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  • feedwordpress 15:00:55 on 2019/03/21 Permalink
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    Administrative Assistants Working in a Team – Ask an Admin 


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    Ask an Admin is a concept that brings administrative professionals together for the best peer to peer advice from administrative assistants and executive assistants from around the world!

    This week Elizabeth comes to us with a tough question:

    Dear Admins:

    I find myself in a conundrum.  In our division, we have myself (Executive Administrator) and three Team Assistants (two in our building, and one in another state).

    After a long period of uneven support of specific local teams which resulted in the termination of a previous Team Assistant, we hired a new Team Assistant to take over the area.  Thinking to avoid a repeat performance, the candidate was interviewed several managers in the impacted area, as well as the Executive responsible and myself. The start was auspicious – lots of energy, interest and willingness to learn. We are now 15 months in and I observe there is significant departure from the first 90 days – late arrivals, early departures, unwillingness to take on work, lack of communication, dropped tasks, etc.

    I am frustrated as the remaining local Team Assistant and I invested significant time to schedule weekly lunches to ensure we meshed personally, initiated a weekly Admin Team Meeting to discuss activities and needs for backup support, and arranged a weekly all-day work-together session on Fridays to close the week and answer any questions that came up in real-time. Despite individual conversations and an intervention which included the Executive for the impacted area, the behavior does not change.

    I have come to realize that this is a management issue – lack of oversight, unwillingness to oversee the employee.  I am at a loss as to the next step. My boss, our division lead & the manager’s boss,  is informed.  The admin’s manager is not willing to manage the employee to the detriment of his teams and allows the incomplete work to spill over into the task lists of myself and the local Team Assistant. Staff members complain, but the feedback falls on deaf ears.

    What is an admin to do besides pick up the additional workload to ensure the service across teams is consistent?

    Okay, now that is a tough question! What is one to do when “all pistons aren’t firing” properly? The team is suffering because one isn’t pulling their weight and it sounds like the others are having to put extra effort into covering for this individual. Wow, very tough question!


    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.

    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!

    The post Administrative Assistants Working in a Team – Ask an Admin appeared first on Executive And Administrative Assistant Training - Office Dynamics.

     
  • feedwordpress 19:30:32 on 2019/03/20 Permalink
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    Coaching for Executive Assistants and Administrative Assistants 


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    I am happy to say that more executives are investing in their assistants by providing one-on-one coaching for them. Over the past two years, Office Dynamics has done more on-site coaching for executive assistants than we have done in the past seven years! And we continue to get more calls for this type of work.

    I love it when an executive is willing to make this kind of investment. It says that the executive and organization truly value this assistant and want to give them the tools to help them be even more effective. Typically, how this happens is that an organization will call Office Dynamics and their HR or executive will talk to us specifically about the situation or what skills they would like their assistant to develop. We provide executive assistant coaching on everything from being more assertive to professional image, communications, leadership, time management and building a partnership with the executive.

    When I or one of the Office Dynamics trainers goes on site, we sit at the assistant’s workspace for at least one day and sometimes two days and observe everything that goes on in the space. We learn how the assistant manages day-to-day processes and make recommendations for greater efficiency when necessary. We observe how the executive and assistant interact and how they manage their day. We spend private time with the assistant to learn what works well for him or her and what creates barriers to their productivity.

    After several hours of working with the assistant, we meet with the executive and the assistant to share our observations and our recommendations on how they can work more strategically and increase productivity on both sides. The last step is we help the assistant write a Professional Development Plan. This is detailed and maps out specific action steps the assistant will take. We use this information for a 30-, 60- and 90-day follow-up call with the assistant and the executive to track progress.

    Some of the changes we have seen take place are:

    • Communication with CEO
      • Had business cards made for myself and gave to CEO to travel with and distribute
      • Expressed ideas and opinions to improve processes
      • Clarify instructions to prevent rework
    • Managing CEO’s email
      • Re-edit subject line
      • Archiving old email
      • Set up priority Alert on mobile
    • Calendar Management
      • View calendars with a holistic approach
      • Enforcing my role as manager of the calendars
      • Implemented meeting/events and speaking engagement checklist
      • Pay attention to post meeting action plan, follow up
      • Constantly confirming and reconfirming meetings in case of any changes
    • Managing CEO’s office and personal life more seamlessly
      • Created a process to manage CEO’s life while I’m away
      • Continuous reminders given
      • Implemented ABC priority with work load but priorities constantly get shifted as more tasks are added
      • Successfully organized workspace
    • Create an environment that people are cognitive of my authority
      • Boundaries established
      • Assertive communication with colleagues
      • Redirect people to other resources
      • Reinforcing office policies

    On-site coaching is probably the most effective way to create change specific to an assistant’s situation because we are right here in your space seeing exactly what you deal with and how your day flows. The payoff is huge.

