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  • feedwordpress 16:45:43 on 2018/02/23 Permalink
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    When Is The Last Time You Thanked Your Assistant? 

    Thanked_Your_Assistant

    When is the last time you thanked your assistant? Expressing your gratitude could increase your productivity.

    I was in California speaking to a group of administrative assistants at a large corporation when one of the assistants told me how much a compliment from her executive means to her. She said, “When my executive tells me I’m doing a great job, I want to do even more for him.” “I want to go the extra mile; produce quality work; take things off my executive’s plate.”

    It may seem like a small thing to you, but it carries a great deal of weight to your assistant. Try to remember to let your administrative or executive assistant know when she or he has done something that is to your liking or meets your expectations. It will go a long way.

    When was the last time you thanked your assistant? We’d like to know in the comments below. 

    What’s stopping you from taking the time to thank your assistant?

    We’ve shared some insights into some of the biggest draw-back in these related articles.

    Are you too busy for the most important partner in your office?

    Executives and Assistants are Struggling Today.

    Not sure how to express your gratitude? 5 Ways to say thank you to your assistant.

    Why do we care if you thank your assistant?

    Fun suggestions on where you can find your assistants strengths to compliment.

    121 Creative Ways To Reward Employees 

    EA_Guide_Store_Banner_Thanked_Your_Assistant

    The post When Is The Last Time You Thanked Your Assistant? appeared first on Office Dynamics.

     
  • feedwordpress 17:07:03 on 2018/02/20 Permalink
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    Your Administrative Assistant Is Your Greatest Asset 

    Your_Greatest_Asset_Is_Your_assistant

    Your assistant is your greatest asset, or will be after you read this.

    In today’s fast-paced corporate world, many managers rely on the newest technology to help their company grow. Between e-mail, virtual assistants, smartphones, high-speed Internet connections and a host of other technological marvels, they mistakenly believe they are more independent than ever—making their own travel plans, managing their own Inbox, sending their own letters and scheduling their own meetings. In reality, however, these so-called independent managers have lost sight of the one asset that can truly impact the company’s bottom line: an empowered administrative assistant.

    Unfortunately many assistants (also known as administrative professionals) are not taken seriously. In order to make the most of your administrative professional and advance your company’s mission, you need to treat your assistant like a partner and develop their skills on a daily basis. Only then will they have the know-how and confidence to make decisions and take charge of challenges that arise during the day.

    Related: Assistants Speak Out, Their Biggest Struggles In Partnering With Their Executive

    Following are the top 4 ways to foster growth in your partnership with your assistant.

    1. Have regular meetings. Conducting daily or weekly meetings allows your assistant to gain a broader perspective of your company’s goals and what is currently going on in the organization. Attending these meetings also keeps your assistant abreast of upcoming projects and the status of existing ones. Armed with this knowledge he or she can intelligently answer questions for clients, follow-up on action items, monitor the progress of upcoming projects and also remind you of important tasks.
    2. Provide continual and constructive feedback. Many managers and executives neglect to give their assistant any kind of feedback—positive or negative. While they may be able to critique a specific project the person worked on, they’re hesitant to give an individual the praise or correction needed. If you want your assistant to grow professionally, you need to let her or him know how their performance rates with you.
    3. Be a mentor. While you may have an abundance of company information, such as brochures, web site content and catalogs, your assistant ultimately looks to you to teach her or him about the organization and business in general. You can help by mentoring on a regular basis. For example, when you make a decision, explain to your assistant why and how you came to your decision.
    4. Establish goals and state your expectations. Your administrative professional truly wants to help you look good. It’s difficult for this person to meet your expectations when you don’t clearly communicate them. To make your administrative assistant a greater asset to your business, clearly state what needs to be accomplished and why.

    No matter how advanced your office becomes, your administrative assistant will always prove to be your greatest asset. When you encourage your assistant to become a true work partner, you will become more productive.

