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  • feedwordpress 17:00:03 on 2019/02/05 Permalink
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    How to Balance Life as an Administrative Assistant? – Ask an Admin 


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    Welcome to another question for Ask an Admin. This is where the administrative assistant and executive assistant can submit any question they have and their peers will answer the question based on their previous experience. We believe that there are many different ways to approach problems, difficult tasks, and situations so we thought this would be a great way to provide you a place to share your input as well as receive input from others. So, executive assistants and administrative assistants from around the world, let’s help each other out!

    This week Kat A. asks:

    How do you balance home life and work life? I find myself overwhelmed at times meeting the needs and requests of my CIO and 4 Directors as the only admin for a busy utility, that oftentimes when I come home to my children and husband I feel like they get the leftovers. Between texts from my kids and my management team, constant emails, and calls, I have no energy left and am very short with my family, because I have had constant demands all day long. I feel like a mother at work and am beginning to resent my role.

    Another great question! This is something that not only administrative assistants struggle with, but I think so many people struggle with a home life and work life balance! If we had 29 hours in the day it still wouldn’t be enough…so, how do we find that work/life balance?

    ATTENTION: If you’ve submitted your response on our Ask an Admin blog post, please be patient to see your response and other responses. We have to manually approve them to prevent spammers and profanity. If you do not see your response right away, please give it time and revisit. We apologize for this but this is the best way we can keep YOUR blog clean! Thank you, everyone!


    About Ask an Admin:

    Ask an Admin will be a weekly post on our blog that presents a question that you or a fellow administrative professional submitted to us. We will choose one question per week and post it on our blog.

    If you have a question that you would like to submit, please send it to officedynamics.aaa@gmail.com and include the name you would like us to use.

    If you want to subscribe to our blog so you don’t miss any posts, please visit https://officedynamics.com/blog/ and subscribe in the right-hand column.

    Monday_Motivators_Home

    Monday Motivators™ is a weekly email sent from Joan Burge that gives you a little kick start to the week. These emails will include work advice, life advice, and sometimes how to find that good balance. To subscribe to Monday Motivators™ please click the button below.

    Help other administrative professionals and share this page using the buttons below!

    The post How to Balance Life as an Administrative Assistant? – Ask an Admin appeared first on Office Dynamics.

     
  • feedwordpress 19:00:05 on 2019/02/03 Permalink
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    Face-to-Face Time with Administrative Assistants 


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    SURPRISE!

    It’s me, Joan Burge.

    Those of you who have followed me for a while know I am a big fan of face-to-face time for executives and assistants. Face-to-face time is also beneficial for any manager who meets on a regular basis with their direct reports. Whether you are an executive or an assistant reading this Monday Motivator, here are ideas on what you can discuss when you have face-to-face time or catch up by telephone, Facetime, or Skype on a regular basis.

    E-mail Communications
    Executives and assistants can update each other on e-mail communications, whether it’s a status update or clarifying new actions to be taken.

    Visitors
    Discuss any events that will involve external visitors and anticipate actions to be taken before and during their visit. Executives: Share any important information that might help your assistant prepare for the event and ensure its success.

    Department Issues
    This is a good time to discuss any departmental problems that need the executive’s attention. Assistants are often privy to information within the department or are aware of potential personnel issues. These should be brought to the attention of the leader before a situation escalates.

    Status Updates
    Discuss updates on projects, meetings, items you are working on, and any other pertinent information. Assistants: Initiate discussion. Executives don’t like to have to ask the status of a specific project or task (nor do they have the time).

    Special Projects
    Discuss any special projects that are happening or coming up in the next few weeks. Assistants should ask what portions of the project they could work on: Is there any research to be done? Will information necessary for the project be coming from others inside or outside the company? If so, can they start assembling that information? Are presentations, graphs or charts required? If so, how many?

    Upcoming Travel
    Discuss upcoming trips so you can anticipate schedules and prepare necessary travel materials. At least bi-weekly, review the calendar for upcoming events as far as three months out.

