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  • feedwordpress 16:15:28 on 2018/10/02 Permalink
    Tags: Career Management, , , , , , , , ,   

    7 Tips for Administrative and Executive Assistants 

    Being an Administrative or Executive Assistant is not always a walk in the park. There is always a fire to be put out, there is the juggling of 9,000 different tasks, and sometimes you are an assistant to more than one executive or manager.

    Simply put, not everyone can handle the position of Administrative or Executive Assistant.

    With that said, there are tips and tricks out there that are being used by assistants to make life a little less hectic. I’d like to share some of our practices here at Office Dynamics.

     

    Make A List

    Making a list simply allows you to organize your thoughts and decide what tasks need to get done ASAP versus those that can wait until the end of the day.

    There are several different ways you can do this. You can use one of those fancy digital apps or you can physically write out a to-do list. I’ve found that when I write things down I’m not being distracted by emails popping up or different notifications. Also, I found that starting my to-do list first thing in the morning, before I check my emails, allows me to think about everything I have to get done for the day. I encourage you to try different techniques and find what works best for you.

     

    To Multitask Or Not To Multitask

    As I write this I know many readers will think to themselves, “I work best when I multitask.” When in fact that may not be as true as you think it is. Studies have shown that those who multitask experience an IQ score decline similar to those that have stayed up all night.

    Another study shows that performing multiple tasks is less efficient because of the extra time it takes to shift mental gears. Joshua Rubenstein, Ph.D., of the Federal Aviation Administration says that your brain must actively decide to switch tasks, then choose a task to switch to. Once you’ve switched tasks your brain needs to “shut off” the rules from the old task and “turn on” the rules for the new task. All of this leads to inefficiency in the workplace.

    Think of someone filling out a finance form in excel then switching to writing an email that concerns the items needed for a meeting.

    Joan Burge, Founder and CEO of Office Dynamics, has written and spoken about avoiding multitasking as well. Read her article, Why I Think We Should Kill Multitasking.

    I understand that being 100% free of multitasking is impossible and it’s tough to go from multitasking to not multitasking but I can personally say my work efficiency has increased since making the change.

    To read more about this, visit the link below!

    https://appliedpsychologydegree.usc.edu/blog/to-multitask-or-not-to-multitask/

     

    Email Conversations

    How often have you had a conversation with your Executive or Manager, discussed the details of a particular project or a meeting and then you both forget what was discussed and agreed upon?

    By sending a quick “FYI/follow up email” that confirms your conversation, you will avoid confusion and have a record of what was said.

     

    Passwords and Logins

    Let’s be real with ourselves. We have more logins and passwords that we know what to do with. To add on top of that, when we forget a password and have to make a new one they ask for so much to be included in the password like a capital letter, a lowercase letter, a symbol, a hieroglyph, the wing of a dragon, and your first born child’s fingerprint. Well, it’s not that bad but you get my point.

    There are several things you can do to alleviate this stress/pain.

    • Use Password Managers such as 1Password or LastPass. This will help manage all your passwords and keep them in a safe digital location. (My highest recommendation)
    • Rely on major companies such as Twitter, Facebook, and Google. A lot of the time you can use these platforms to create an account and use as a login.
    • Write them down. This is a bit “old school” and some people may say that this isn’t a great idea, however, if you treat this document like any other valuable document then you could use this idea.

     

    Get Used To Saying No

    It is OK to say no…well, depending on who you are saying no to.

    There are many people in the workplace that feel the pressure to say “yes” to anything when they are asked. Whether it is to be more liked, to show they can take the extra responsibility, or just because they can’t say no.

    But whatever the reason is, you need to realize that saying no is ok. By learning to say no (more often) you are doing multiple things. You are:

    • Setting boundaries.
    • Lightening your workload by not taking the workload of others.
    • Reducing stress by taking on less work.
    • Not agreeing with opinions you don’t believe in, you are not putting your own morals in question.
    • Showing respect for yourself, and others will respect you as a result.
    • Not putting yourself last.

     

    Stay On Top Of Trends and Technology

    Let’s face it. The advancement of technology today moves so fast that we have a hard time keeping up with it. By the time you get the new iPhone or Android model, there is already another one announced. If you buy a laptop that is one month old you have to update it several times just to be up to date.

    Mobile apps are being added to the app-stores every day without notice.

    It really is overwhelming. But it doesn’t need to be. When you stay on top of technology and take the time to read on the latest trends (in your area of business) or find an expert that can recommend the best tech to use, it really will help your learning curve and cut down on the “catch up” research.

     

    Weekend Bucket List 

    Take the time to make time for the important stuff in your life. Whether you do this on your lunch, at home, or part of your morning routines, you need to do it. If you head into your weekend with the idea of getting something done, more than likely you will do it.

    By completing your Bucket List or part of it, you will walk into the new week with a sense of accomplishment, clear head, and weight off your shoulders.

    Side note, it is ok to pamper yourself a little for the crazy week you just put in, make sure to do this every once in a while.

     

    Finally

    These tips and tricks are here as suggestions and if you decide to try them out that is great but what we would love is to hear some tips and tricks that you could share!

    We are a growing workforce and the more help from each other, to each other, the better.

    So, what are some tips and tricks that you can recommend to your peers? Let us know in the comments below!

    For other tips and tricks read, 9 Ways to Improve Your Organization Skills.

    The post 7 Tips for Administrative and Executive Assistants appeared first on Office Dynamics.

