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  • feedwordpress 20:51:00 on 2018/10/14 Permalink
    Tags: Communication Skills, , , ,   

    Quick Tip #82: Power of the Pause 

    The PAUSE is one of the most powerful tools in your speaking toolbox. Learning to pause when speaking can change the way you are heard and perceived.

     
  • feedwordpress 22:14:32 on 2018/10/05 Permalink
    Tags: , Communication Skills, , , , ,   

    How to Change Someone’s Bad Attitude 

    As you know, I am big on attitude! I believe in what Charles Swindoll once wrote, “I am convinced that life is 10% what happens to me, and 90% how I react to it.” Being positive or negative about any situation will have its inevitable conclusion because you’ve already framed the end result.

    If you’re like most people reading this weekly column, you choose to surround yourself with positive thinkers. Your continuing success reflects that. Still, we can’t always avoid working with (or sometimes, living with) negative thinkers. Therein lies a problem: What can we do to change a person’s inherently bad attitude, in part so it doesn’t affect us? And should we try?

    Here are a few observations that can help:

    • People are who they are. Like spouses or children, they don’t “change” because you will it. So exerting your influence and expecting the response you want is foolhardy at best and potentially disastrous for your relationship at worst.
    • Try to empathize, even a little. Remember: Life is not fair, and it can be harder on some than others. People who feel defeated or alone in the world still have to wake up each morning and eke out a living like the rest of us. We don’t have to know the exact reasons behind their troubles to see the cloud that surrounds them at work, and to pause a moment and wish that weren’t so- for their sakes more than ours.
    • Reach out as you’re able. Make an effort to connect and be friendly- more than once, if need be. People with poor attitudes tend to be protective and distrusting- and may not initially welcome your friendship, perhaps because they fear there are “strings” attached. Be gentle in your persistence: It’ll reinforce your sincerity, likely earning their trust and a better attitude in the process.

    One final note: When a person’s bad attitude cannot be tempered by the above methods, yet still needs to be addressed for the benefit of the workplace, you may want to consider constructively confronting the situation or suggesting that a manager do so. Many times, informing people of their bad attitude in a positive way (i.e., “I thought you’d want to know the impact X, Y or Z is having on the staff, because I’m confident that’s not how you meant to be perceived…”) can help influence change, simply by making them aware.

    Have a great week- and remember your attitude impacts others, too! So share your positivity, and help everyone you encounter make the most of every day!

    joan_burge_signature

    The post How to Change Someone’s Bad Attitude appeared first on Office Dynamics.

     
  • feedwordpress 16:15:28 on 2018/10/02 Permalink
    Tags: , Communication Skills, , , , , , , ,   

    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 16:15:13 on 2018/09/05 Permalink
    Tags: , , Communication Skills, , ,   

    Assistants Must Excel at the Fundamentals 

    From Joan Burge’s new book, Joan’s Greatest Administrative Secrets Revealed (2018)

    I know many seasoned executive assistants who think they do not need to focus on or pay attention to their basic skills, what is also known as the fundamentals. They feel they have been managing calendars or planning meetings forever so why pay attention. This is not smart.

    For 28 years, I have been teaching assistants to pay attention to the fundamentals such as meeting planning, travel planning, calendar maintenance, organizational skills, follow-up systems, time management, and communications. Every career has certain core fundamental skills. They are the foundation on which everything else is built. I have been a professional speaker since 1990. I never take for granted the basic ‘platform’ skills I learned in the early days as a speaker. I pay as much attention as ever and have meticulously polished those basics.

    You must do the same. Don’t ever rest on your laurels. The world is moving at a much faster pace today so you have to be more organized, manage your projects better, take control of calendars, and cross every ‘t’ and dot every ‘i’ when it comes to travel planning. Executives’ expectations are high today and these are the key areas they want their assistants to excel in. They include:

     

    • Appointment Coordination
    • Manager Support
    • Managing Office Technology
    • Meeting Preparation and Coordination
    • Office Communication
    • Problem Solving
    • Professional Behavior and Image
    • Professional Development
    • Supporting Multiple Managers
    • Task and Project Management
    • Time Management

     

    At Office Dynamics, we are consistently surveying executives, managers, CEOs, human resources professionals, and organization development professionals on what skills, attitudes, and behaviors they look for in an assistant. Do you know what? The fundamentals always rise to the top. After that list, I see advanced competencies such as negotiation or persuasion skills. Over and over, time and again, there is proof that your fundamentals are critical to being successful in the administrative profession.

    Also, when we conduct activities in our training classes with assistants and ask them what skills, attitudes, and behaviors are important for an assistant, 90 percent of the time they list the fundamentals.

    I highly encourage you to become a rock star at the fundamentals. There are always new ways of doing things and you can always streamline or fine-tune your current processes. Think about how you can wow people in each of the areas I listed above.

     

    joan_burge_signature

    NOW AVAILABLE FOR PURCHASE

    The post Assistants Must Excel at the Fundamentals appeared first on Office Dynamics.

     
  • feedwordpress 17:00:55 on 2018/06/20 Permalink
    Tags: , Communication Skills, , , , , , , ,   

    Office Dynamics Top 10 Blogs For Administrative Professionals 

    top_10_blogs

    Last week Office Dynamics sent an email to all of our subscribers saying, “Thank you,” and we also provided the Office Dynamics Top 10 Blogs For Administrative Professionals. We would like to make that message available to our social media and blog followers as well because you are part of this great family we have. Enjoy and once again, THANK YOU!

     


     

    Office Dynamics International has and always will be focused on YOU. Your training, your education, your professional advancement, and your overall well being is important to us.

    It is because of you that we are able to help and provide information to so many people and we just want to say THANK YOU!

    And as a thank you, we decided to provide you with our Top 10 Most Read Blogs. These are the 10 most popular blog posts that your peers in the industry (and outside the industry) have chosen to read.

    Please enjoy and feel free to comment on the posts and share them with your colleagues. If you wish to subscribe to the blog, please enter your email address in the subscribe section that is located at the top right of each blog post.

    Thank you so much,

    The Office Dynamics Team

     


     

    1. 9 Ways to Improve Your Organizational Skills

    2. Coping With Conflicting Priorities

    3. Why Being An Executive Assistant Is A Rewarding Career

    4. 8 Killer Tips For A Successful Executive And Assistant Partnership

    5. 3 Stages To Problem Solving For Administrative And Executive Assistants

    6. Qualities Of A Great Assistant

    7. A Secretary Vs An Executive Assistant

    8. Executive Assistant Time Management Tips

    9. How To Plan Business Travel & Business Travel Planning Checklists

    10. The Admin’s Guide To Organizing Digital Files

    The post Office Dynamics Top 10 Blogs For Administrative Professionals appeared first on Office Dynamics.

     
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