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  • feedwordpress 19:45:31 on 2019/03/06 Permalink
    Tags: , , productivity, ,   

    Coaching for Executive Assistants 


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    I am happy to say that more executives are investing in their assistants by providing one-on-one coaching for them. Over the past two years, Office Dynamics has done more on-site coaching for executive assistants than we have done in the past seven years! And we continue to get more calls for this type of work.

    I love it when an executive is willing to make this kind of investment. It says that the executive and organization truly value this assistant and want to give them the tools to help them be even more effective. Typically, how this happens is that an organization will call Office Dynamics and their HR or executive will talk to us specifically about the situation or what skills they would like their assistant to develop. We provide executive assistant coaching on everything from being more assertive to professional image, communications, leadership, time management and building a partnership with the executive.

    When I or one of the Office Dynamics trainers goes on site, we sit at the assistant’s workspace for at least one day and sometimes two days and observe everything that goes on in the space. We learn how the assistant manages day-to-day processes and make recommendations for greater efficiency when necessary. We observe how the executive and assistant interact and how they manage their day. We spend private time with the assistant to learn what works well for him or her and what creates barriers to their productivity.

    After several hours of working with the assistant, we meet with the executive and the assistant to share our observations and our recommendations on how they can work more strategically and increase productivity on both sides. The last step is we help the assistant write a Professional Development Plan. This is detailed and maps out specific action steps the assistant will take. We use this information for a 30-, 60- and 90-day follow-up call with the assistant and the executive to track progress.

    Some of the changes we have seen take place are:

    • Communication with CEO
      • Had business cards made for myself and gave to CEO to travel with and distribute
      • Expressed ideas and opinions to improve processes
      • Clarify instructions to prevent rework
    • Managing CEO’s email
      • Re-edit subject line
      • Archiving old email
      • Set up priority Alert on mobile
    • Calendar Management
      • View calendars with a holistic approach
      • Enforcing my role as manager of the calendars
      • Implemented meeting/events and speaking engagement checklist
      • Pay attention to post meeting action plan, follow up
      • Constantly confirming and reconfirming meetings in case of any changes
    • Managing CEO’s office and personal life more seamlessly
      • Created a process to manage CEO’s life while I’m away
      • Continuous reminders given
      • Implemented ABC priority with work load but priorities constantly get shifted as more tasks are added
      • Successfully organized workspace
    • Create an environment that people are cognitive of my authority
      • Boundaries established
      • Assertive communication with colleagues
      • Redirect people to other resources
      • Reinforcing office policies

    On-site coaching is probably the most effective way to create change specific to an assistant’s situation because we are right here in your space seeing exactly what you deal with and how your day flows. The payoff is huge.

    Should your executive ever bring in a coach for you, see it as a good thing! On the other hand, you might request some private coaching. If in person is beyond your budget, we also provide coaching via conference calls. You may also want to invest your own funds to enlist a coach. I have had various types of coaches since I was in my 20s. They were always a great investment for me.

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    The post Coaching for Executive Assistants appeared first on Office Dynamics.

     
  • feedwordpress 00:00:45 on 2019/02/01 Permalink
    Tags: , , productivity,   

    Best Way to Organize Your Email Inbox for Administrative Professionals? – Ask an Admin 


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    Welcome to another question for Ask an Admin. This is where the administrative assistant and executive assistant can submit any question they have and their peers will answer the question based on their previous experience. 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. So, executive assistants and administrative assistants from around the world, let’s help each other out!

     

    Autumn J. asks us:

    Good morning,

    I’m always curious how other administrative professional’s organize and manage their email inboxes. What are your best tips?

    Kind regards

     

    Another good question! Organization of email inboxes can be tricky especially if you are the assistant to a few executives. Well, let’s hear it, administrative assistants. Tell us what you think executive assistants. We need to help Autumn out!

     

    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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    The post Best Way to Organize Your Email Inbox for Administrative Professionals? – Ask an Admin appeared first on Office Dynamics.

