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  • feedwordpress 17:30:48 on 2019/05/16 Permalink
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    How does an Administrative Professional Set Up an Official Process? Ask an Admin 


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    Welcome back to Ask an Admin! The blog series that allows administrative professionals to ask any questions they may have and have their peers give the best advice they can provide.

    This week Stacey asks:

    I am the Executive Assistant to the President and CEO, and the only assistant (the only admin, really) at this location. Coworkers leave documents on my desk; the expectation is that I secure the signature of the President and CEO, and then return it to the requestor (who’s assistant am I, anyway?). I would like to know how does an administrative professional set up an official process to obtain signatures and return the documents, but I could use some advice. How do other assistants deal with this? Or am I just being a jerk for not wanting to run other people’s signed documents all over the building to return them?

    Thanks a lot for your time!

    Stacey does ask a great question. This administrative professional has documents that need to be signed by the President and CEO then has to run the signed papers back to her co-workers. So, how does an administrative professional set up an official process?


    Want to learn more about Ask an Admin and how to submit your own question? Click here

    The post How does an Administrative Professional Set Up an Official Process? Ask an Admin appeared first on Office Dynamics - Executive And Administrative Assistant Training.

     
  • feedwordpress 18:00:41 on 2019/05/14 Permalink
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    Choosing the Best Administrative Assistant or Executive Assistant Conference 


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    An administrative conference should feed your brain and soul!

    You have finally gotten the approval to attend an administrative conference, maybe you have decided to invest in yourself by attending an administrative conference but choosing the best administrative assistant or executive assistant conference is no easy task.

    Attending an administrative conference is a big investment of your time and money. You should choose wisely. There are numerous factors to take into consideration when deciding which administrative conference to attend.

    1. Start with the end in mind. What is your goal or goals for going to an administrative conference?
      • Education wise: What skills do you need to grow? What new skills do you need to learn/develop?
        • The problem with this is sometimes we don’t know what we need to develop. It’s called our blind spot. To understand this further, Google Johari Window.
        • For the last several years of hosting our administrative conference, we have had themes that most assistants would not even consider. That is because our intent is to develop assistants for what is to come! To be ahead of the curve. Some of our administrative conference themes have been: collaboration; resiliency; revolutionary; and empowerment.
      • To network and meet new people
      • Learn best practices from administrative peers
      • Learn best practices from subject matter experts
    2. Do your research. Make a comparison spreadsheet, if necessary
      • Topics to be covered – do they align with your goals?
      • Speakers – are they polished professionals? Do they walk their talk?  Do they understand the administrative profession? Or are they a thought leader in a particular area of focus?
      • The flow of the agenda – is there time for networking? Hallway conversations?
      • Location/Dates
      • The number of conference attendees is important. Do you want to be with thousands of assistants or just a few hundred? Both have their benefits, however, at smaller group administrative conference, you get to know more of the attendees and it is less chaotic allowing for enhanced networking. (You may not always see this number listed on the conference web site but you can call to ask how many people usually attend the conference.)
        • The pros and cons of large vs. intimate conferences.
      • WHO is hosting the conference? This is really important. Today there are several people who don’t understand the administrative profession but are hosting conferences for them. Normally for these individuals or organizations, they are hosting an administrative conference just to make money. It is better to choose an administrative conference where the host or hosting organization is on a real mission to help assistants.
      • What is the value of the program? What are you getting for your money? Any extra events such as a welcome dinner?  What meals are included? Of course, the content should always be the most important but when you are comparing one seminar to another and can only attend one, you need to consider these other aspects.
      • Inquire about the quality of the workshop materials? Some administrative conferences are cutting back on hard-copy participant materials to save money. Many speakers will not even create a handout for attendees. So attendees have to take a bunch of photos of the PowerPoint slides as the speaker presents. This is a pain as you can’t concentrate on what the speaker is saying. I view this as a speaker being lazy. Easy for them, more work for the conference participant. Will you be able to use the conference as a reference guide after the conference? Do they provide robust information? What about post-class follow-up activities for ongoing learning?
    3. Identify your learning style to help you choose the administrative conference that is best for you.
      • High energy or slower pace?
      • Hands-on; experiential or sit and listen?
      • Talked to or involved and be able to do activities with other attendees when a speaker is presenting
    4. When you attend a conference you are going to be surrounded by people for two or more days. What kinds of people do you relate to?
      • Low key vs. high energy. I personally love being around high-energy individuals.
      • Passionate about the profession or it’s just a job.
      • Committed to making personal change through developmental opportunities or someone who just wants to get out of the office and learn some basic stuff.
      • Do you want to be surrounded by people who will make you better? Or agree with you all the time?
      • Do you want to be around sharp, professional speakers and attendees or ho-hum people?