    Should your executive ever bring in a coach for you, see it as a good thing! On the other hand, you might request some private coaching. If in person is beyond your budget, we also provide coaching via conference calls. You may also want to invest your own funds to enlist a coach. I have had various types of coaches since I was in my 20s. They were always a great investment for me.

    joan_burge_signature

    The post Coaching for Executive Assistants and Administrative Assistants appeared first on Executive And Administrative Assistant Training - Office Dynamics.

     
  • feedwordpress 19:00:04 on 2019/03/19 Permalink
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    18 Books Every Administrative Assistant and Executive Assistant Should Read 


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    Office Dynamics has put together a list of books for administrative assistants and executive assistants that will help you with your professional development and personal life.

    Because we had so many great choices we decided to make it a little easier for you to find what you are looking for by breaking the blog into two sections. The first half of the blog contains titles that are dedicated towards the administrative assistant and executive assistant while the second half of the blog contains titles that are general to career and business but very applicable to the administrative profession.

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    Joan’s Greatest Administrative Secrets Revealed by Joan Burge

    In Joan’s 5th book for administrative assistants and executive assistants, the red-lipstick-wearing Rock Star, and pioneer of administrative excellence exposes the game-changing truths and unwritten rules you need to know in order to maximize your potential. In an unapologetic, uncompromising, no-holds-barred style, Joan shares never before revealed career stories and life lessons in a tell-all book that will challenge your perspective and teach you how to master your craft and triumph in today’s business environment. What are you waiting for? The world is waiting for you.

    This is Joan’s newest book for administrative assistants and is great for all levels.

    Click here to purchase Joan’s Greatest Administrative Secrets Revealed.

    who_took_my_pen_again_joan_burge

    Why Took My Pen…Again? By Joan Burge, Nancy Fraze, and Jasmine Freeman

    Amazon Best Seller

    This book is for executive assistants written by executive assistants! Overflowing with secrets, tips, and tools of the profession, this book is a ready resource created by those who “walk the walk and talk the talk” of the complex administrative professional role. They really “get it.”  Inspired by the Office Dynamics 18th Annual Conference for Administrative Excellence, themed The Path Forward: Adding Value Every Day, the authors drew on the attendees’ knowledge as well as their own years of experience to develop the content for this book.

    Who Took My Pen … Again? offers practical, creative strategies for achieving success and building leadership attributes, compiled from the diverse experiences of high-achieving administrative professionals in a wide variety of businesses and industries, representing four generations of experienced and highly-seasoned executive assistants. It will change your life.

    Click here to purchase Who Took My Pen…Again?

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    Become An Inner Circle Assistant by Joan Burge

    Earn Inner Circle status, thrive in your profession, be visible and recognized as a star performer. Joan Burge brings almost 35 years of experience in the administrative field to this groundbreaking book! The words Inner Circle conjure up visions of an exclusive group of people whose achievements are admired and rewarded. The Inner Circle Assistant title doesn’t show up on any organizational chart but she’s the woman or, the man, of the hour. The people who support company movers and shakers have the opportunity to move into an Inner Circle and this book outlines the steps to get there as well as thrive in the position. It is a book of strategy and workplace philosophy that will help administrative professionals become top performers in work and in their careers. This book for administrative and executive assistants is filled with road maps for success, scoring quizzes, real-life stories and examples.

    Click here to purchase Become An Inner Circle Assistant.

