Admin Assistant Training

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Tags: Admin Assistant Training, conference ( 21 ), Self Development ( 145 ), Uncategorized ( 124 )

Conference for Administrative Assistants – How to Get Your Executive’s Approval

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Most of the time assistants tell me they can’t attend our conference for administrative assistants or training because of budget cuts or not getting financial support. Sometimes it really is a budget issue. I understand that perfectly as a business owner and CEO. But often, it’s just lack of knowing how to sell the conference to the executive. Have the courage to go after what you want. That in itself is a learning experience. Below are strategies that really work. I used them when I was an assistant and needed to convince my executive to send me to a conference for administrative assistants.

Points to Consider
1. You need to continually learn and grow. In today’s competitive marketplace and at the pace this profession is changing, if you do not continually enhance your skills, build new ones, and have a strategy for your career, you will get left in the dust.

2. Don’t feel guilty about being out of the office to attend a program or conference that will make you better equipped, faster, smarter, and sharper.

3. Get your executive to see the long-term payoff. Often executives think about the number of days you will be out of the office. You need to help them see that while you may be gone three or four days, you will gain skills and knowledge that will take you, and them, into the future.

4. Executives travel all over the country. Why shouldn’t you? Some assistants tell me they can only attend seminars that take place in their city or state. That is not 21^st Century thinking. Assistants should be a business partner to their executive, so start acting like a business partner and convince your manager why you should be allowed to travel out of state.

5. Don’t give up. If you really believe this training will help you professionally or even just rejuvenate your enthusiasm about your career, realize it may take three or four attempts to convince your manager. You may have to try different ways or formats to persuade your executive and, remember, timing is important.

Principles of Persuasion

1. Know exactly what you want to accomplish by attending a conference for administrative assistants. List your objectives alongside each topic in the curriculum and how that will tie into your current job or prepare you for the future.

2. To be a good seller, consider the buyer’s viewpoint. Try to put yourself in your executive’s position. What key selling points would be important to your executive? How will your executive benefit from you attending the conference?

3. Learn what motivates your executive. Is your executive motivated by ROI (return on investment), the skills you will develop or you learning from an acclaimed expert in the field? Does your executive believe in personal development and growth? If not, it will be a harder sell but don’t give up; be persistent.

4. Keep in mind the format you will use to present your case. Try to gauge your receiver’s communication style preference. Does your executive prefer information short and to the point or does your executive like details? Is your executive a visual person? If so, provide graphs or charts to make your point. Or for example, use visuals from the administrative conference site and pull them into PowerPoint or mini-posters to communicate with your executive.

5. Tie key learning points of the conference for administrative assistants to your professional development plan for the year and to the goals of your department.

6. Show your executive how what you will learn will help you in specific areas of your job. For example: Let’s say one of the topics covered will be learning and understanding communication styles. Tell your executive you will use that information to be a better communicator by tapping into the receiver’s style; build rapport with internal and external customers; and complement your executive’s and his or her staff’s communication styles.

7. If your executive still says no to the conference for administrative assistants, sincerely ask your executive why he or she believes this is not a good investment. You may be able to counter that perception.

8. It always helps to let your executive know that you will share what you have learned with other assistants in your organization. But be absolutely cognizant of copyrights.

9. Emphasize the benefits of networking at the conference with peers and learning from others in the field.

10. Negotiate if necessary. Ask your executive to pay the registration fee and hotel and you’ll pay your airfare. Or you pay for your hotel stay and ask your executive to pay for registration and airfare. Be creative!

11. If all else fails, maybe you need to make the financial investment in yourself. Yes, I said you make the investment. I know several high-performing assistants who have spent thousands of dollars on their development and have reaped tremendous rewards over the years.

GOOD LUCK!

The post Conference for Administrative Assistants – How to Get Your Executive’s Approval appeared first on Office Dynamics - Executive And Administrative Assistant Training.
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Tags: Admin Assistant Training, conference ( 21 ), Self Development ( 145 )
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.

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

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Tags: Admin Assistant Training, Career Management ( 116 ), Uncategorized ( 124 )

What is the Difference Between an Administrative Conference and Administrative Training?

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difference_between_administrative_training_and_conference

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 Conference	Administrative Training
Delivered live with audience in the same room (may be streamed or recorded	Delivered live with an audience in the room (could be virtual)
All types of interaction with audience is possible	All 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 event	Definitely, have direct contact with facilitators because often the class size is small compared to a conference
Mid-level facilitation	High-level facilitation by the presenter (Important the presenter is highly experienced to create behavior change)
Networking with 100 – 2,000	Networking 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 present	Usually, 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 – some	Skill 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 activities	Might include a welcome reception or dinner
General Sessions and Concurrent Sessions	Usually, everyone is in one place/room. Might have some small break out groups or rooms
Usually higher end cost, but not always	Could be a higher end; normally affordable
Held in various cities and countries	Held in various cities and countries
Usually comprehensive materials	Participants SHOULD receive comprehensive materials
Exhibitors – usually, not all	Usually 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.

