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  • feedwordpress 16:08:02 on 2019/09/13 Permalink
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    Give Your Readers a Break—Pick One! 


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    In wanting to cover many aspects of a topic, business writers sometimes throw down so many variables that readers have no way to gauge the importance of each. They feel weighed down trying! Look at these examples:

    1. The professor included and provided a methodology for continuing the effort.
    2. The state and local leaders developed and drafted numerous statutes.
    3. We need to appreciate and understand the factors affecting the time and place.

    The “Pick One” Principle

    You can lighten your readers’ load by applying the “pick one” principle. You’ll find it works for all kinds of writing—emails, reports, manuscripts, and more.

    The “pick one” principle asks: “Which word better describes what you want to say—the word before or after the and?” Then pick the one that adds more emphasis to your meaning.

    In Example 1, which word better conveys the meaning—included or provided? In this context, provided can cover the meaning for both—that is, if something is provided, we can assume it’s included. Pick one: provided.

    The professor provided a methodology for continuing the effort.

    Example 2 has the word and in two places, making the sentence long-winded. For developed and drafted, the more apt word is drafted because something can’t be drafted without being developed first. Pick one: drafted.

    “Pick one” also applies to making a single-word substitution. For example, state and local could be changed to government without altering the meaning in this context.

    The government leaders drafted numerous statutes.

    In Example 3, because appreciate and understand are so close in meaning, using both is like saying it twice. “Pick one” to streamline the writing. For time and place, we could substitute a single word: situation.  

    We need to understand the factors affecting the situation.

    Good Rule of Thumb to Follow

    When you reread anything you’ve written, find all the places you’ve used and, then apply the “pick one” principle wherever possible. That way, you won’t dilute the meaning of your message or needlessly weigh down your readers.

    Give them a break. Pick one!

    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 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.

    wordtrippers_grammer_course

    The post Give Your Readers a Break—Pick One! appeared first on Office Dynamics - Executive And Administrative Assistant Training.

     
  • feedwordpress 16:30:57 on 2019/09/12 Permalink
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    Creating an Administrative Professional Protocol Manual – Ask an Admin 


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    Christine N. Asks:

    I’m finally getting around to creating my Administrative Professional Protocol Manual but I’m not sure if it should print everything out in a 3 ring binder (using dividers), using a One Note document, having it electronically in an online file or all of the above.  What do most administrative professionals prefer? 

    Thank you!

    Please comment below.


    Ask an Admin was created by Office Dynamics to help administrative professionals with their problems through the help of their peers. We don’t always have an answer to each individuals problem but we know some of you might.

    If you’d like to learn more about Ask an Admin or submit a question, you may do so here.

    The post Creating an Administrative Professional Protocol Manual – Ask an Admin appeared first on Office Dynamics - Executive And Administrative Assistant Training.

     
  • feedwordpress 17:15:32 on 2019/09/04 Permalink
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    6 Ways for Assistants to Gain Respect 


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    A powerful, but underutilized, way for administrative and executive assistants to gain respect and be taken seriously is to exude executive presence. Forbes.com define executive presence as the ability to project gravitas–confidence, poise under pressure and decisiveness. Furthermore, communication—including speaking skills, assertiveness and the ability to read an audience or situation—and appearance contribute to a person’s perceived executive presence.

    When you create executive presence, you are taken more seriously in the workplace and your voice is more clearly heard. Executive presence is a combination of business expertise, competence in a chosen profession and ability to build or connect with others. You do that by:

    1. Delivering information in “headlines.” In my World Class Assistant™ course, attendees will ask me what this means. Just think of a newspaper. We see headlines, right? So, when you are communicating with executives or managers, keep it short, simple, and to the point. They don’t have time for the back story.

    2. Communicating with passion and energy. You get people’s attention when you do this. A goal in communicating is to get people to listen to us. Maybe our goal is to get them to buy into an idea or try something new. Even daily, you can speak with more liveliness. I notice when I speak with more energy, I actually feel energized!

    3. Speaking up. Use strong and clear language. You can do this in a way that does not make you appear to be aggressive.

    4. Using a confident tone. It’s very hard to convince or persuade someone when you come across as hesitant just by the tone of your voice. I recently worked with a CEO of a top Fortune 500 company and coached his assistant. The CEO told me he does not like it when his assistant does not sound confident about something when he asks her a question. The example had to do with a meeting whereby the assistant did not sound sure of the information when questioned by her executive.

    5. Engaging people in conversation. Don’t wait for people to ask you question or start a conversation. We project confidence when we reach out to others and initiate conversation. You will be amazed at how positively people will respond to you when you pay attention to and show an interest in them.

    6. Learning to read your audience or the situation and adapt as necessary. It’s just like what I must do as a speaker and trainer. If I am good at my craft, I pay attention to my audience. I don’t just keep going ahead with what I want to say without noticing how my audience is responding. Your audience may be one or two people. But if you are to be successful, you need to be aware of what is going on with the other person and adapt, if necessary.

    In my World Class Assistant™ course, attendees get to practice projecting executive presence. We do this on the third (last) day of class. They present as a team and discuss the benefits they derived from attending the WCA course. To make it real, the assistants pretend they are presenting to their executives. Each person in the group demonstrates their newly learned skills.

    I hope you will practice the above-mentioned techniques. I am positive you will see results.

    training_for_executive_assistants

    “Of all the programs offered by other training companies that I’ve attended, World Class Assistant™ was much more comprehensive and intense. This program is head and shoulders above the rest! It continues to help raise the bar.”

