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  • feedwordpress 14:45:50 on 2019/05/09 Permalink
    Tags: Communication Skills, ,   

    If I Were (Was?) Rich… 


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    writing_skills_for_administrative_assistants

    The play Fiddler on the Roof recently came through my city, and my friend kept singing her dad’s favorite song from that hit: “If I Were a Rich Man.”

    My comment? “I’m glad the lyricist got the grammar right!”

    Why is the use of “were” (not “was”) correct in this song title and similar phrases? Consider the conditional meaning associated with using an “if” clause. In this case, the lyrics “if I were a rich man” reflect a wishful condition, not a true statement.

    You may recall how Tevye, the character who sang this song, lamented his lowly position as a milkman and wondered what wealth would bring to his life. If at one time he had been rich, he could factually say, “When I was a rich man.” But in this context, he could only hope to be rich.

    What about the song “If I Were a Carpenter”? Here, the lyricist correctly uses “were” to depict a hope or dream, not a current fact.  

    When “Was” is Correct

    So when would you use “was” (not “were”) in an “if” clause? When it introduces an indirect question or statement of fact. Examples:

    • The boss asked if I was (not “were”) finished with the report. This factual statement is based on what’s true or possible, not something hypothetical.
    • If he was (not “were”) guilty, he would have remained silent. This states a fact that’s likely true, not something conditional.

    In the statements you make, remember to use “were” when the situation calls for being conditional, hypothetical, or wishful. And like Tevye, it’s how you can make a plea for the wealth you wish for!

    Want more tips like this to hone your writing skills and advance your career? You’ll find 18 Days to Become a Better Writer an easy-to-use e-guide. Start today by clicking here.

    writing_tips

    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 weekly 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.

    The post If I Were (Was?) Rich… appeared first on Office Dynamics - Executive And Administrative Assistant Training.

     
  • feedwordpress 18:08:16 on 2019/05/02 Permalink
    Tags: , , Communication Skills, , , , ,   

    How Do I Tactfully Voice My Concern? – Ask an Admin 


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    training_for_administrative_assistants

    Executive Assistants and Administrative Assistants have to deal with a lot. Whether that is working remotely, working with several managers or executives, and sometimes supporting an entire floor of employees! Usually, these difficult situations bring up situations that leave them asking, “how do I tactfully voice my concern?”

    Heather D. asks us:

    I am a Certified Executive Administrative Professional and have been an Executive Assistant (EA) for the last 15 years to a VP of my former employer where we had a very good Business Partner relationship. I have since been forced to leave that employer almost 2 years ago now due to downsizing and am in a different EA role with a quickly growing company reporting to both the CEO and CFO.

    The role posted was framed up that I would be supporting them in the day to day activities much like an EA role does however since the day I was hired I have simply been a  “taskmaster/office manager” doing miscellaneous office/employee relations type tasks with very little interaction with either the CEO or CFO including my mid-year and end of the year evaluations. Both senior leaders have grown with the company for the last 28+ years and have never had what we know to be a true EA and aren’t interested in my role evolving to that at all. They did, however, hire a VP of Sales this past July that I was told I would be supporting as well and that he is being groomed to replace the CEO within the next 1-2  yrs. As part of this VP’s onboarding, I got to know him well and he had a true EA in the last 15 years with his former employer and would like to have one here.

    The CEO, CFO and this new VP of Sales all agreed that most of my time should be supporting him and that the VP of Sales was given the go-ahead to rewrite my job description however I don’t report to him or sit near him and both of those are necessary, in my opinion, to do this EA role the most efficiently and effectively (not to mention an accurate job description). The problem is that this company is moving and growing so quickly with “multiple hot irons in the fire” all the time that neither the CEO or the VP of Sales has had any time to see this transition through and it has been about 2 months since they last told me this transition was happening.

    My question is should I be approaching my direct leader (who I have no interaction with), the CEO or the new VP of Sales (which is who I have been working 50-75% of the time for in the last 6 months)? How do I approach this respectfully and voice my concerns in a firm manner around the current reporting/relationship structure?

    Well that is actually a very tough question! How do you tactfully voice your concern as an administrative professional without causing trouble?


    Want to learn more about Ask an Admin and how to submit your own question? Click here

    The post How Do I Tactfully Voice My Concern? – Ask an Admin appeared first on Office Dynamics - Executive And Administrative Assistant Training.

     
  • feedwordpress 18:45:49 on 2019/04/09 Permalink
    Tags: Communication Skills, , ,   

    Managing Multiple Managers 


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    managing_multiple_managers

    Managing multiple managers can be daunting. But that is the norm today. 90% of administrative and executive assistants support more than 1 person. It is a luxury if you only support one executive or manager. I know some administrative assistants who support an entire department of 60. However, they are not providing support every day to each person. Obviously, that is impossible. The tips below are for supporting a group of managers on a regular basis. Being an excellent communicator and being organized are vital skills to managing multiple managers or executives. I hope these tips help you.

    1.   Encourage managers to use uniform procedures. It really helps keep things simpler when everyone uses similar procedures.

    2.   Limit personal tasks for managers. Learn to say “no.”

    3.   Treat each manager fairly and with respect, despite your personal preference. You may not like everyone you support, but you do need to treat each person equally.

    4.   Understand each leader’s unique work style. While you may encourage uniform procedures, do pay attention to the work style that best suits each manager.

    5.   Establish a priority list for all your principal supports to see; update it frequently. Either post this in a common area or distribute it weekly. This allows all the leaders you support to be aware of what and how many project you are involved in, and it helps them understand why their work isn’t turned around in one day.

    6.   Communicate regularly with all your managers. Be sure to inform them of any delays.

    7.   Except for time-critical projects, do the senior manager’s work first.

    8.   If your managers are on the same level, complete the task with the earliest due date first.

    9.   Find out what projects are coming your way so you can plan accordingly.

    10. Ask your managers to give you project materials as sections are ready. This will help avoid any last-minute rush.

    What do you think? Do you have some great tips to share on how to manage multiple managers? 

    The post Managing Multiple Managers appeared first on Office Dynamics - Executive And Administrative Assistant Training.

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

    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 16:15:58 on 2019/03/26 Permalink
    Tags: , Communication Skills   

    Administrative Assistants Working on a Team – Ask an Admin 


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    training_for_administrative_assistants

    Ask an Admin is a place where administrative assistants and executive assistants can get advice…from each other! This peer to peer interaction allows us to not only make the administrative profession stronger but it also gives us a great way to network and interact with one another.

    This week Ms. G presents a tough scenario:

    How do you deal with a write up in your performance evaluation that states:  Continue to work as a team player with Administrative Specialist staff to collectively resolve scheduling conflicts and achieve the common goal of more frequent communication to provide exemplary support to the office. 

    ***When your co-worker won’t talk to you to handle scheduling and you have addressed it several times over the years? She is the Senior Administrative Specialist in the office.

    Ok, that’s a pretty tough one. How do you communicate with someone that is not being a team player and communicating back or effectively?


    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 on a Team – Ask an Admin appeared first on Executive And Administrative Assistant Training - Office Dynamics.

     
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