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  • feedwordpress 16:15:44 on 2019/06/12 Permalink
    Tags: Assertive, , , , ,   

    Getting Things Done 


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    executive_assistant

    Getting things done in the workplace is one of my favorite topics to speak on and write about. I have been passionate about this topic for 28 years. Administrative assistants continue to struggle with how to keep up with all the demands placed upon them in a time-compressed world and yet maintain quality.

    I will share with you some of my favorite tips. And you can get more tips on this subject by going to Office Dynamics YouTube Channel.

    Coping with Conflicting Priorities

    • Ask for specific deadlines. Do not accept the “a.s.a.p.” answer. How many times do you ask a manager or someone who is giving you a task, “How soon do you need this?” The typical response is “as soon as possible.” Change your question and you will get a different response. Instead ask the person, “By when is the latest I can get this to you?”
    • Early in the day, clarify with your manager(s) what are the most important priorities. I highly recommend doing this first thing in the morning as what you thought was a priority at 5:00 pm the day before, could have totally changed because your manager (like many others) is working at night and early morning. Always clarify the top 3 priorities for the day.  
    • When struggling with which “A” priority to do first, ask yourself, “What is the impact of not getting this done today?”

    Organizing Your Workspace

    An organized workspace reduces stress, gives the impression to others that you are on top of things, and saves you time.

    • Remember your workspace is a part of your professional image.
    • Your workspace is not storage space.
    • Place the most frequently used items closest to you.
    • Use desk trays to keep paper items and folders neatly organized.
    • Your inside drawers matter too.

    Neutralize Information Overload

    We are exposed to a tremendous amount of information in a day.

    • Don’t read everything that comes your way. Learn to scan information and determine which items really need attention.
    • Assess your information sources. Make sure the source of information is credible.
    • Use your highlighter to mark important information, deadline dates, or aha information. (electronic or hard copy)

    Tips to be Productive

    • Standardize your processes.
    • When given a project or task, try to get all the information at once. Many times, your manager just gives you bits of information. Be assertive and ask for more details or get the bigger picture to reduce back and forth time or going off on the wrong tangent.
    • Establish some quiet time throughout the day to re-assess your priorities.
    • Recognize the time of day you are most productive. At that time of day, do your most intense work or the work that will take a great deal of focus or brainpower.
    • Throughout the day, as you are doing your work, search for simpler and faster ways to do that task.

    Don’t confuse. . .

    . . . activity with results

    . . . hard work with results

    . . . efficiency with results.

    You can be active and very busy but running around in circles. A professional is someone who cares about the results, not just the activity.

    The post Getting Things Done appeared first on Office Dynamics - Executive And Administrative Assistant Training.

     
  • feedwordpress 08:00:48 on 2019/06/06 Permalink
    Tags: Assertive, , , , , , Pushover, ,   

    How to Avoid Being a Pushover at Work 


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    In any group of people, some will be more assertive than others. Many of those who aren’t assertive by nature face a constant battle to avoid crossing the line into passivity. Even the most laid-back people don’t want to be a pushover.

    If your lack of assertiveness has become unhealthy—or is starting to take a turn in that direction—start by asking yourself where the issues are coming from. Maybe you feel you need to please people, or you want to be liked, or you think silence shows your strengths.

    Whatever your reasons, being a pushover won’t raise you in anyone’s estimation. It means you’re being taken advantage of. And when you’re tired of it, here are some smart steps you can take as you learn to stand up for yourself with confidence:

    Get to know your triggers. What situations freeze you up the most? What people or areas do you associate with problems? The more you understand what’s going on, the better you can combat it. Becoming mindful of self is the first step to making a change.

    Learn to prioritize. If you’re saying yes to too many things, spend more time thinking through priorities. Start with the things that are most central to your role and responsibility. When you focus on your priorities, it’s easier to say no to the things that will interfere with them.

    Practice saying no. The best way to change your responses is to learn a new behavior, and at the core of not being a pushover is mastering the art of respectfully but firmly saying no. A good starting place is my blog post “17 Different Ways to Say No.” Remember that the best way of getting good at anything is to keep practicing, and that learning to say no gives you more room to say yes to the things you really want to do.

    Offer solutions. If you find yourself presented with impossible requests, try to present a solution or an alternative resolution that will help achieve fill the need without making it your responsibility. Learn to be part of the solution without taking over ownership of someone else’s problem.

    Stop saying you’re sorry. If you have a tendency to be a pushover, you likely find yourself apologizing often. Try to eliminate “sorry” from your vocabulary except in situations where you’ve actually made an error or caused harm. The next time someone wants to dump something on your lap, just say no and let it go. Offer an alternative if you’re able, but don’t apologize for not taking on something that wasn’t yours to begin with.

    Enlist the help of others. It’s hard to change behavior on your own, so enlist a group of people to support you. Find friends, colleagues or a coach who can keep you assertive and accountable. Create yourself an inner circle of people you can count on to help you set appropriate limits.

    Keep practicing. Like everything else in life, learning to stand up for yourself takes practice. Remind yourself daily to be confident and firm. It may be difficult at first, but you’ll be happier in the long run.

    If you’re among the pleasers, the sacrificers, the doers, the martyrs, remember that being a pushover is not a sign of strength but a gap in your leadership.

    Strength will come from standing up for yourself, learning to say no, coming up with solutions and being confident. When you stop sacrificing yourself to please others, you can showcase your strengths.

    Lead from within: The worst way to lead is to try to please everyone, because you end up pleasing no one—least of all yourself.

     


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    Additional Reading you might enjoy:

     

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    The post How to Avoid Being a Pushover at Work appeared first on Lolly Daskal.

     
  • feedwordpress 20:10:13 on 2019/04/04 Permalink
    Tags: , Assertive, , , , , ,   

    How to Help Your Manager Get Things Done – Ask an Admin 


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    If you are an Administrative Professional looking for your questions to be answered by your peers, then this is the place for you! This is the best blog for advice for administrative assistants and executive assistants provided by Office Dynamics International.

    This week Renee C. asks:

    As an administrative assistant, how do you get your supervisor to complete his tasks and get things done, especially in a timely manner and meet deadlines? I’ve tried everything from whiteboards of projects to various types of folders with deadlines, to scheduling time in outlook, sending reminders (email, outlook, paper) to standing weekly meetings with him. Things don’t get done nor do they get done in a timely manner. I don’t know what other methods and/or processes to use.

    Wow! Ok, Renee is wondering how does an administrative assistant manage her manager or executive? Does Renee start with managing deadlines, learning how to schedule properly? Or does this frustrated administrative assistant need to build on her partnership with her executive? How do you help your manager get things done?

    We have several tools that actually can help with this but we want to see what you have to say!


    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.

    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 to Help Your Manager Get Things Done – Ask an Admin appeared first on Executive And Administrative Assistant Training - Office Dynamics.

     
  • feedwordpress 19:09:15 on 2019/03/08 Permalink
    Tags: , Assertive, , , ,   

    How do I Write Admin Goals? – Ask an Admin 


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    training_for_administrative_assistants

    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: , Assertive, , , ,   

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


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    training_for_administrative_assistants

    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.

    Monday_Motivators_Home

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


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

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

     
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