    Joan Burge

    Underneath_It_All_assistantThis article is an excerpt from the book, Underneath It All: Postgraduate Level Revelations Lift Administrative Assistants to New Heights. Authored by Joan Burge, Founder & CEO, Office Dynamics International

    Related: Executives and Assistants Are Struggling Today

     

    EA_Guide_Store_Banner_assistant

    The post Your Administrative Assistant Is Your Greatest Asset appeared first on Office Dynamics.

     
  • feedwordpress 18:44:09 on 2018/02/19 Permalink
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    Meetings, Meetings, and More Meetings 

    Meeting_Tips

    I bet that like many people you thought meetings would go by the wayside because of technology or at least there would be fewer meetings. Not true! The reasons meetings
    have increased are due in part to the rise in teams and requisite team meetings and technology such as video-conferencing accommodating slashed travel budgets.

    Approximately 11 million meetings occur in the U.S. each day! Meetings are essential to an organization’s success yet all experts agree that the main reason meetings are such a waste is because no one really prepares for them and that some may be unnecessary.

    I would like to give you some tips as you prepare for meetings this week. Feel free to share these with people in your department or peers.

    • Identify the objective for your meeting. If you do not have a clear objective, then there is no sense holding a meeting.
    • Distribute an agenda to participants before the meeting. Participants should come prepared for their meeting. Without enough notice, participants cannot adequately prepare to be a contributor.
    • Participants should know what is expected of them prior to a meeting. Be as clear as possible with expectations.
    • Often, I hear people are invited to meetings and they do not even need to attend. Limit attendance to only those individuals who truly need to be involved.
    • Set time limits for the meeting and each topic to be covered. When attending meetings, it is easy for people to get off track. This is not necessarily a bad thing and can generate great discussion. On the other hand, the meeting leader wants to ensure everything that is important gets covered in the meeting.
    • Distribute materials in advance. Again, you want participants to be prepared as best they can. Springing something on attendees during the meeting is not good use of time. Give attendees as much of a heads up as possible.

    One phase of meetings that often gets forgotten is the post-meeting stage. So here are some ideas for you.

    • Confirm tasks assigned to attendees and deadline dates.
    • Send thank you notes.
    • Transfer action items to follow-up lists, calendars, and “to-do” folder.
    • Send recap of meeting or minutes.
    • Update your calendar with future meeting dates.
    • Send necessary information to non-attendees or tell alternate’s team leader.
    • Get feedback from attendees.
    • Make note of “personal lessons learned.”

    I hope these ideas are helpful as you go through your week and weeks ahead. If you want to dig deep into meeting planning and execution, I’m hosting a live e-course Tuesday, February 20 at 10:00 am PT.

    Wishing you an amazing week.

    Joan Burge

    The post Meetings, Meetings, and More Meetings appeared first on Office Dynamics.

     
  • feedwordpress 17:17:04 on 2018/02/16 Permalink
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    Be Impeccable with Your Emails 

    email_writing“Be Impeccable with Your Word”—one of the four agreements by Don Miguel Ruiz in his book The Four Agreements: A Practical Guide to Personal Freedom

    Here’s a twist on this agreement.

    In business, being impeccable with your “word” sent through email counts for a lot. After all, you want more than replies; you want results.

    To give you a greater chance of receiving what you need from each email you send, apply these five tips for composing messages impeccably.

    1. Write an effective subject line that concisely describes what the email is about. Include specifics telling recipients what to do (e.g., Attend meeting 3 p.m. Tuesday, Feedback on report by 4 p.m. Friday, etc.).
    2. Make the first statement of your email compelling—a callback, a question, a startling statistic (while skipping chats about the weather). With a strong opening, you have a greater chance the whole message will get read.
    3. In the body of the message, address recipients by name. Point out which issues pertain to them and what questions you want them to answer. Add a deadline if it’s appropriate.
    4. Because people usually scan content and don’t read word for word, use bullet points to make scanning easy and keep your text concise.
    5. Format your emails for ease of reading: short sentences, short paragraphs, spaces between paragraphs. If your message looks tedious to read on screen, it will get put aside.

