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  • feedwordpress 16:00:03 on 2017/06/12 Permalink
    Tags: , , Motivators, , , , ,   

    Managing Your Time (Part 1 of a 4 Part Series) 

    time_management

    I have been in the business world for 47 years now and one thing that never changes is managing our workload and setting priorities. Everyone I talk to is trying to keep up with the accelerated pace of business and change. At Office Dynamics, we always seem to be in a flurry of activity throughout the year but certain seasons are busier than others. Plus we always have to be thinking 6 – 12 months out because of being in the training industry.

    Regardless if this is your really busy season or not, I would like to offer you some of my greatest tips. I will do this in a 4 Part Series of Monday Motivators. Other topics I will address over the next 3 weeks are: Control Your Day and Get Things Done; Reducing Information Overload; Build Structure out of Chaos. I promise to keep these Motivators short and to the point since your time is precious.

    Managing your time is about . . .

    • Managing priorities and staying on the “A” priority before moving to B or C. Often people would rather do what is quick and easy. The truth is we need to stay focused on the “A” priority items of the day. We must not get pulled into the allure of what is quick and easy.
    • Being flexible throughout the day and quickly adapting to changes. While our To Do lists are great, as you know, flexibility is key. I always say that our To Do list must be fluid. It is just a guide but we can’t be married to it.
    • FOCUS!!! Hugely important in this age of non-stop distractions. Example: Can you even stay focused enough to read this entire Monday Motivator or are you watching what’s popping up in your Inbox? Or on your phone or listening to the conversation next to you?
    • Stopping throughout the day and assessing items to be done. I love to pause mid-afternoon and re-asses where I am with my work. I determine what I have accomplished thus far and what I must finish before the day ends. You can ask yourself these questions: 1) What must get done before day’s end? What is the negative impact if I do not get this done? 2) Am I currently focusing on the most important item in my leader’s eyes? 3) What is coming up in the next few days that I must take action on today? (be future-focused while being in the moment)
    • Using effective “tools.” We are so fortunate today to have so many tools and apps. While I love some of my old-fashioned methods, I would like to encourage you to talk to your peers and see what tools they use for greater efficiency.
    • Work smarter (not harder). I believe many of you who read my Monday Motivators work hard. Today it’s about working smarter; taking some time throughout your day to think, assess, decide and possibly delegate.

     

     

     

    The post Managing Your Time (Part 1 of a 4 Part Series) appeared first on Office Dynamics.

     
  • feedwordpress 10:15:00 on 2017/05/22 Permalink
    Tags: best practices for administrative professionals, , effective communication, , email management, managing your executive's email, Motivators, , receiving email, sending email   

    Email That Works: Best Practices for Truly Busy People 

    email that works best practices for assistants

    How would you describe your e-mail situation lately?

    Are you getting so much that it’s sometimes impossible to manage it properly and still be productive? Do you worry you’ll hit the “send” button too soon, and deliver a message before its ready? Take heart….You’re not alone!

    E-mail technology has been great – but it has also wreaked havoc on the way we communicate. For example, you can shoot back a reply to an e-mail in lickety-split time. The question is, should you? Thinking about what the message ought to say often becomes secondary to our ability to communicate immediately. And whenever action precedes thought, trouble will likely follow at some point or another, as you know.

    When you’re a “Star” in your profession, you take the time to think before speaking or sending any kind of message – in electronic or written form. These tips can help you be an even more effective communicator – and prevent e-mail problems that can impact your impressive professional image:

    When receiving e-mail:

    • Sort incoming messages according to importance and the need to act on them. Some people create folders within their email programs. Others print off messages and track them that way. Hint: If your e-mail program permits you to “manage” messages – sending them to folders without showing up in your inbox, for instance – you may want to explore that option. Talk to your office’s IT person.
    • Respond only when necessary. If no action is required, save everyone’s time and avoid replying with something generic like “OK.”
    • Act within 24 hours, if possible. If you must reply, try to do so within one day. This isn’t always feasible, of course – but it’s a best practice we can all strive to achieve.
    • Check email several times a day, rather than constantly, to prevent interruptions that decrease productivity.