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    Underneath It All by Joan Burge

    In this cutting-edge book, Joan Burge intimately shares with administrative professionals the bottom line to achieving success and maintaining your edge in a worthwhile career. Joan Burge gets to the core of what’s ‘Underneath It All’ when it comes to living a life of significance as an administrative professional and individual. In a chaotic world where everything seems urgent and important, Joan has learned through the difficult journey of helping her husband battle pancreatic cancer, what matters most. She intimately shares with administrative professionals the bottom line to achieving success and maintaining your edge in a worthwhile career. You’ll read why it’s essential to maintain your competitive advantage and how continual improvement makes it possible. You will explore key points with Joan that lead to success in the administrative profession and you’re likely to wonder who switched on the lights?

    Click here to purchase Underneath it All.

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    The Innovative Admin by Julie Perrine

    If you want to be the admin every executive wants by their side, The Innovative ADMIN is for you! You’ll learn how to embrace innovative thinking that makes you invaluable to your boss, your co-workers and your company. The Innovative ADMIN empowers you to become the best you can be by enhancing your capacity for innovation! Innovation isn’t just for technology – it’s the key to your career future.

    Click here to purchase The Innovative ADMIN.

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    Become A Procedures Pro: The Admin’s Guide to Developing Effective Office Systems and Procedures

    Does taking time off lead to more stress than relaxation because you’re worried what will (or won’t) happen at the office while you’re gone? Are you looking for a way to demonstrate the skills and value you contribute to your organization and team? Do you want to be ready to act if your dream job suddenly becomes available? If the answer is “yes,” then you need to create your administrative procedures, and this book can help!

    Click here to order Become A Procedures Pro: The Admin’s Guide to Developing Effective Office Systems and Procedures.

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    The Organized Admin by Julie Perrine

    Are you struggling to create order in the disorganized chaos that is your workspace? Do you want more effective systems for keeping yourself and your executive organized? Do you want to better understand your unique organizing style?

    If you answered, “yes” to these questions, The Organized Admin is for you!

    Click here to purchase The Organized Admin.

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    Not “ An Admin!” by Peggy Vasquez

    In this book, Peggy will empower you by sharing her knowledge and experience, entertain you with humor, and inspire you through passion. Peggy’s objective is to help administrative assistants feel valued and know their contribution makes a difference. It is her desire to eliminate the saying, “I’m just an admin.”

    Click here to purchase Not “Just An Admin!”

    the_proactive_professional_chrissy_scivicque

    The Proactive Professional: How to Stop Playing Catch Up and Start Getting Ahead at Work (and in Life!) by Chrissy Scivicque

    In business, the advice to “be proactive” is repeated like a sacred mantra. And yet, no one ever bothers to explain exactly what that means or how to do it…until now. 

    The Proactive Professional reveals all the missing pieces of the proactivity puzzle and offers a step-by-step actionable framework for becoming proactive at work and in life. 

    Click here to order The Proactive Professional: How to Stop Playing Catch Up and Start Getting Ahead at Work (and in Life!).

    professional_development

    Build Your Professional Development Plan Workbook – The Ultimate Career Planning Tool by Chrissy Scivicque

    **Also includes bonus material: Build Your Professional Portfolio Guide**
    Created by career coach, Chrissy Scivicque, this step-by-step guide helps you create and implement an effective, personalized professional development plan. This workbook offers detailed training on specific, proven techniques and strategies that will help you grow your professional skills and achieve your career goals. It includes comprehensive instruction on how to create and implement an effective career plan, along with tools, templates and resources so you’ll have everything you need to achieve the professional success you long for now and in the future. 

    With this workbook, you won’t just LEARN IT, you’ll DO IT.

    Click here to order Build Your Professional Development Plan Workbook – The Ultimate Career Planning Tool.


    This is the second half of the blog that has books for administrative assistants and executive assistants but is a bit more generalized in consideration to professional and personal development. These titles come highly recommended from the Office Dynamics team.


    become_a_better_writer

    18 Days to Become a Better Writer by Barbara McNichol (eBook)

    Absorb these 18 solid writing techniques—one a day for 18 days—and you’ll gain skills toward your next career step. The techniques come together in this 18-day mini-program; you simply pick the start and end time.

    Click here to purchase 18 Days to Become a Better Writer.

    word_trippers

    Word Trippers E-Book by Barbara McNichol

    This easy-to-use word choice guide features almost 400 pesky pairings that commonly get confused. You’ll find answers to questions such as:

    • Do you use “fewer” or “less” when counting things?
    • When is “that” used instead of “which” in a sentence?
    • Can “famous” and “notorious” be interchanged?
    • Do “convince” and “persuade” mean the same thing?