    Training and Development
    Development happens when we take conscious action to improve. It is not a “check the box” aspect of your career; you must be intentional about it. Discuss your training and development requirements with your executive. Tell him about upcoming seminars and workshops you would like to attend and why. Be prepared to show your leader the information about the workshop, the objectives of the program, how the topics tie in with your job responsibilities, and the benefits of attending.

    Voicemails and IMs
    Discuss requests that need immediate attention or response. An assistant can return calls and take action if provided the appropriate context or required information from the executive.

    I hope you found these ideas useful. Wishing you an awesome week.

    joan_burge_signature

    P.S. By the way, if you are not aware, I host a live Facebook Friday on a fairly consistent basis. So if you want to end your week on a high note and learn a few good quick tips, then follow our Office Dynamics Facebook page to get notifications or watch replays. 


    Motivation_For_Woman

    This blog post is from Joan Burge’s Monday Motivators series. Monday Motivators is a weekly note offering practical ways to create a new mindset, change behaviors, develop positive relationships and thrive in the workplace with energy, effectiveness, and excellence. You can experience the power of self-navigation toward success. Energize your mind and drop those Monday blues! Subscribe to Monday Motivators.

    The post Face-to-Face Time with Administrative Assistants appeared first on Office Dynamics.

     
  • feedwordpress 00:00:45 on 2019/02/01 Permalink
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    Best Way to Organize Your Email Inbox for Administrative Professionals? – Ask an Admin 


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    Welcome to another question for Ask an Admin. This is where the administrative assistant and executive assistant can submit any question they have and their peers will answer the question based on their previous experience. We believe that there are many different ways to approach problems, difficult tasks, and situations so we thought this would be a great way to provide you a place to share your input as well as receive input from others. So, executive assistants and administrative assistants from around the world, let’s help each other out!

     

    Autumn J. asks us:

    Good morning,

    I’m always curious how other administrative professional’s organize and manage their email inboxes. What are your best tips?

    Kind regards

     

    Another good question! Organization of email inboxes can be tricky especially if you are the assistant to a few executives. Well, let’s hear it, administrative assistants. Tell us what you think executive assistants. We need to help Autumn out!

     

    ATTENTION: If you’ve submitted your response on our Ask an Admin blog post, please be patient to see your response and other responses. We have to manually approve them to prevent spammers and profanity. If you do not see your response right away, please give it time and revisit. We apologize for this but this is the best way we can keep YOUR blog clean! Thank you, everyone!

     


     

    About Ask an Admin:

    Ask an Admin will be a weekly post on our blog that presents a question that you or a fellow administrative professional submitted to us. We will choose one question per week and post it on our blog.

    If you have a question that you would like to submit, please send it to officedynamics.aaa@gmail.com and include the name you would like us to use.

    If you want to subscribe to our blog so you don’t miss any posts, please visit https://officedynamics.com/blog/ and subscribe in the right-hand column.

     

    2019_Conference_For_Administrative_Assistants

     

    Help other administrative professionals and share this page using the buttons below!

    The post Best Way to Organize Your Email Inbox for Administrative Professionals? – Ask an Admin appeared first on Office Dynamics.

     
  • feedwordpress 17:15:33 on 2019/01/29 Permalink
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    How to be the best Executive Assistant? Ask an Admin 


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    training_for_administrative_assistants

     

    Welcome to another question for Ask an Admin. This is where the executive assistant and administrative assistant can submit any question they have and their peers will answer the question based on their previous experience. We believe that there are many different ways to approach problems, difficult tasks, and situations so we thought this would be a great way to provide you a place to share your input as well as receive input from others. So, executive assistants and administrative assistants from around the world, let’s help each other out!

     

    This week, we are asked:

    I have taken a new job as an Executive Assistant for an Insurance Company. I have been striving to become an EA for over 2 years now and I finally made it!!  I want to know other EA’s advice for being THE best EA? What are the top 4 things that make a great EA? Or advice for an Administrative Assistant who has been promoted to EA?