    When sending e-mail:

    • Decide if e-mail is the best way to communicate. Time-sensitive information, as well as potential conflicts, should be handled either face-to-face or on the phone. Remember: E-mail may be “instant” but not for everyone. And e-mails don’t always deliver your tone of voice properly, which can result in miscommunication at critical, sensitive times. In those cases, verbal communication is preferable.
    • Consider your recipients’ learning styles. How would they prefer to receive the information you’re sending? If they’re “to the point” people, rely on short sentences and bullets. For detail-oriented readers be specific – but consider placing a “nut paragraph” at the top of the e-mail that boils down the essence to one short statement. That way, they’ll know if they need to read or act upon the message ASAP.
    • Insert recipient names in the “To” field only when you’re finished writing your message. This is the best way to prevent sending e-mails too soon with a mistaken click of the “send” button.
    • Reread for tone. We’ve already addressed how e-mails are prone to “tone problems.” So, before sending any message, read it from the recipient’s point of view. If you find anything that could be misunderstood or taken the wrong way, carefully reword that sentence for greater clarity\
    • Keep emails short and to the point.
      If the information can be conveyed in a paragraph or two, send an email. If it takes longer than this, the information may warrant a phone call or personal interaction.

    It’s your turn! What are your best practices for email management? Are you a fan of Inbox Zero? Let’s talk about it below.

    The post Email That Works: Best Practices for Truly Busy People appeared first on Office Dynamics.

     
  • feedwordpress 13:45:56 on 2017/05/01 Permalink
    Tags: , , , , , , , Motivators, , , , ,   

    The Power of One 

    admin_training

    Welcome to May! Such a lovely time of year. I hope everyone has recuperated from an exciting Administrative Professionals Week. We did a lot of celebrating at Office Dynamics. On Wednesday, April 26 I hosted a Facebook Live where I spoke about what I love about the administrative profession and gave tips on how to shine in the profession. In case you missed it, you can access it here.

    Well, last week was very exciting for me because once again, I witnessed The Power of One. For more than 2 decades I have been talking to assistants about The Power of One. The concept is that it only takes 1 person to create change or 1 person to create something awesome. I use a visual of candles on a table. I light the first candle. This represents 1 person who has an idea. They take action on their idea and talk to another assistant or someone else in the company. Then another candle is lit representing the spark created from the first person. Then those 2 people go out and talk to others and light the fire in them about their idea. And then those 4 or 6 people go out and light a spark in others and before you know it . . . BAM! Something wonderful occurs that can change the life of many.

    I want to thank Cindy McConnell, EA to the CEO of Shure Incorporated for approaching me last October. Cindy said that Shure Incorporated had a beautiful auditorium and that they would like to be a host site for me to hold a one day workshop or mini-conference. Well, of course, I said yes. The great part of having a host site like Shure was that they provided the venue and all the A/V so Office Dynamics was able to keep the registration cost very reasonable.

    After I said yes to Cindy and we decided on a date, Cindy went into action and enlisted her administrative team. The fire was lit and it spread like wildfire. We ended up having 120 assistants from 20 states attend our full day program, Building a Star Partnership, in Chicago at Shure Incorporated. The administrative team went above and beyond what I imagined and I am eternally grateful to the ladies who put love and attention into the event. I’d like to give thanks to: Christine Clark, Claire Dorner, Janet Higgins, Nicole Rok, and Grace Sikora.

    So what does this mean to you? It means you can create a wildfire in your organization. It means you don’t have to just sit on the sidelines and watch life go by at work. You can be a catalyst for change. You can create something that will touch the lives of many. It means you will fulfill using some of your greatest assets and talents. Cindy McConnell loves putting on events as they do that often at Shure. I could certainly tell Cindy and her team love being hosts and doing an excellent job.

    During my 20 year career as an assistant, I had many opportunities where I was the “1” creating change. I started administrative training in a few of the companies where I worked. I started a special group for Assistants to CEO’s in 1990 in Virginia Beach and the group is still together—the group I started! Wow. Do you know how good that makes me feel? But it’s not about me. It is about others and utilizing your talents to help others.

    I started Office Dynamics in 1990, when there was no one company specializing in in-depth training for administrative professionals. There were training companies like Skillpath and AMA but they offered tons of programs for all types of careers. I saw a gap. I wanted to only focus on the administrative profession. There was a lack of quality, meaty training for assistants. It made no sense. So I lit my own fire with passion, enthusiasm, hard work and a desire to improve the quality of work life for assistants around the world. Here I am 27 years later. We have touched the lives of tens of thousands of assistants around the world. Not only have we touched lives, but now there are many others getting on the bandwagon to educate and support assistants.

    Do you see the power just 1 person can have? Do you see you can make a difference in the world? But it does take certain behaviors and characteristics. Here is a checklist for you.