     
  • feedwordpress 18:00:19 on 2019/01/26 Permalink
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    Administrative Assistants and Ongoing Status Updates 


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    As administrative assistants and executive assistants, we all know there are a hundred moving parts in business. There is constant change, new projects and ideas, rework, barriers, coordinating multiple people and meetings, travel, and more. Keeping the information flowing and status updates are critical to everyone’s success. Today I am especially focusing on how important status updates are between executives and assistants. Communication does not and should not only happen within the context of a formally scheduled meeting. It is something that should always be happening, fluidly, between Executive and Assistant.

    Tips for Administrative Assistants:

    • “Push” information to your executive; don’t make him ask.
    • Proactively ask questions; when you have time with your executive, use it wisely. Keep a running list of items so you never miss an opportunity.
    • Find opportunities throughout the day to quickly provide updates on pressing matters—fulfill your executive’s curiosity and put his mind at ease.
    • Remember that you don’t want to inundate your executive with e-mails throughout the day but occasional, concise e-mail updates are welcome.
    • Use post-its to communicate short updates or even words of encouragement to your executive.

    Tips for Executives:

    • Remain approachable and accessible to your assistant throughout the day, whether by phone, email or in-person; do not go long stretches without making a point for a quick, informal check-in.
    • If you are in the same location as your assistant, step out of your office or cubicle once in a while. Walk over to your assistant’s workspace and ask, “How are you doing? What’s going on?” Just have short, informal conversations. You will be surprised what you might learn by having these spontaneous mini-conversations with your assistant. Plus, you will be building rapport with your assistant, which will increase her desire to be a star performer for you.
    • Provide on-the-spot feedback. When your assistant has done something to your liking or successfully handled a difficult situation, be sure to tell her exactly what you liked so she will repeat the behavior.

    On the flip side, if your assistant did not quite meet your expectations on an assignment, task, or situation, provide useful feedback immediately while the event is fresh in your mind and hers. Use these as coaching opportunities so your administrative assistant executive assistant can grow and become even more valuable to you.

     


    Monday_Motivators_HomeThis blog post is from Joan Burge’s Monday Motivators series. Monday Motivators is a weekly note offering practical ways to create a new mindset, change behaviors, develop positive relationships and thrive in the workplace with energy, effectiveness, and excellence. You can experience the power of self-navigation toward success. Energize your mind and drop those Monday blues! Subscribe to Monday Motivators.

    Subscribe Here

     

     

     

     

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    The post Administrative Assistants and Ongoing Status Updates appeared first on Office Dynamics.

     
  • feedwordpress 17:15:14 on 2019/01/23 Permalink
    Tags: productivity,   

    Simplify Daily Tasks with Technology 


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    One of my favorite aspects of attending a professional development conference is the opportunity to connect with other administrative professionals to share processes, tips, best practices and learn how they simplify daily tasks with technology. The 25th Annual Conference for Administrative Excellence offered several sharing & connecting opportunities!

    Conference attendees had a chance to ask the professional panel guests questions as they shared their best practices. During the open discussion, small groups shared programs and apps they use to better coordinate their time, organize files, collaborate with their team, and even track personal projects. How exciting is it to learn something new related to your field from someone that uses it daily? Yet, another benefit of professional development opportunities that support networking with other professionals!

    A few of the shared technologies; Trello, Sli.do, Asana, Smart Sheet

    During the conference, I spoke with the team at my table and had a chance to talk with some others that actually use these technologies daily. I have summed up those discussions and a basic summary of each of the four suggestions.

    Trello – Project and task management that is shareable and used to coordinate work projects, even personal planning, and projects. Trello is more than a place to organize lists. You can attach files, share boards, set due dates, and it is easy to drop and drag from one list to another. Free to get started. I spoke with someone that used this for their wedding and they coordinated a book club as well!

