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  • feedwordpress 15:00:55 on 2019/03/21 Permalink
    Tags: Ask An Admin, , ,   

    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 16:15:42 on 2019/03/19 Permalink
    Tags: Ask An Admin, , , , ,   

    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
    Tags: Ask An Admin, , ,   

    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.

     
  • feedwordpress 19:09:15 on 2019/03/08 Permalink
    Tags: Ask An Admin, , , , ,   

    How do I Write Admin Goals? – Ask an Admin 


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    This week we are going to post two questions from different administrative professionals so we can get those helpful answers to them more quickly!

    The first question comes from Velma, and she asks:

    How do I write “Admin Goals?” Most companies want you to submit S.M.A.R.T. goals but admin duties are ongoing and don’t have completion dates (unless it is a specific task).

    Ok, interesting question. I can see where Velma is getting confused but as administrative assistants setting goals there needs to be a focus not just on the tasks but maybe the individuals growth? Let’s get this administrative assistant help and give some great answers!

    The second question comes from Ms. Jordan, and her question is:

    What is the best way to deal with double standards (do as I say, not as I do) in the workplace?

    Wow. Great question! This happens more than we like it to, so how do we deal with that. How do administrative assistants and executive assistants deal with double standards in the workplace?


    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 How do I Write Admin Goals? – Ask an Admin appeared first on Office Dynamics.

     
  • feedwordpress 19:00:24 on 2019/02/27 Permalink
    Tags: Ask An Admin, , , , ,   

    How do I Deal with an Executive that Always Says Yes? – Ask an Admin 


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    Welcome to Ask an Admin! This is where any administrative assistant or executive assistant can submit any question they have and your peers can weigh in on the conversation with their advice. There is more than one way to approach a situation or problem so we would love to hear your input!

    This week Karen asks:

    How do Administrative Professionals deal with an executive who says yes to everything?

    Background info: Our new CEO says yes via meeting requests via email, text, LinkedIn, Facebook and many other social media channels and then in an email or other post tags me asking me to set up a meeting. I’m struggling since the new CEO started in November, I have a Google doc with all of the requests have come through, ranked them via importance. He isn’t making it a priority to prioritize his schedule and also he doesn’t look at his schedule, I can email, print out or text meetings and he only wants to know what meeting is next. He can also get upset if he’s not prepped properly, but if he’s not making our meetings a priority how can I prepare him properly for success in his role?

    So it sounds like Karen may have a “button masher” (someone that just clicks approve or yes without looking) and isn’t taking the time to prep himself. Wow! This is a tough one…

    Well what does Karen need to do? What can she do?

    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.

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    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 do I Deal with an Executive that Always Says Yes? – Ask an Admin appeared first on Office Dynamics.

     
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