     

    This newly appointed executive assistant is striving to be the best ever! Nothing wrong with that! But how? What does this EA have to do to be the best? I would recommend a lot of sunlight and water…but I think that is for plants. So friends, what do you think this rookie executive assistant should be doing? Let us know in the comment section below.

     

    ATTENTION: If you’ve submitted your response on our Ask an Admin blog post, please be patient to see your response and other responses. We have to manually approve them to prevent spammers and profanity. If you do not see your response right away, please give it time and revisit. We apologize for this but this is the best way we can keep YOUR blog clean! Thank you, everyone!

     


     

    About Ask an Admin:

    Ask an Admin will be a weekly post on our blog that presents a question that you or a fellow administrative professional submitted to us. We will choose one question per week and post it on our blog.

    If you have a question that you would like to submit, please send it to officedynamics.aaa@gmail.com and include the name you would like us to use.

    If you want to subscribe to our blog so you don’t miss any posts, please visit https://officedynamics.com/blog/ and subscribe in the right-hand column.

     

    2019_Conference_For_Administrative_Assistants

     

    Help other administrative professionals and share this page using the buttons below!

    The post How to be the best Executive Assistant? Ask an Admin appeared first on Office Dynamics.

     
  • feedwordpress 18:00:19 on 2019/01/26 Permalink
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    Administrative Assistants and Ongoing Status Updates 


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    As administrative assistants and executive assistants, we all know there are a hundred moving parts in business. There is constant change, new projects and ideas, rework, barriers, coordinating multiple people and meetings, travel, and more. Keeping the information flowing and status updates are critical to everyone’s success. Today I am especially focusing on how important status updates are between executives and assistants. Communication does not and should not only happen within the context of a formally scheduled meeting. It is something that should always be happening, fluidly, between Executive and Assistant.

    Tips for Administrative Assistants:

    • “Push” information to your executive; don’t make him ask.
    • Proactively ask questions; when you have time with your executive, use it wisely. Keep a running list of items so you never miss an opportunity.
    • Find opportunities throughout the day to quickly provide updates on pressing matters—fulfill your executive’s curiosity and put his mind at ease.
    • Remember that you don’t want to inundate your executive with e-mails throughout the day but occasional, concise e-mail updates are welcome.
    • Use post-its to communicate short updates or even words of encouragement to your executive.

    Tips for Executives:

    • Remain approachable and accessible to your assistant throughout the day, whether by phone, email or in-person; do not go long stretches without making a point for a quick, informal check-in.
    • If you are in the same location as your assistant, step out of your office or cubicle once in a while. Walk over to your assistant’s workspace and ask, “How are you doing? What’s going on?” Just have short, informal conversations. You will be surprised what you might learn by having these spontaneous mini-conversations with your assistant. Plus, you will be building rapport with your assistant, which will increase her desire to be a star performer for you.
    • Provide on-the-spot feedback. When your assistant has done something to your liking or successfully handled a difficult situation, be sure to tell her exactly what you liked so she will repeat the behavior.

    On the flip side, if your assistant did not quite meet your expectations on an assignment, task, or situation, provide useful feedback immediately while the event is fresh in your mind and hers. Use these as coaching opportunities so your administrative assistant executive assistant can grow and become even more valuable to you.

     


    Monday_Motivators_HomeThis blog post is from Joan Burge’s Monday Motivators series. Monday Motivators is a weekly note offering practical ways to create a new mindset, change behaviors, develop positive relationships and thrive in the workplace with energy, effectiveness, and excellence. You can experience the power of self-navigation toward success. Energize your mind and drop those Monday blues! Subscribe to Monday Motivators.

    Subscribe Here

     

     

     

     

    2019_Conference_For_Administrative_Assistants

    The post Administrative Assistants and Ongoing Status Updates appeared first on Office Dynamics.

     
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