    – Jennie Forcum, CWCA

    Our World Class Assistant™ course typically sells out so act fast!  In order to deliver a cutting edge, unique experience, we intentionally keep class sizes small.  Don’t spend too long on the fence.  You’ll miss the opportunity of a lifetime!

    Learn More and Register Here.

    The post 6 Ways for Assistants to Gain Respect appeared first on Office Dynamics - Executive And Administrative Assistant Training.

     
  • feedwordpress 18:30:42 on 2019/09/03 Permalink
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    How Can I Start a Group for Administrative Assistants? – Ask an Admin 


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    Ask an Admin was created by Office Dynamics to help administrative professionals with their problems through the help of their peers. We don’t always have an answer to each individuals problem but we know some of you might. Please read the question and comment below.

    Emily K. asks:

    I live in a town close to admin groups (like Meetup or non-profit groups) but each is at least 1.5 hours away. I would like to start something similar in my town. How would I go about starting a group that will be more than just me, sitting in a coffeehouse by myself?

    Does anyone have any experience putting together and administrative group? Please comment below.

    The post How Can I Start a Group for Administrative Assistants? – Ask an Admin appeared first on Office Dynamics - Executive And Administrative Assistant Training.

     
  • feedwordpress 16:07:54 on 2019/08/29 Permalink
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    Successful Assistants Combine Left and Right Brain Thinking 


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    adminology

    Several years ago, I came up with Adminology. It was a formula for success for assistants. I still teach Adminology in our World Class Assistant™ certification and designation course because it never changes. Just bear with me as I explain this to you as it will all come together. Assistants should apply the Adminology formula to achieve better outcomes.

    The formula is: Science + Art = Success. So, what do I mean by that? Well, the left side of the brain is the science side.

    Words to describe left-brain thinking are:

    • Logic
    • Order
    • Structure
    • Scientific
    • Rules
    • Analytical
    • Methodical

    Words to describe right-brain thinking are:

    • Gut feel
    • Intuition
    • Sensitivity
    • Artistic
    • Free-flowing
    • Imagination
    • Non-verbal cues

    Let’s take for example the task of meeting planning or calendaring for your executive. To achieve your best results, you would schedule meetings or appointments for your executive using both sides of the brain.

    You would:

    • Take into consideration your executive’s travel. Be sensitive to the fact that your executive may have jet lag, or be tired from a hectic schedule of running from meeting to meeting. You might be sensitive to the fact that your executive has something going on in their personal life.
    • Pay attention to non-verbal cues when working with others to schedule meetings, if you are talking face-to-face or on the telephone or even in an email.
    • Maybe use your gut feel or intuition in a situation where you know your executive does not like early Monday morning meetings. Meaning your gut tells you that because your executive has busy weekends and your executive takes a while to get going on Monday mornings, you stay away from booking morning meetings.
    • Logically look at the entire week. Can you really fit in another meeting on Wednesday? Are you being practical about meeting scheduling? Are you logically thinking through the logistics and allowing your executive enough time to get from point A to point B.
    • Organize your executive’s meeting materials. If you are hosting the meeting, you need to organize your meeting room and any materials for attendees.
    • Bring structure to any chaos meeting day.

    Does this make sense? You could go through just about every major task you perform and use the Art + Science approach.

    Optimization

    During our World Class Assistant™ course, I also talk about optimization in relation to Art + Science. That is because many assistants who attend our course are already high-performing assistants. You are probably like them. So, what do you do now? You optimize what you have.

    Optimize means to:

    • Enhance the effectiveness of something
    • Make something function at its best

    You will take your career and productivity to an entirely new level if you can combine art and science with a dash or two of optimization.

    Art Side: be a visionary; imagine the future; picture what you want your future to be. This means that you will not have all the details now. It is like sketching the picture without filling in the details of the picture. Do not worry whether it is practical or realistic. See the possibilities of what could be.

    Optimize by: daring yourself to take big steps; be bold; have a purpose for your life; write your mission statement; stop listening to all the naysayers; verbalize your future to others and use affirmations regularly.

    Science Side: map out a plan; identify the steps you will take to achieve your goal; forecast any barriers and list steps you will take to work around the barriers; write a timeline; assess your progress as you travel the road.

    Optimize by: writing BHAGs (big hairy audacious goals); force yourself to quietly sit and map out a plan; follow the rules of success and don’t be afraid to occasionally break the rules; measure your progress and get back on track when you are diverted; discipline yourself to learn the process of achievement and don’t make excuses; give structure to your life where you need to have structure.

    This may seem like work at first and you may have to make a conscious effort to use both Art and Science. But like any other habit, after you do it several times, it should become a part of your work life.

    Joan Burge

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    What your peers are saying

    “I’ve attended many administrative training programs, but this is by far the most focused, detailed, and informative one. I feel that I’ve stepped up to a new level in my career by attending this program.”

    – Johanna Viteri, CWCA

    “Of all the programs offered by other training companies that I’ve attended, World Class Assistant™ was much more comprehensive and intense. This program is head and shoulders above the rest! It continues to help raise the bar.”

    – Jennie Forcum, CWCA

    “Very valuable and ‘real life’ knowledge was taught and shared. Excellent team building exercises. Informal, yet professional environment which encouraged participants by all attendees.”

    – Cheryl Havsman, CWCA

    Learn more and reserve your seat here.

    The post Successful Assistants Combine Left and Right Brain Thinking appeared first on Office Dynamics - Executive And Administrative Assistant Training.

     
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