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  • feedwordpress 19:15:36 on 2018/11/28 Permalink
    Tags: , , , productivity, , , ,   

    Administrative Training Sources – Friends of Office Dynamics 

    We recently posted a blog that listed free training sources we provide;

    6 Free Training Sources for Administrative and Executive Assistants

    At Office Dynamics, it is our goal to elevate the level of the administrative profession through knowledge and training but that got us thinking, “What else can we do?”

    So, we are going to provide you with links to some of our friends that you can use for your professional and personal life.

    Enjoy!

     

    wordtrippers_grammer_course

    Word Trippers – Barbara McNichol

    Barbara and Office Dynamics have been working together to help improve the ability of the administrative and executive assistant with Barbara’s writing expertise.

    Barbara provides several different resources for you to enhance your writing ability and take you to the next level. Please visit her site and learn how you can improve your writing skills.

    Visit Word Trippers

     

     

    All Things Admin – Julie Perrine

    Julie Perrine is another affiliate of Office Dynamics that we just love to have around.

    Julie’s printed books, The Innovative Admin, The Organized Admin, and Become a Procedures Pro can be found in our Success Store.

    Another great source of information and knowledge!

    Visit All Things Admin

     

    Executive Secretary Magazine– Lucy Brazier

    With a history of cross-promotion, the Executive Secretary Magazine and Office Dynamics team have been working very hard to encourage the administrative field with forward progress and thinking.

    Lucy has a database of blogs, information, and education.

    Visit The Executive Secretary

     

    Admin to Admin – Lisa Olsen

    Lisa Olsen is not only the CEO of Admin to Admin but also the talented and entertaining emcee of multiple Office Dynamics Conferences.

    Admin to Admin offers a large selection of programs to learn from as well as the Admin to Admin Book Club!

    You would be missing out if you didn’t visit!

    Visit Admin to Admin

     

    AdminUniverse™ – Joanne Linden

    Joanne Linden is President and Master Trainer at AdminUniverse™ as well as an authorized user and training facilitator for the Star Achievement Series® created by Joan Burge, founder and CEO, of Office Dynamics International. We are very privileged to call Joanne and AdminUniverse™ our friends!

    AdminUniverse™ offers a great blog for admins to pull extensive knowledge from.

    Be sure to visit their website!

    Visit AdminUniverse™

     

     

     

    The post Administrative Training Sources – Friends of Office Dynamics appeared first on Office Dynamics.

     
  • feedwordpress 17:30:08 on 2018/11/10 Permalink
    Tags: , productivity, , ,   

    6 Free Training Sources for Administrative and Executive Assistants 

    6-Free-Training-Sources-for-Administrative-and-Executive-Assistants

    It is no secret that Joan Burge and the Office Dynamics team believes in continuous education and training so we wanted to provide you with several resources that give you access to free education and training.

     

    Educational Video Library

    Office Dynamics has a library of over 60 educational videos for administrative professionals. You’ll gain access to past webinar recordings as well as the 26 Weeks to Administrative Excellence, Now is the Time, Adminology, and Reality Check courses.

    https://officedynamics.com/educational-videos/

     

    Office Dynamics Blog

    The Office Dynamics Blog is a collection of over 1,000 blogs by Joan Burge, Office Dynamics staff, Guest Bloggers, and close trusted affiliates of Office Dynamics. This gold mine of knowledge is constantly updated with new blogs that cover topics related directly to Administrative and Executive Assistants

    https://officedynamics.com/blog/

     

    YouTube

    With over 300 videos, our YouTube channel is the largest collection of training and educational content that Office Dynamics has to offer. We’ve posted past webinars, trainings, Facebook Fridays, and more! Be sure to subscribe so you get the latest in training and education.

    https://www.youtube.com/user/OfficeDynamicsIntl

     

    Office Dynamics Webinars

    Our webinars provide convenient, cost-effective professional development for the modern administrative professional. Relax in the comfort of your home or office while learning directly from Joan Burge, founder, and CEO of Office Dynamics. Our webinars address the most pressing issues facing administrative assistants and their executives, resulting in enhanced workplace performance and true “Administrative Excellence.”

    https://officedynamics.com/webinars/

     

    Monday Motivators

    There’s no better way to jump-start your week than with a motivating, thought-provoking, energizing message from the Founder and CEO of Office Dynamics, Joan Burge.

    Every Monday Joan writes 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.

    https://officedynamics.com/monday-motivators/

     

    Articles Related to the Administrative Profession 

    Turbocharge your career with different articles written by Joan Burge. Joan is an accomplished author and writer of multiple books, including an Amazon Best Seller, Who Took My Pen…Again?, her newest book, Joan’s Greatest Administrative Secrets Revealed, 15 lengthy educational workbooks; nearly 1,000 blog posts; more than 300 articles, and has been published in more than 100 trade journals, e-zines, magazines, and newsletters.

    https://officedynamics.com/articles/

     

    Look out for the next blog post that highlights our close affiliates, friends, and everything they have to offer!

    The post 6 Free Training Sources for Administrative and Executive Assistants appeared first on Office Dynamics.

     
  • feedwordpress 16:15:54 on 2018/10/18 Permalink
    Tags: , , productivity, ,   

    Top 5 Tips for Managing Tasks and Priorities for Assistants 

    Top_5_Tips_for_Managing_Tasks_and_Priorities_for_Assistants

     

    I have several tips I can offer on this subject, but here are the top 5. If you make any one of these a habit, you will see an increase in your productivity.

    1. FOCUS! This is the most important of all 5. In a world where people think multitasking is a valued skill, it isn’t. Research proves being focused will move you faster than any other habit.
    2. Next is to focus on your “A” priority items. I can’t tell you how many times I observe administrative assistants at their workplace, at their desk, and they jump from an “A” priority to a “C” priority just because someone handed it to them or emailed their request. Just because something “pops” in front of you does not mean you should drop what you are doing.
    3. Ask others for specific deadlines. This will help you establish your priorities.
    4. Don’t confuse busyness with productivity. You can be busy on the wrong things. Focus on tasks that have an impact and make a difference.
    5. Avoid backlogs of work by keeping information flowing. View yourself as an information flow manager.

    For more information on this subject view my free video training for administrative professionals.

     

    joan_burge_signature

     

    The post Top 5 Tips for Managing Tasks and Priorities for Assistants appeared first on Office Dynamics.

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

    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 16:00:27 on 2018/09/27 Permalink
    Tags: , , productivity,   

    Make Your Meetings More Engaging 

    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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