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  • feedwordpress 13:45:04 on 2017/04/20 Permalink
    Tags: , , Organizational Skills, , ,   

    10 Apps for Administrative Productivity and Organization 

    This is the second article in a two-part series on productivity apps for admins by Julie Perrine. You can read part 1 here.

    As an administrative professional, you need to be productive and organized wherever you go. But hauling around your work laptop 24/7 isn’t exactly practical. The solution? Smartphone apps! Here are my 10 app category favorites.

    1. Travel Planning Apps: Whether you’re the one traveling, or simply attempting to get your executive from point A to point B, travel planning apps can be a life saver. Tripit, my personal favorite, creates a mobile itinerary available at the tap of your screen. Just forward your confirmation emails to the app (hotel, rental car, airline tickets, etc.), and Tripit will organize them all in one place including directions between locations. I also recommend SeatGuru, GateGuru, and the apps for a hotel, airline, and ground transportation companies you use the most.
    2. To-Do List Apps: Long on to-dos and short on time? Enter your habits, tasks, and hobbies into a to-do list app such as SuperNote, Wunderlist or Timeful. Timeful will suggest the optimal time to complete them. This smart app even “learns” your schedule and adapts to your busy and available times.
    3. Project Management Apps: Teamwork is, by far, my favorite project management app. It’s what I use to keep my own team on track. You can update statuses, track time and tasks, and get real-time updates on all your projects. Others you may want to research include Trello, Asana, and Basecamp.
    4. Virtual Meeting Apps: For far-flung teams or admins supporting on-the-go executives, online meeting apps help keep everyone on the same page. My team uses GoToMeeting, Skype, and Facetime to meet “face-to-face” using technology. Chat by phone or video conferencing, record meetings, and share screens to keep each other up to date, even if you’re continents apart!
    5. Cloud-Based File Storage: Tired of attaching documents to emails and relying on track changes to keep up with multiple people editing the same files? Need to access your work from any device, anywhere? Dropbox, Box, or OneDrive may be the solution. Update, backup, and share files with your executive and team – no flash drives needed!
    6. Note Taking Apps: A robust note-taking solution, such as Evernote or OneNote, makes it easy to organize, capture, and share everything from that awesome picture you took of the sunrise to your administrative procedures binder. Work from anywhere on any device and capture everything in one handy digital notebook!
    7. Currency Converter Apps: Quick, what’s the current exchange rate for the yen? I don’t know, either – but Convert Pad does. It quickly converts any currency, but it goes a step above and beyond by converting measurements, too – inches to centimeters, kilometers to miles, etc. There are a lot of free currency converter apps available, so search for the one that is simplest to use for your specific needs.
    8. Time Zone Converter Apps: Time zones can be tricky, especially if you or your executive is working virtually from another state or country. I use the Time Zone Converter by TimeAndDate. Another cool one is World Time Buddy. It not only lets you check the time in any part of the world, it also shows you color-coded business hours in your specified time zone, making it easier to schedule meeting times.
    9. Business Card Scanning Apps: Anyone who’s ever attended a conference or networking event knows just how quickly all those business cards stack up. WorldCard Mobile scans those cards, adds the info as a new contact or updates an existing one. It even allows you to connect to the person straight from their business card!
    10. iBooks, Kindle, or Other eReader Apps: Want to catch up on the latest industry trends on your lunch break or finally finish that novel on a long flight? Don’t lug your entire library with you. An eReader makes your bookshelf portable and saves space in your briefcase or carry-on bag.

    The days of being tied to a desk or a computer are long gone. With these apps, productivity and organization are literally at your fingertips. Take a few minutes to explore the app store for solutions you need, and turn your smartphone into a productivity powerhouse!

    What are your favorite productivity and organization apps? Share your favorites in the comments below.


    About Julie Perrine

    Julie Perrine is an administrative expert, author, and all around procedures pro. She is the founder and CEO of All Things Admin, a company dedicated to developing innovative products, training, and resources for administrative professionals worldwide. Julie’s upbeat, step-by-step approach to handling the opportunities and challenges facing administrative professionals provides proactive strategies for developing a plan, creating forward motion, and achieving great results.

