Whether you're a seasoned professional stepping into a new support role or simply looking to be more proactive within your team, let's talk about the power of anticipating needs. It's the art of being seamlessly one step ahead, smoothing the workday for those you support.
Strong working relationships are the bedrock of success, especially those between those in a support role and the individuals they work alongside. Some of the most successful partnerships in history – think Jobs and Wozniak, Warren Buffett and Charlie Munger – share a common element: the ability to seamlessly anticipate needs and provide proactive solutions.
Whether you're looking to enhance your current working dynamic or aiming to build a reputation as an indispensable team member, let's talk about the power of anticipating needs. It's about being one step ahead, smoothing the workday for those around you. Let's explore how to cultivate this invaluable mindset.
Know the Person You Support
Patterns are your friend: Track their recurring meetings, decision-making styles, travel quirks, and even preferred coffee order. Is there a rhythm to their workweek or month that you can leverage for better preparation?
Listen intently: Those casual mentions about an upcoming project, a looming deadline, or a slight stress-point? They're subtle clues about where you can proactively offer assistance to lighten their load.
Beyond the basics: Understanding their goals (both professional and organizational) provides context for your actions. Does the person you support value innovation? Efficiency? Strong client relations? Tailor your anticipatory efforts to support those priorities.
Think 'Scenario Planning'
The "What If": Before meetings, trips, or major projects, ask yourself "What could go wrong?" Then, quietly brainstorm solutions without immediately involving the person you support. Could it be missed flights, lost documents, or conflicting schedules?
Beyond the calendar: Is the person interested in specific industry trends or companies? Setting up Google alerts or a curated newsfeed helps you provide timely insights that position you as a valuable resource. Anticipate the information they might need and you'll earn their trust.
The pre-meeting prep: Even routine meetings can be optimized. Proactively research attendees, compile relevant background information, and have any necessary materials ready to go. You'll free up mental space for the person you support to focus on the discussion itself.
The Art of the Subtle Offer
Timing is key: No one loves being bombarded with solutions before they have the problem. Present options with a light touch: "Would it be helpful if I pulled together some background on X?" or "I noticed your flight is early; should I arrange a car service?"
Framing matters: Instead of "Here's what you need," try "I took the liberty of drafting this, let me know if it would be useful." This approach subtly showcases your initiative.
Own your expertise: If you confidently anticipate travel complexities, system updates, or report formatting–take charge! Offer to manage those logistics seamlessly. It builds trust and frees up their time.
Evolving Your Anticipation Muscle
Feedback loop: After successfully anticipating a need, ask the person you support for quick feedback. Did your preparation hit the mark? This refinement process helps you continually improve.
Collaboration is key: Build relationships with colleagues close to the person you support. They may have insights on preferences or priorities that enhance your own anticipatory efforts.
Tech as your ally: Explore tools for shared note-taking, trip management, or industry news tracking. The right tool can streamline your processes and make proactive assistance even easier.
There´s no magic bullet here though. The real key to being able to effectively anticipate your executives needs is founded upon your ability to work collaboratively. You HAVE to be able to both communicate effectively, but more importantly listen effectively.Now, in an ideal world, you would both just sit down on your first day and give a list of do´s and don´ts, likes and dislikes. Unfortunately, it doesn´t quite work like that, so be prepared for some bumps along the way.
Just like in our personal relationships, with time and development, the process of knowing what does and doesn't work becomes more natural and much less like homework. The more you practice this proactive mindset, the more natural it becomes. You'll build invaluable trust, streamline work for those you support (and yourself!), and truly elevate your role from assisting to becoming an indispensable strategic partner.
Let's share our wins! What are some ways you've successfully anticipated a need within your team? Leave a comment below!
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