    With Word Trippers at your fingertips, you won’t embarrass yourself or confuse your readers. Don’t waste (or is it waist?) time wondering which word is right. Quickly choose the perfect word when it really matters!

    Click here to order Word Trippers E-Book.

    how_to_be_like_walt

    How to be Like Walt: Capturing the Disney Magic Every Day of Your Life by Pat Williams and Jim Denney

    While many recent biographies of Walt Disney have reveled in the negative, this book takes an honest but positive look at the man behind the myth. For the first time, the book pulls together all the various strands of Disney’s life into one straightforward, easy-to-read tale of imagination, perseverance, and optimism. Far from a preachy or oppressive tome, this book scrapes away the minutiae to capture the true magic of a brilliant maverick.

    Click here to purchase How to be Like Walt: Capturing the Disney Magic Every Day of Your Life.

    the_compound_effect_darren_hardy

    The Compound Effect by Darren Hardy

    No gimmicks. No Hyperbole. No Magic Bullet. The Compound Effect is a distillation of the fundamental principles that have guided the most phenomenal achievements in business, relationships, and beyond. This easy-to-use, step-by-step operating system allows you to multiply your success, chart your progress, and achieve any desire. If you’re serious about living an extraordinary life, use the power of The Compound Effect to create the success you want.

    Click here to order The Compound Effect by Darren Hardy.

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    13 Things Mentally Strong Women Don’t Do: Own Your Power, Channel Your Confidence, and Find Your Authentic Voice for a Life of Meaning and Joy by Amy Morin

    Amy reveals that healthy, mentally tough women don’t insist on perfection; they don’t compare themselves to other people; they don’t see vulnerability as a weakness; they don’t let self-doubt stop them from reaching their goals. Wise, grounded, and essential, 13 Things Mentally Strong Women Don’t Do can help every woman flourish—and ultimately improve our society as well.

    Click here to order 13 Things Mentally Strong Women Don’t Do.

    disrupt_aging

    Disrupt Aging: A Bold New Path to Living Your Best Life at Every Age by Jo Ann Jenkins

    In Disrupt Aging, Jenkins focuses on three core areas–health, wealth, and self–to show us how to embrace opportunities and change the way we look at getting older. Here, she chronicles her own journey and that of others who are making their mark as disrupters to show readers how we can be active, healthy, and happy as we get older. Through this powerful and engaging narrative, she touches on all the important issues facing people 50+ today, from caregiving and mindful living to building age-friendly communities and making our money last.

    Click here to order Disrupt Aging: A Bold New Path to Living Your Best Life at Every Age.

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    Successful Women Speak Differently: 9 Habits That Build Confidence, Courage, and Influence by Valorie Burton

    The most successful women are often not the most talented, the most gifted, or even the most experienced. What these women have is a knack for communicating that opens doors and gives them influence. 

    Gleaning from powerful research, bestselling author and life strategist Valorie Burton unearths practical insights you can put to work in your life immediately.

    Click here to order Successful Women Speak Differently: 9 Habits That Build Confidence, Courage, and Influence.

    successful women_think_differently

    Popular author and professional certified coach Valorie Burton knows that successful women think differently. They make decisions differently. They set goals differently and bounce back from failure differently. Valorie is dedicated to help women create new thought processes that empower them to succeed in their relationships, finances, work, health, and spiritual life.

    Click here to order Successful Women Think Differently: 9 Habits to Make You Happier, Healthier, and More Resilient.

    Please share this article with anyone that you may think it could help. If you have any books that you think should have made this list,  please post it in the comments below and tell us why you love that book so much!

    The post 18 Books Every Administrative Assistant and Executive Assistant Should Read appeared first on Executive And Administrative Assistant Training - Office Dynamics.

     
  • feedwordpress 16:15:42 on 2019/03/19 Permalink
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    Administrative Professionals Not Getting Respect – Ask an Admin 


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    Ask an admin is your place to ask your question and have other administrative professionals, from around the world, give you their advice based on their experiences.

    This administrative professional, Seething in the South, asks us:

    What do you do? How do you handle…..a Manager who doesn’t acknowledge or respect my contributions? This isn’t the first time I’ve been dissed.

