
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.