    The above list are things I personally consider when I am choosing the best administrative assistant or executive assistant conference. Be really selective when searching and choosing an administrative conference.

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    The post Choosing the Best Administrative Assistant or Executive Assistant Conference appeared first on Office Dynamics - Executive And Administrative Assistant Training.

     
  • feedwordpress 14:45:50 on 2019/05/09 Permalink
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    If I Were (Was?) Rich… 


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    The play Fiddler on the Roof recently came through my city, and my friend kept singing her dad’s favorite song from that hit: “If I Were a Rich Man.”

    My comment? “I’m glad the lyricist got the grammar right!”

    Why is the use of “were” (not “was”) correct in this song title and similar phrases? Consider the conditional meaning associated with using an “if” clause. In this case, the lyrics “if I were a rich man” reflect a wishful condition, not a true statement.

    You may recall how Tevye, the character who sang this song, lamented his lowly position as a milkman and wondered what wealth would bring to his life. If at one time he had been rich, he could factually say, “When I was a rich man.” But in this context, he could only hope to be rich.

    What about the song “If I Were a Carpenter”? Here, the lyricist correctly uses “were” to depict a hope or dream, not a current fact.  

    When “Was” is Correct

    So when would you use “was” (not “were”) in an “if” clause? When it introduces an indirect question or statement of fact. Examples:

    • The boss asked if I was (not “were”) finished with the report. This factual statement is based on what’s true or possible, not something hypothetical.
    • If he was (not “were”) guilty, he would have remained silent. This states a fact that’s likely true, not something conditional.

    In the statements you make, remember to use “were” when the situation calls for being conditional, hypothetical, or wishful. And like Tevye, it’s how you can make a plea for the wealth you wish for!

    Want more tips like this to hone your writing skills and advance your career? You’ll find 18 Days to Become a Better Writer an easy-to-use e-guide. Start today by clicking here.

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    Barbara McNichol is passionate about helping administrative professionals add power to their pen. To assist in this mission, she has created a Word Trippers Tips resource to quickly find the right word when it matters most. It allows you to improve your writing through excellent weekly resources in your inbox, including a webinar, crossword puzzles, and a Word Tripper of the Week for 52 weeks. Enjoy a $30 discount at checkout with the code ODI at www.wordtrippers.com/odi.

    The post If I Were (Was?) Rich… appeared first on Office Dynamics - Executive And Administrative Assistant Training.

     
  • feedwordpress 17:45:30 on 2019/05/07 Permalink
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    What is the Difference Between an Administrative Conference and Administrative Training? 


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    With the plethora of offerings for administrative training and development, there is also a lot of confusion. People are throwing around terminology that can be confusing to the purchaser. I’d like to help you understand better so you can stop asking yourself “what is the difference between an administrative conference and administrative training?”

    Something to remember is that typically if you want to dig deep into administrative training content and practice the skills you are learning, you usually get that in a training course or workshop. The smaller the class, the more attention you get from the trainer thus leading to longer-term behavior change. When choosing an administrative conference or training, choose wisely. I will write about this in another blog.

