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  • feedwordpress 08:00:42 on 2019/05/23 Permalink
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    How to Make the Most of One-on-One Meetings with Your Boss 


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    Everyone wants to have good meetings, especially the one-on-one meetings with their boss. Many people dread them, but those meetings are the foundation for success. It’s possible to not only excel in them but to come away from them feeling more productive and energized. Whether you meet with your boss weekly, quarterly, or even just once a year, here are some tips for making the most of that time:

    Create an agenda. The most productive meetings have a set agenda. Establishing an agenda ahead of time gives the meeting structure and allows both of you to prepare. Several days ahead of the meeting, jot down any questions you want answered and items you want to discuss, and provide a copy to your boss.

    Show leadership. Who you are is just important as what you say and how you say it. Don’t be afraid to demonstrate your abilities and speak with confidence. When you do, you reinforce the idea that you’re the right person for the job.

    Stay on track. To demonstrate your productivity and effectiveness, don’t get sidetracked by small talk except for a short set of pleasantries at the beginning. Instead, update your boss on your current projects and future plans. Don’t bombard them with too many details; let them know everything they need to stay informed without taking up too much of their time.

    Present new ideas. Show your boss that you are not only working on your current projects but developing other ideas as well. Always focus on solutions instead of problems.

    Ask for feedback. It’s great for your boss to see your strengths, but you want to also show that you’re open to development and growth, so ask for feedback. Be specific—don’t just ask “How am I doing?” but “What do you think I can do to improve in workflow?” (or leadership, management, or another area).

    Make agreements. It’s best to have an agreement with your boss about the next steps in each of the things you’re working on. Agree on the immediate way forward, and be clear about expectations.

    Be of service. End your meetings by asking your boss “How can I support you?” Taking even a few minutes to acknowledge their role can make a big difference. It shows empathy, consideration, and an eye for the big picture—and it will likely build valuable trust and goodwill.

    At the end of the day, the most effective one-on-one meetings are a two-way street: where you and your boss serve and support each other. Don’t ask yourself how you can get the most out of the meeting but how both of you can find ways to work together to advance your organization’s mission.

    Lead from within: Even if your one-on-one meetings are already working well, consider these ideas and other ways to make them more effective and successful.


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    After decades of coaching powerful executives around the world, Lolly Daskal has observed that leaders rise to their positions relying on a specific set of values and traits. But in time, every executive reaches a point when their performance suffers and failure persists. Very few understand why or how to prevent it.

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    Additional Reading you might enjoy:

     

    Photo Credit: iStockPhotos

    The post How to Make the Most of One-on-One Meetings with Your Boss appeared first on Lolly Daskal.

     
  • feedwordpress 16:15:44 on 2019/04/18 Permalink
    Tags: meetings, , ,   

    Calendar Management for Executive Assistants 


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    Meetings, meeting, and more meetings! In spite of all the technology, meetings have not gone away. Whether your executive is holding a virtual meeting or attending a virtual or live meeting, there are certain steps you can take to ensure you are properly scheduling meetings and making your executive’s life easier.

    As an assistant of 20 years, I had one perspective of meeting management. But now that I am the executive involved in numerous meetings, I can tell you what really is important. You must keep these things in mind when you are managing your executive’s calendar. Calendar management is an important skill. It is more than dropping in appointments on blank dates and times.

    • COGNITIVE task! Meeting planning is a cognitive task. This is something a computer will not do. Just because a date is open, it does not mean it is available. You must think about your manager’s workload, other commitments, travel, upcoming meetings, past meetings, previous week’s schedule. You must think about the time commitment related to each meeting. Some meetings don’t take long to prepare for while other meetings take a great deal of preparation. You must also think consider whether travel was involved—whether local travel or getting on an airplane. You would consider jet lag; personal appointments; time to prepare; time to wrap up a meeting; logistics; travel time. This is not a job for a robot! This takes brains, strategy, and empathy.
    • When scheduling travel or appointments, VIEW the calendar in terms of:
    • What was my leader’s schedule like last week? Did he/she travel?
    • This week’s schedule
      • How many meetings?
      • Who are the meetings with?
      • Virtual or in person?
      • Time consumed in last-minute preparation for the meeting?
      • Travel?
    • Next two weeks’ schedule
      • Travel? If so, how many days? Arriving home late? Jet lag?
      • In office—how much free time is available? What about time for my leader to work on:
        • projects
        • return phone calls
        • respond to e-mails
        • delegate
        • work on presentation?
      • Level of meetings: high-level meeting with high-level prep; low-level meetings with minor preparation time?
    • ASSESS if the meeting is necessary/essential before booking meeting. Does your executive really need to attend this meeting? Can anyone else on his/her team attend in their place? Don’t be afraid to ask questions of the meeting planner; get details before committing your executive to a meeting. 
    • KNOW your leader’s preferences and occasionally confirm preferences. While there are certain parameters for better meeting scheduling such as:
    • Don’t schedule meetings the first thing Monday mornings
      • Don’t schedule meetings after 2:00 p.m. on Friday
      • Stay away from meeting that will run into lunch hours
      • Leave time at the end of the day for your manager or executive to wrap up unfinished business; prepare for the next day; return phone calls or respond to e-mails . . .