    She is the author of two books: The Innovative Admin: Unleash the Power of Innovation In Your Administrative Career and The Organized Admin: Leverage Your Unique Organizing Style to Create Systems, Reduce Overwhelm, and Increase Productivity.

    Julie will be one of the featured speakers at the 2017 Conference for Administrative Excellence in Las Vegas this October. She will be presenting a general session on What To Do When There’s Too Much To Do: The Productive Admin’s Guide to Managing Time.

    Connect with All Things Admin on LinkedIn and on Facebook. Follow Julie on Twitter.

    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.

    The post 10 Apps for Administrative Productivity and Organization appeared first on Office Dynamics.

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

    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 16:00:18 on 2017/04/14 Permalink
    Tags: , Organizational Skills, , , ,   

    The 43 Folders Method (Paper System) 

    filing_tips

    I mentioned the 43 folders method in my Core Administrative Skills Always Need Improving post and a lot of you wanted more information on this method. This information is in our Executives and Assistants Working In Partnership: The Definitive Guide to Success. Because we love you and it’s our Blog-A-Thon, I would love to share it with you!

    This is a popular system advocated by productivity and time management experts around the world. I have been using this system for years and highly recommends it. Use it when you have paper trigger items or paper associated with next actions.

    You need 43 folders (31 labeled “1” through “31” and 12 more labeled with the names of the months of the year).

    • Keep the daily files in front, beginning with the file for tomorrow’s date. For example, if today is the 10th, the first folder will be labeled “11.” The files that follow all represent the rest of the days of the month in the correct order (12 through 31).
    • Behind the “31” file is the folder for the next month. For example, if the current month is October, the next file is November.
    • Behind that are the rest of the daily files (1 through 10).
    • Behind that are the rest of the monthly files (December through October).

    How it Works

    Imagine you have a paper item that needs to be used to trigger an action in the future—say, an agenda your Executive wants you to give to him on the day of a meeting two weeks from now. You take the agenda and put it in the file that has the date of the meeting on it. So, if the meeting is on the 21st of this month, put the agenda in the folder labeled 21. If the meeting is happening in another month, put it in the folder labeled with the name of that month. At the end of each day, you pull the file folder for the next day. Go through each item and determine whether to place it in:

    • Your “to do” tray; meaning you will take action on it the next day
    • Your “to call” tray for the next day
    • The folder of items to discuss with your Executive the next day in your Daily Huddle
    • Your Executive’s office for his or her retrieval
    • A later date for follow-up, if appropriate
    • The “round file.” The item or action may no longer be necessary and therefore can be tossed in the trash can.

    If today is the 20th, toward the end of your day, you pull the file labeled 21 and see the agenda you need to give your Executive for his meeting. Every afternoon, you process your system like this. When the folder is empty, you put it in the back of the numerical system, allowing the next day’s number to be at the front.

    At the beginning of each month, the next month’s file should reach the front of the pack. So, on October 31st, the November file will be in front, with the files labeled 1 through 31 behind it. Open the month file and disperse the materials to the appropriate day’s folder if needed. The November file would then be refilled in the back of the monthly folders to represent November a year from now.

    This is a perpetual system—at any given point, it represents the next 31 days and the next 12 months. It’s incredibly useful but you have to really commit to it and work the system every day, pulling the contents and adding them to your priorities list.

    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 The 43 Folders Method (Paper System) appeared first on Office Dynamics.

     
  • feedwordpress 17:53:47 on 2017/04/05 Permalink
    Tags: , , Organizational Skills, ,   

    Bring out your to-do list! What form does yours take? 

    administrative_assistant_trainingEach month we feature a question from our friends at Business Management Daily’s Admin Pro Forum. Please enjoy engaging in a conversation over this month’s question.

    Question: “Everyone seems to have a different way of creating their to-do lists. I’ve always been interested in how they go about it, and what their lists actually look like. Am I the only one who just scrawls things in a big notebook and messily crosses them out? How many people use Excel, Outlook, sticky notes, legal pads, posters, whiteboards or even emails to themselves? Is there some method that seems to work wonders for admins?” – Joe, Editorial Assistant

    Comment and let us know how you manage your to-do list. Have your own question? Send it to editor@adminprotoday.com.


