Why a Unified Colour Coding System Could Be the Key to Teamwide Efficiency

Administrative Profession Goal Setting Strategic Business Partner January 13, 2025

For those of you that colour code your calendars or email.
If you are part of a team of assistants, do you all colour code in the same way?

In my experience, when I ask this question during my training, you usually look horrified, immediately say no, and want to keep doing it your way – because your executive knows and understands the colour system you have agreed.

I get it – change is destabilising! But would it really take that long to get used to the change? Just think about it for a minute.

When everyone uses the same colour-coding system, it’s easier to step in, provide support, or hand over tasks without needing to decode someone else’s method.

There are some real benefits to having a unified system of colour coding:

> A unified system means that everyone, including your executives, can easily understand the calendar or inbox at a glance, regardless of who’s managing it.

> When you are away, your calendar or email doesn’t require deciphering; another team member can step in with ease, ensuring continuity and productivity.

> Standardising the colour codes reduces time spent explaining or adjusting to someone else’s method, which makes team-wide collaboration smoother and more efficient.

> A shared colour coding system provides clarity for not just the team but also other departments who may interact with your schedules, reducing the chance of misunderstandings.

> For executives who work with multiple assistants or need to collaborate with others, consistency in colour coding makes it easier to stay organised and reduces cognitive load.

> When a team member leaves, having a unified colour coding system ensures a smoother transition for both the departing assistant and their replacement. This continuity not only reduces stress during the handover process but also ensures that your executives experience minimal disruption.

Take a look at it! By adopting a shared system, you’re not only making things easier for yourself but also elevating the overall efficiency of the team.

It’s a small change that can make a big impact!

Follow me Lucy Brazier OBE for tips to become a more strategic assistant, and to keep up to date with what’s happening in the administrative profession, globally.

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