience.
When responsibilities or working arrangements change, revisit the agreement. A useful question for your next check-in is “What’s one decision I could handle independently, and what would you need me to tell you afterward?”