    • Passion
    • A desire to make a difference
    • Hard work; willing to roll up your sleeves and dig in
    • Patience (tons)
    • Energy
    • Persuasion skills
    • Enthusiasm
    • A desire to learn in the area you are passionate about
    • Craft your skill
    • Good communication skills
    • Organizational skills
    • Self-management
    • Building a strong network

    What have you noticed in your workplace that needs changing? Or maybe what is missing for your administrative community? What about a process that can increase productivity?

    I bet if you took 15 minutes to think about it, there is something you are longing to do or change. What are you waiting for? Life is short. Move into action.

    administrative_assistant_conference

    The post The Power of One appeared first on Office Dynamics.

     
  • feedwordpress 13:45:22 on 2017/04/17 Permalink
    Tags: , , Motivators, , , , ,   

    Spring Cleaning For Office Professionals 

    spring_cleaning

    I thought I’d keep this bonus blog on the lighter side.  With the onset of spring, now would be a good time to do a little cleanup.  Here are a few ideas.

    Spruce up your work area with fresh flowers

    Purge files; clean up computer files

    Rearrange furniture

    Inform your team or new concepts

    Negotiate your workload

    Gather information on new office products
     

    Cluster similar tasks and office supplies

    Lose unproductive habits

    Engage in an attitude renewal

    Analyze current workflow

    Neaten your work area and department

    Identify barriers to increased productivity

    Never give up on good ideas

    Gradually organize and straighten all cabinets, drawers, and credenzas.

    Bonus: Something to think about. At Office Dynamics, we have a white board in a central area where any one of our ODI staff members can post a self-fulfilling prophecy or mindset for the day that we all want to embrace. For example, we might have Magnificent Monday, Thankful Thursday, etc.

    Sometimes we select a monthly theme. Our April theme is Awesome April. It’s amazing how what we prophesize positively comes into our lives. You might want to do a similar activity for April for yourself, your department, admin team, or organization.

    Wishing you an Awesome April!

    This information came from this weeks Monday Motivators™.

    This blog is part of our 2017 Blog-A-Thon. Please leave a comment or share the blog for your chance to win one of our amazing giveaways! The more blogs you comment on and share, the more chances you have to win. If you’d like to learn more about our Blog-A-Thon you can do so here. Hint: Subscribe to our blog in the upper right-hand corner so you never miss a blog.

    webinars_for_administrative_assistants

    The post Spring Cleaning For Office Professionals appeared first on Office Dynamics.

     
  • feedwordpress 13:45:04 on 2017/04/10 Permalink
    Tags: , , , Motivators, ,   

    It’s Not the Destination . . . It’s the Journey 

    Administrative_professional

    It’s not where you end up that means as much

    As the road that you travel along.

    And it’s not the result that counts as much

    As the progress that makes you strong.

    Since it’s not the destination. . . It’s the journey.

    It’s not meeting your aim that matters as much

    As the course that you take day by day.

    And it’s not reaching your goal but who you touch

    As you share from your heart along the way.

    Because it’s not the destination. . . It’s the journey.

    It’s not the objective that’s important to meet

    As the trail’s challenge that you weather.

    And it’s not making the finish but who you greet

    As on the highway, you work together.

    You see, it’s not the destination. . . It’s the journey.

    — Arlene Alpert

    Monday Motivators, it has always been my belief that we should have mountains to climb (goals to achieve). I believe that if you do not plan where you are going, you will end up where everyone else wants you to be and that may not be what you want. We should have 1, 3 and 5-year goals; career, home, personal, health, social and spiritual goals.

    With all that said, I agree 100% with Arlene Alpert. What you do every single day along the way, who you touch, and how you contribute is critically important. And when you do reach the “goal,” it will be so much sweeter and fulfilling because it wasn’t just about you along the way. It’s about what you did that impacted your leader, peers, children, networks, clients, vendors, the receptionist at your doctor’s office, and your neighbor, that will leave a legacy; that will make you smile at the end of the day and be proud of the wonderful person you are and meant to be.

    There are people who have achieved great goals and they are empty inside. This week, see how many people you can touch because you have dreams and you want to climb mountains.

    This blog is from our Monday Motivators and is part of our 2017 Blog-A-Thon. Please leave a comment or share the blog for your chance to win one of our amazing giveaways! The more blogs you comment on and share, the more chances you have to win. If you’d like to learn more about our Blog-A-Thon you can do so here. Hint: Subscribe to our blog in the upper right-hand corner so you never miss a blog.

    administrative_assistant_conference

    The post It’s Not the Destination . . . It’s the Journey appeared first on Office Dynamics.

     
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