    Sli.do – Defined as the Ultimate Q&A and Polling Platform for company meetings and events. You can poll team members before a meeting and discuss the main topics collected. There are options to collaborate with team members from other locations. One person I spoke with said they create a poll before any meeting is coordinated and use the data to create an agenda to stay focused on main topics. Another person used Sli.do to plan a family reunion. A basic account is free for up to three polls per event.

    Asana – Defined as the work management platform teams use to stay focused on the goals, projects, and daily tasks that grow business. You can set deadlines, collaborate work and see real-time updates for multiple projects. Teams can prioritize tasks while sharing files and viewing the entire team’s progress. You can choose what projects and tasks to share with each team or individual. Asana can be used for personal projects as well by organizing projects, tasks, and even budget tracking. Basic pricing begins at $9.99 per month.

    Smart Sheet – Defined as a way to move ideas to impact with the leading work execution platform built to plan, capture, manage, automate, and report on work. It is an impressive team project management tool. You can view a shareable sheet, set up reminders & track progress, attach files, and it is an online format so multiple people can be working on a sheet at the same time with real-time updates. Plans start at $14 per month.

    It’s convenient to use the same format or program at work to collaborate with your team on a big project and then create a personal project list, budget, goal tracker, etc. as well. In addition, learning any new program or new aspects to a technology you currently use is an excellent performance goal to set for your upcoming year and a productive tool to introduce to your team!

    What office technologies do you use to manage projects, coordinate meetings, manage your time, and overall work more productively?

     

    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.

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    The post Simplify Daily Tasks with Technology appeared first on Office Dynamics.

     
  • feedwordpress 16:30:20 on 2019/01/04 Permalink
    Tags: , productivity, ,   

    Reviewing Your Administrative Career 


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    Have you created your own career portfolio or read about how to create one? If you attended the 25th Annual Conference for Administrative Excellence you had the opportunity to attend a career portfolio breakout session with Joan Burge and create a beginner’s copy of your own. Joan’s article, “Demonstrating Yourself & Selling Your Worth” details the entire process.

    I personally learned a lot from that breakout session. Having one binder or online file of past performance evaluations, thank you notes and emails from coworkers, clients, etc., a copy of your resume, examples of projects completed such as forms, spreadsheets, graphs, etc. is very beneficial. When I returned home from the conference, I polished up my portfolio and will continue to add to it.

    One personal detail I started to focus on was my career review, which I see as an extension of the career portfolio; not only reviewing my past year or two at my current position but looking back on my entire career.

    Questions to ask when reviewing your career:

    • What top three tasks or responsibilities did I most enjoy about each career choice?
    • What responsibilities did I use the most and currently feel the most comfortable with?
    • What do I miss most about past positions that I do not do in my current position?
    • Can I incorporate anything from my past to my current position?
    • Are there processes or procedures from my past that I can currently use to save time?
    • What one tip or process from my past managers can I discuss further with my current manager?

    Answering those questions can help you set goals, help you focus on what areas you could learn more about, hone in on certain time-saving skills you may not currently be using, but feel familiar with, incorporate tasks into your current position that highlight your skills and could make your current position more productive.

    Focusing on sharing your skills with your current employer can not only make you more productive but also help you better create a position that you enjoy. Reviewing your career experience encourages you to bring your skills and experience to your current employer and helps you create a definition of career purpose. When you work with intention and incorporate the relevant pieces of your past career(s) into your current career choice your dedication and proactiveness will shine through in the tasks you complete.

    Pride in your work and recognizing the skills you have worked hard to learn help create a job you truly enjoy and want to be a part of. You were hired for a reason…remind them (and yourself) why with a career portfolio and by reviewing your career.

    As a reminder from the blog post – Avoid Burnout by Creating Your Own Utopia, “The company, career field, and position you choose needs your uniqueness. Confidently acknowledge your experience as a valuable asset. Continue to learn through professional and personal development to create an environment you choose to work in.” Maybe it’s time to review your career…

    Please share your tips and review highlights in the comments section!

     

    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 Reviewing Your Administrative Career appeared first on Office Dynamics.

     
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