    In the spirit of being impeccable with your words, try these ideas and reap the results you desire. Share your tips for being impeccable with your word here.

    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 so you can 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 Word Tripper of the Week for 52 weeks. Details at www.wordtrippers.com/odi

    training_for_administrative_assistants

    The post Be Impeccable with Your Emails appeared first on Office Dynamics.

     
  • feedwordpress 19:00:47 on 2018/02/10 Permalink
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    Creating a Brand Story – Part 2 

    training_for_administrative_assistantsBy Anel Martin

    You know that awkward moment in the interview when they ask you about your areas of excellence, or that moment you need to introduce yourself to someone new at a business networking event (and your response sounds a bit rehearsed) or you run into the CEO in the elevator and they want to know who you are and what you do at the company.

    If you have ever felt vulnerable or embarrassed in these situations you need a Brand Story and Part Two of this series is just for you!

    So what is a brand story?

    Well, it is like an elevator pitch, just not as robotic or plastic! It is a true story about your talents and gifts. It is something that can be recited at will without rehearsal because it is TRUE and comes from your heart.  So let’s get practical.

    Step 1 Make a list of what you are really good at/recent achievements (at least 10).

    I am being literal here, so write down your areas of excellence and recent successes. Doing this on paper or on your laptop takes it out of your head and makes it more concrete.

    Step 2 Stuck? That is totally normal. Time to consult with a friend or colleague.

    It is funny (but maybe sad) that I have done this exercise with hundreds of assistants from across the world and writing down their strengths is a major challenge, but on the flip side you can ask them about their development or problem areas and they can give you two dozen without missing a beat. If you are stuck, know that this is normal.

    The solution is to consult with a trusted friend or colleague to help you compile your list. This is very useful because they might mention things you have not even thought about and also help you do a reality check on your existing list.

    The key is to be open to the feedback.

    Step 3 Trim down the list to 6 (but NOT less than 4).

    Go through the list and pick your top 6. Trim it down for maximum impact. Eliminate similar skills or merge items that can be grouped logically.

    Step 4 Rank from 1 to 6 (1 being best).

    As the title suggests look at your list and prioritize. Again the help of a trusted advisor will be valuable if you are unsure.

    Step 5 Write a concise, strong, short and clear one-liner about this skill.

    Do a one-liner for each of the 6 skills/abilities. Keep it simple and direct (research has proven that people will rate you are more intelligent if you use simple language, so don’t try and be too fancy).

    Avoid clichés like I am an excellent team player, I work well without supervision, I am a perfectionist. All of these things may be true but if you can’t find a more original way of expressing the same idea then please omit it altogether.

    EXAMPLE OF A BRAND STORY

    1. If I commit, I deliver.
    2. I am not shy and I take big risks.
    3. I am a connector of people and ideas.
    4. I have passion.
    5. I am kind and enjoy people.
    6. I am a time management expert and I get things done.

    Step 6 Test this Brand Story on yourself and your inner circle

    Test drive your brand story. Does it feel real? Would you be embarrassed to tell someone your brand story, if yes, it needs more work?

    It should be true, it should be natural and easy to articulate. Get feedback from others once you are ready to share.

    Use your brand story to update your CV, Linkedin or to position yourself for the next opportunity that comes your way. This is a very powerful tool to “sell” your brand in an authentic way and I hope that you find these tips useful.

    If you have questions or problems with creating your brand story you are welcome to reach out to me via my Facebook Page https://www.facebook.com/PA-20-Upgrade-Yourself-530299150373650/ or Twitter @anelmartin I am always happy to help!

    Anel Martin is a former awarding winning administrative assistant from South Africa (now based in Dubai) who now works as a full-time trainer and Results Based Coach. Her goal is to help assistants to find their voices and their confidence. She is a published author and the book is titled “The Executive Secretary Guide to Building a powerful personal brand” https://www.amazon.co.uk/dp/1539535576/ visit her website for more free resources, information, and services www.anelmartin.co.za

    The post Creating a Brand Story – Part 2 appeared first on Office Dynamics.

     
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