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Tags: Admin Assistant Training, Career Management ( 116 ), Organizational Skills ( 33 ), productivity ( 76 ), Self Development ( 145 ), Stress Management ( 32 ), time management ( 26 ), Uncategorized ( 124 ), work life balance ( 22 ), Workplace Tools ( 39 )

9 Ways to Improve Your Organization Skills for Administrative Assistants

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Organization skills for administrative assistants are one of the most valuable skills to have as an administrative assistant.

Without the ability to organize your work and your resources, you could be twisting in the wind in no time. You may have been able to muddle along back in the day, but in today’s competitive environment, you need to work any advantage in your favor.

Fortunately, there are at least 9 ways to improve your organization skills as an administrative assistant without too much effort on your part.

Be proactive

Most people take the work one day at a time, coming in ready to take on whatever happens. However, that means you are reacting to a situation rather than preparing for it in advance. The best way to make the most of your day is to prepare for it in advance. Know what you need to do for the next day and make preparations for them before you leave for the day. This not only takes the guesswork out of your workday, it might even give you some insights or ideas of how to do the work better.

Make a list

Part of being proactive is making a list of all the things you need to do for each day. The benefits of this are of course so you don’t forget anything. An added bonus to making a list is crossing it out. It gives you not only a concrete way to keep track of the tasks you need to do, but it motivates you to keep doing it because it gives you such a sense of satisfaction and accomplishing crossing each item on your list. This is putting all your ducks in a row, and you shoot them down one by one, metaphorically speaking.

Make a schedule

At the same time you are planning the day and making your list of tasks, you should make a schedule, giving each task a prescribed time to do each one. You can ensure you meet all your deadlines, and nothing is left by the wayside.

Be an early bird

You are more likely to get more things done, and in time, if you start early. Of course, this should reflect on the work schedule you make, but getting started early also means there are other things you can do to keep you on your toes, such as daily exercise and a good breakfast. Starting early also means you avoid stress by having plenty of time to get to work and do anything else you need to do.

Establish a filing system

Most of your files are probably going to be digital, but you still need to know where everything you need is stored. Looking for lost files will take up as much of your time as looking for misplaced items. You need to make sure all your files are in its proper place. You should also have a master document of all your files, and the location of those files.

Make the most of your prime time

Everybody has a certain time of the day when they are most productive. Some work better early in the morning, while others work best in the evening. You should schedule all your most demanding or challenging work during this time. Of course, if your business involves meeting with other people, you need to coordinate your prime time with theirs.

Minimize interruptions

You may think it is obvious, but you waste a lot of time dealing with interruptions to your work. This is why it is important to make a schedule. Follow the schedule and avoid distractions as much as possible. Turn off your mobile phone, close the door to your office, and avoid useless meetings. If you travel frequently, you should travel in as comfortable surroundings as you can so you can do work.

Learn to delegate

You might think you are saving money by doing everything yourself. The fact is, you can save a considerable amount of time and effort by delegating tasks to the right people and focusing on core activities that will make you money.

Organize your workplace

Whether you work alone, or you have employees, you want to arrange your work area so you can be more efficient. You can minimize the time and effort it takes to get things done. Even putting the photocopier next to where you keep your paper supplies can help save a few steps and trips that ultimately increase your productivity, and that of your employees.

Organizational skills for administrative assistants are crucial to the success of any business. Some people are naturally organized, but even if you aren’t, you can develop them. These 9 ways can help you improve your organization skills in practical and workable ways.

We want to hear from you, what are your favorite tips for better organization? Share some of your organization skills, tips, and tricks in the comments below.

Learn more administrative professional skills that will launch you further into career success by attending our World Class Assistant™ course and obtaining the Certified World Class Assistant designation.

The post 9 Ways to Improve Your Organization Skills for Administrative Assistants appeared first on Office Dynamics - Executive And Administrative Assistant Training.
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Tags: Admin Assistant Training, Attitude ( 61 ), Career Management ( 116 ), Self Development ( 145 ), Uncategorized ( 124 ), Writing and Grammar ( 25 )
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.

Joan’s Greatest Administrative Secrets Revealed by Joan Burge

In Joan’s 5^th 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.

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 18^th 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?

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.

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.

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.

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.

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.

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: 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!).

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.

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 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: 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 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.

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: 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.

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.

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!

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