    Part of me says to put on your big girl pants and ignore it—AGAIN, and part of me says address it to clear the air, but then be labeled a typical, needy, overly-sensitive female (yes, he’s a known chauvinist).

    This happened yesterday:

    One of my responsibilities is coordinating all of our Company finances into a Quarterly Report with a lengthy CEO letter that all gets processed in In-Design. I’ve been doing it for many years.

    I have been requested to cover for the CEO’s EA while on maternity leave. I needed to prepare the Board Presentation and communicate directly with our the EAs of our outside Board members. I was honored as it’s a highly-visible project and was up for the task. It also meant I needed to learn a completely new data-sharing software package. It’s a very busy time for me because the Quarterly Report gets processed at the same time but I knew I could do it and I did.

    Long story, my Manager sent a thank you, great job, presentation was great, etc. and you all can take a day off an email to the entire team working on this, except for me. I found this out because a recipient of the email forwarded it to me. I’m upset because I went above and beyond to get this done and didn’t even get a thank you. No acknowledgment that it was a lot of extra work and learning outside of my normal. I could care less about the day off...but a little thanks goes a long way.

    SEETHING IN THE SOUTH

    Oh my. What an interesting situation. Here we have an administrative professional that sounds like she did an amazing job covering and learning what was necessary but wasn’t thanked accordingly. So, how do we address this? Or do we because it’s expected that have to go above and beyond in situations like this? What do you think this seething administrative professional should do?


    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.

    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!

    The post Administrative Professionals Not Getting Respect – Ask an Admin appeared first on Executive And Administrative Assistant Training - Office Dynamics.

     
  • feedwordpress 17:37:54 on 2019/03/14 Permalink
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    Communicating with your Executive – Ask an Admin 


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    Welcome back to Ask an Admin, the best place to get peer to peer advice for administrative assistants and executive assistants!

    This question comes from A Very Frustrated Admin, and the question is:

    I am at a loss and am completely frustrated. In the past, I’ve been extremely fortunate to work with executives who have been great at communicating. I’ve always been able to build a good partnership with the many different executives I’ve supported, all with different personalities and quirks, and even communication styles. But I recently had to relocate for health reasons, and take a new job in a new company. My new executive is a very nice person, but his communication is non-existent. I’ve tried speaking to him a few times now about it, but he seems to think I’m worried about my communication with him and not the other way around. And that’s not the problem. For Example, during the two weeks of Christmas and New Years, our office was closed Dec. 24th, 25th, & 26th, open the 27th and 28th. Then open the following week on the 31st, closed the 1st, and open the rest of the week starting the 2nd. 

    He worked the 27th and told me he decided to take the 28th off. No problem, I re-scheduled the meetings on the 28th to the following week. Then all day on the 27th, and the morning of the 28th he emailed me to schedule several meetings for the following week. Which I did. An hour before I was supposed to leave on Friday the 28th, our COO mentions that our CEO won’t be in on Monday, the 31st. (I support the CEO). I was never told by my executive he wasn’t coming in on the 31st, and I scheduled two very important calls for that day based on his previous emails to get the meetings scheduled right away. I texted him, to verify if he was going to come in or not, and never got a response. I texted him again on Saturday, still no response. Monday morning, 30 minutes before that first meeting, he finally texts to tell me he won’t be in and to please reschedule the two calls. I was scheduled to be off that day but was able to call into the office and get another admin to help make the changes.

    This is not the only time something like this happened. It’s a regular issue. I’ve told him many times, I need him to respond to my texts or emails. I need him to sign papers I put on his desk. And it takes days to get anything done. And then I’m the one that looks incompetent!

    Has anyone run into this before and figured out a way to “fix” the communication between you and your executive? I go home wanting to cry every day because I feel like I’m not performing at my best. I know I’m a great executive assistant, but my new executive doesn’t understand that we need to be a partnership. And I can’t get him to communicate.

    A Very Frustrated Admin

    Wow! A failing partnership between an executive assistant and a CEO can be a very tough thing to repair or establish but I know many of you out there have succeeded in accomplishing this so, let’s try to help this Very Frustrated Admin. Give us your thoughts below!


    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.

    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!

    The post Communicating with your Executive – Ask an Admin appeared first on Office Dynamics.

     
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