    Less than 15 seats available. Registration closes on April 10, 2017. Learn more here.

    webinars_for_assistants

    The post Bring out your to-do list! What form does yours take? appeared first on Office Dynamics.

     
  • feedwordpress 17:00:14 on 2017/04/03 Permalink
    Tags: , , , , , , , , , , , , , , , , , Organizational Skills, , , , ,   

    Joan’s Greatest Administrative Secrets Revealed! 

    Joan_BurgeWelcome to April. Wow, where is the time going?

    April is one of my favorite months because, here at Office Dynamics, we get to celebrate the wonderful accomplishments of those in the administrative profession! In case you are not aware, Administrative Professionals Week is April 24 – 28. But we celebrate the entire month of April. One of the major ways we do that is to host our annual blog-a-thon whereby we post a blog every work day in the month of April. Aside from my blogs, we have several guest bloggers providing amazing information!

    To kick off the celebration, I hosted a webinar yesterday for 5,000+ assistants worldwide whereby I revealed my secrets to success in the profession. I had 29 secrets! I would like to share just a few of them with you. If you would like to hear all of them, you can watch the replay of the live event.

    1. I didn’t always play by the rules. That doesn’t mean I did things that were unethical or illegal. I liked breaking the status quo (and I still love doing that today.) Look at work and situations in a different light. Keep your eyes open for processes that need to be changed or new processes that need to be implemented. Shake things up! One way to stand out is to shake things up in a good way.

    2. Inserted myself into my executive’s world. I didn’t wait for my executives to invite me into their world. When I was an assistant, I would take home the trade journals and periodicals my executive read so I could understand his world and understand the language. While I didn’t read every page, I certainly gained perspective. This is a strategy anyone in any profession can use.

    3. Set healthy boundaries. It is really important to set healthy boundaries in the workplace. If someone is doing something or saying something that is unacceptable to you, then you need to speak up in a professional and assertive manner.

    4. Thirst for knowledge. For some reason, I have always embraced a growth mindset. Since I got out of high school and went right into the workforce, I was hungry to learn in any way possible. I did not go to college by choice and it did not stop me from being successful in my work because I am a sponge.

    I have identified 3 levels of learning.

    1. Peer to peer (Basic, Foundational)—these are the great tips you learn from your peers; the people who are in the same job family as you.
    2. Senior assistants (Advanced)—this is when we learn from people who are in our profession but a level or two above us. When I was new in the profession, I looked to the senior assistants. I watched everything they did and how they acted (good and bad).
    3. Outside of my profession (Master)—this is where you really gain an advantage over others. You have to step outside your narrow world and learn from subject matter experts. There are millions of them! Some of my favorite people are Daren Hardy, Brian Tracy, Tony Robbins, and Simon Sinek.

    With my thirst for knowledge, I was willing to invest in myself. Thousands of employees tell me they can’t attend training because their company won’t pay for it. That is short-term thinking and it makes me sad because it tells me that an individual doesn’t think enough of themselves to invest in their own education. As Brian Tracy says, “Investing in yourself is the best investment you will ever make.” I agree 100%. When you invest in yourself, you will take what you learn with you the rest of your life. And no one can ever take it away from you!

    5. Always took my administrative career seriously from early on and saw it as a profession. This is important for all assistants, managers and coworkers to remember the administrative profession is a true profession! These are the people who run the lives of top executives. These are the individuals who put up with all the stuff every day, put themselves second and third on the list, manage a multitude of responsibilities, make their executives look good, and are confidantes. They should be treated with courtesy and respect.

    If you are an assistant reading this, I hope you have a fabulous month! Please sign up for the Blog-a-thon by subscribing to the blog in the upper right corner and you will automatically receive the daily post in your inbox. Comment on the blogs and share them so you can be entered to win prizes all month long.

    If you are not an assistant and you’re reading this, please be sure to sincerely recognize the administrative support professionals in your organization. And remember to not ask your assistant to order her own flowers; which by the way, assistants don’t just want flowers and lunches. They want a long-lasting gift. If you are looking for ideas, go to the Office Dynamics Success Store.

    Happy April everyone!

    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.

    The post Joan’s Greatest Administrative Secrets Revealed! appeared first on Office Dynamics.

     
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