    Every manager and executive has their personal preferences. Some executives will run like crazy going from meeting to meeting, starting early in the day and going late into the evening. Other executives want their executive or administrative assistant to set parameters. I know one executive who has a 90 minute drive into the office and does not want any meetings scheduled before 10:00 a.m. Learn your executive’s preferences and make it work!

    Even if your executive is willing to run from meeting to meeting, he or she will appreciate you leaving them space to work on a presentation or project, allow for quiet time or preparation time, and being able to go through their e-mails.

    managing_your_executives_day

    Do you find yourself still running in circles around your executives day? Are they ricocheting from meeting to meeting? Are you having a hard time keeping up? Access our online learning video series, Managing Your Executive’s Day and start “wowing” your executive today!

    The post Calendar Management for Executive Assistants appeared first on Office Dynamics - Executive And Administrative Assistant Training.

     
  • feedwordpress 19:00:24 on 2019/02/27 Permalink
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    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.

     
  • feedwordpress 16:00:38 on 2019/01/14 Permalink
    Tags: , meetings, ,   

    How to Stay Organized with Leadership Team Meetings? – Ask An Admin 


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    Welcome to another question for Ask an Admin – Admin to Admin Advice. This is where you submit the question and your peers answer your question. We believe that there are many different ways to approach problems, difficult tasks, and situations so we thought this would be a great way to provide you a place to share your input as well as receive input from others.

     

    This week’s question is:

    In my many years of working, I have never been so involved with the Leadership Team.  This is a good thing and a big learning curve for me.

    In starting 2019 off on hopefully on the right foot, I am looking for advice on how to stay organized with all the meetings.  Making sure agendas are going out timely, meeting with leaders to create the agenda, taking notes, bringing attention to meetings,  etc.

    I would like to know of any system that works on how to stay organized with possible at a glance template to show the leadership team what all is going on.

     

    This is a wonderful question! It can be very difficult to stay organized with so many moving parts. So what is the best system you know of or what is it that you do to tackle this tough situation?

     

    It’s your turn to give your advice, tips, tricks, and anything else you have to offer up. Place your comments or advice in the comment section below.

     

    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.

     

    Meeting Planning and Execution Live E-Learning Course

    March 14, 2019

    1:00 – 2:00 p.m. ET | 10:00 – a.m. PT

     

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

    The post How to Stay Organized with Leadership Team Meetings? – Ask An Admin appeared first on Office Dynamics.

     
  • feedwordpress 16:00:27 on 2018/09/27 Permalink
    Tags: meetings, , ,   

    Make Your Meetings More Engaging 


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    Whether you have been coordinating meetings for decades or days there are some simple tips to follow to make any meeting more productive and the attendees feel welcomed. There are times when meetings seem to plan themselves especially when the majority of the week is spent attending or planning several meetings! People may quickly migrate to an open room and start discussing random topics, etc. or an agenda is created, the room is reserved, but the topics are not clear. The planning doesn’t stop once an invite is sent out, does it?

    So how can you make your meetings more engaging?

    • Create a clear agenda
      • Note who needs to attend and why (their role, involvement, etc.)
      • Define a timeframe
      • Clarify the main topic and any subtopic points
      • Categorize or assign topics to attendees if appropriate
      • If necessary, provide background data before the meeting in a bullet point format
      • Develop a few questions that need to be answered (to stay on topic)
      • Request special equipment/room setup if required

     

    • Room setup
      • Reserve the room/location if necessary
      • Make sure room is set up appropriately for the specific meeting (if another meeting was there prior, can that format work for your meeting)
      • Provide a few notepads and pens in case they are needed
      • Test the equipment, monitors, lighting, temperature, etc.
      • Provide a pitcher of ice water and cups for guests

     

    • The Extras
      • If a meal is required ask about food restrictions, etc. (and provide mints or gum)
      • Provide trash/recycling bins and cleanup options
      • If guests are coming from out of town or outside the organization ensure they have directions, clear instructions on where to check in, who to ask for, etc.
      • Inform security or receptionist of incoming guests if necessary
      • Create a building map, contact sheet, etc. for invited guests
      • Make copies or provide data via a shared drive, jump drive, email, etc.
      • Take detailed minutes if appropriate
      • Keep the meeting focused on the topic during the allotted time and schedule additional meetings as needed

    I realize some of these may seem time consuming or simple, but it’s the little extras that can make a meeting more productive and the attendees more comfortable and ready to focus. With a clear agenda and appropriate setup, a meeting can be spent on the main topic, not on distractions or rearranging a room.

    What process do you always use to ensure a meeting is engaging?

     

    dana_buchanan

    Dana Buchanan is a 20 plus year professional assistant with a passion for writing and offers a unique and professional perspective to projects and brainstorming sessions! She enjoys helping others discover key steps toward their career focus, job search, or self-employment exploration by creating or editing resumes, researching a particular type of job search, discovering business ideas and the action needed to succeed and loves sharing interviewing tips! Dana is also available to speak to small groups.

    You can read and follow Dana’s blogs at Success Encourager

    The post Make Your Meetings More Engaging appeared first on Office Dynamics.

     
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