     
  • feedwordpress 15:50:47 on 2018/09/10 Permalink
    Tags: Career Management,   

    5 Ways to Take Charge of Your Career 

    5 Ways to Take Charge of Your Career

    1. Think like an entrepreneur. See yourself as President of You, Inc. Don’t just think of yourself as working for someone else. Learn to take responsibility and be accountable for your work environment. Be a catalyst in making good things happen around you.
    2. See teams everywhere. See people in other departments as part of the bigger team. A business should be a constellation of talent. As each person becomes better at what he or she does and shares successes with colleagues, each department becomes stronger. As each department becomes more effective, the entire organization excels.
    3. Be a problem solver. In the new work environment, you have to tackle problems inside and outside your immediate area. When you see a problem, take ownership. Think of several solutions, evaluate possible outcomes, select one and move forward.
    4. Take risks. When you take a risk, the outcome is not always guaranteed. But if you never take a risk, or push your limits, you will never know your true potential.
    5. Seek feedback. All of us have “blind spots.” Encourage feedback from your manager, colleagues, customers, and others who interact with you regularly. Once you receive their feedback, work on a plan for improvement.

     

     

    Register for the 25th Annual Conference For Administrative Excellence

    The post 5 Ways to Take Charge of Your Career appeared first on Office Dynamics.

     
  • feedwordpress 16:15:36 on 2018/08/28 Permalink
    Tags: , Career Management, , ,   

    Uplifting Positive Self-Talk 

    When you are feeling “less than best” (and we all do from time to time), it helps to rely upon a technique I call Uplifting Positive Self-Talk. This will increase your confidence and allow you to approach the day with a positive frame of mind.

    It is fairly simple to do – which is why I’m amazed more people don’t use it!

    Here’s how Positive Self-Talk works:

    First, you make a conscious choice to cut off negative thinking when it strikes. Negative thoughts happen to all of us. But it’s how well we manage them that ultimately determines the degree to which we’ll succeed in life.

    Next, you intentionally replace the negativity with a positive thought – one you truly believe. This puts your mindset back on the right track so you remain even more productive, effective and satisfied in your job and personal life.

    Related: Be even more successful by using these three little words.

    Here are some examples of Positive Self Talk that will lift your spirits:

    • “I can handle this situation.
    • “I value excellence, not perfection.”
    • “I offer a unique perspective that’s worth sharing.”
    • “I am capable of greatness- in character, ability, confidence, and potential.”
    • “If other people can do this, so can I.”
    • “I can and will learn something from every piece of feedback I receive.”
    • “I am able to manage my thoughts and myself.”
    • “I can change my perspective any time I choose.”
    • “I am intelligent, worthwhile and strong.”
    • “My confidence makes the difference between success now or success later.”
    • “I can accomplish almost anything if I put my mind to it.”

    Note that the key is putting yourself first! The words “I” or “my” can be found in every sentence and above- as it should be when choosing confidence. Think of yourself like an engine that runs, not on gas, but on positive energy. The more good energy you feed yourself, the farther you’ll go- making an even greater impact in the workplace and on your personal life.

    Enjoy your week – one that’s negativity-free and positive through and through!

    joan_burge_signature

    P.S. Let us know what your Uplifting Positive Self-Talk phrases are to boost your personal level of confidence. Share by commenting below.

    The post Uplifting Positive Self-Talk appeared first on Office Dynamics.

     
  • feedwordpress 15:41:09 on 2018/08/23 Permalink
    Tags: , Career Management, , , , ,   

    Understanding the Stages of Growth 

    This infographic is created from the Executives & Assistants Working In Partnership: The Definitive Guide To Success, by Joan Burge.

    To better understand the people side of the partnership equation, it’s helpful to first understand the stages of growth. Below is a slightly adapted excerpt from Joan’s Star Achievement Series® training.

    Please feel free to comment and share with your friends or colleagues. To save the photo, right click and select Save Image As.

    To order a copy of the Executives & Assistants Working In Partnership: The Definitive Guide To Success, CLICK HERE.

     

     

     

     

    The post Understanding the Stages of Growth appeared first on Office Dynamics.

     
  • feedwordpress 10:30:32 on 2018/08/21 Permalink
    Tags: Career Management, , , ,   

    Manager Support 

    Two to Tango

    You and the person you support make up a team, even if it’s a small team. There are three stages in a team relationship. The first is learning to work together. Within that stage, each person tries to understand the other person’s work habits, communication style, and attitude. It’s a getting-to-know-you stage.

    The second stage revolves around partnership development. That encompasses knowing each other on a deeper level, such as knowing each other’s work values, specific likes and dislikes, the scope and depth of each other’s jobs, working in concert and seeing differences as assets vs. liabilities to the team.

    The third stage and probably the most rewarding one; I call synergy. It’s when two people click in spite of having different views and opinions. It results in anticipating the next step before your work partner tells you what it is or anticipating the next question he or she is going to ask.

    In this chapter, we’ll focus on the earliest stages. Stage three is often a by-product or, bonus, which comes from honing the other two stages.

    Keep Dancing

    In over 27 years of working with, interviewing, and coaching executives and office staff, I have realized that stellar teams work at building and maintaining a good relationship. They build it step-by-step and continuously monitor that relationship. There are very few teams enjoy instant rapport and work in unison. Whether you work together for one month or one year, it’s rewarding to create a star team. It makes work more enjoyable, reduces stress, and benefits the entire organization.

     

     

    This excerpt is from the book, Become An Inner Circle Assistant by Joan Burge. This is available for purchase at the Office Dynamics Success Store.

    The post Manager Support appeared first on Office Dynamics.

     
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