    Administrative ConferenceAdministrative Training
    Delivered live with audience in the same room (may be streamed or recordedDelivered live with an audience in the room (could be virtual)
    All types of interaction with audience is possibleAll types of interaction with the audience are possible
    Can have direct contact with presenters BUT not all of them because of too many participants or speakers don’t stay for entire eventDefinitely, have direct contact with facilitators because often the class size is small compared to a conference
    Mid-level facilitationHigh-level facilitation by the presenter (Important the presenter is highly experienced to create behavior change)
    Networking with 100 – 2,000Networking with a small intimate group
    Teambuilding – depends on the conference host if they conduct any activities for this (Office Dynamics always conducts an educational, fun team building activity the first day of our event)Team building – the extent of opportunity to do this is up to the facilitator
    Speakers – several speakers presentUsually, 1 or 2 facilitators present and facilitate
    # of Attendees 100 – 2,000+True training classes are usually limited to 25 so the facilitator can give adequate attention to students.
    Skill practice – someSkill practice – ample time to practice newly-learned skills. (With Office Dynamics administrative training classes, participants have lots of time to practice in the classroom. Our training is roll up your sleeves and drill down!)
    Social – most conferences purposely set time for social and extracurricular activitiesMight include a welcome reception or dinner
    General Sessions and Concurrent SessionsUsually, everyone is in one place/room. Might have some small break out groups or rooms
    Usually higher end cost, but not alwaysCould be a higher end; normally affordable
    Held in various cities and countriesHeld in various cities and countries
    Usually comprehensive materialsParticipants SHOULD receive comprehensive materials
    Exhibitors – usually, not allUsually no exhibitors

    I hope this information helps you pursue your goals!

    The post What is the Difference Between an Administrative Conference and Administrative Training? appeared first on Office Dynamics - Executive And Administrative Assistant Training.

     
  • feedwordpress 18:08:16 on 2019/05/02 Permalink
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    How Do I Tactfully Voice My Concern? – Ask an Admin 


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    Executive Assistants and Administrative Assistants have to deal with a lot. Whether that is working remotely, working with several managers or executives, and sometimes supporting an entire floor of employees! Usually, these difficult situations bring up situations that leave them asking, “how do I tactfully voice my concern?”

    Heather D. asks us:

    I am a Certified Executive Administrative Professional and have been an Executive Assistant (EA) for the last 15 years to a VP of my former employer where we had a very good Business Partner relationship. I have since been forced to leave that employer almost 2 years ago now due to downsizing and am in a different EA role with a quickly growing company reporting to both the CEO and CFO.

    The role posted was framed up that I would be supporting them in the day to day activities much like an EA role does however since the day I was hired I have simply been a  “taskmaster/office manager” doing miscellaneous office/employee relations type tasks with very little interaction with either the CEO or CFO including my mid-year and end of the year evaluations. Both senior leaders have grown with the company for the last 28+ years and have never had what we know to be a true EA and aren’t interested in my role evolving to that at all. They did, however, hire a VP of Sales this past July that I was told I would be supporting as well and that he is being groomed to replace the CEO within the next 1-2  yrs. As part of this VP’s onboarding, I got to know him well and he had a true EA in the last 15 years with his former employer and would like to have one here.

    The CEO, CFO and this new VP of Sales all agreed that most of my time should be supporting him and that the VP of Sales was given the go-ahead to rewrite my job description however I don’t report to him or sit near him and both of those are necessary, in my opinion, to do this EA role the most efficiently and effectively (not to mention an accurate job description). The problem is that this company is moving and growing so quickly with “multiple hot irons in the fire” all the time that neither the CEO or the VP of Sales has had any time to see this transition through and it has been about 2 months since they last told me this transition was happening.

    My question is should I be approaching my direct leader (who I have no interaction with), the CEO or the new VP of Sales (which is who I have been working 50-75% of the time for in the last 6 months)? How do I approach this respectfully and voice my concerns in a firm manner around the current reporting/relationship structure?

    Well that is actually a very tough question! How do you tactfully voice your concern as an administrative professional without causing trouble?


    Want to learn more about Ask an Admin and how to submit your own question? Click here

    The post How Do I Tactfully Voice My Concern? – Ask an Admin appeared first on Office Dynamics - Executive And Administrative Assistant Training.

     
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