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  • feedwordpress 20:00:25 on 2018/05/04 Permalink
    Tags: , admin skills, , , delegate, efficiency, organization systems, , , productivity, , , , ,   

    9 Ways to Improve Your Organization Skills 

    delegate_work

    Organization skills are the one thing most successful business owners have in common.

    Without the ability to organize your work and your resources, you could be twisting in the wind in no time. You may have been able to muddle along back in the day, but in today’s competitive environment, you need to work any advantage in your favor.

    Fortunately, there are at least 9 ways to improve your organization skills without too much effort on your part.

    Be proactive

    be proactive

    Most people take the work one day at a time, coming in ready to take on whatever happens. However, that means you are reacting to a situation rather than preparing for it in advance. The best way to make the most of your day is to prepare for it in advance. Know what you need to do for the next day and make preparations for them before you leave for the day. This not only takes the guesswork out of your workday, it might even give you some insights or ideas of how to do the work better.

    Make a list

    Part of being proactive is making a list of all the things you need to do for each day. The benefits f this is of course so you don’t forget anything. An added bonus to making a list is crossing it out. It gives you not only a concrete way to keep track of the tasks you need to do, but it motivates you to keep doing it because it gives you such a sense of satisfaction and accomplishing crossing each item on your list. This is putting all your ducks in a row, and you shoot them down one by one, metaphorically speaking.

    Make a schedule

    At the same time you are planning the day and making your list of tasks, you should make a schedule, giving each task a prescribed time to do each one. You can ensure you meet all your deadlines, and nothing is left by the wayside.

    Be an early bird

    office early bird

    You are more likely to get more things done, and in time, if you start early. Of course, this should reflect on the work schedule you make, but getting started early also means there are other things you can do to keep you on your toes, such as daily exercise and a good breakfast. Starting early also means you avoid stress by having plenty of time to get to work and do anything else you need to do.

    Establish a filing system

    Most of your files are probably going to be digital, but you still need to know where everything you need is stored. Looking for lost files will take up as much of your time as looking for misplaced items. You need to make sure all your files are in its proper place. You should also have a master document of all your files, and the location of those files.

    Make the most of your prime time

    Everybody has a certain time of the day when they are most productive. Some work better early in the morning, while others work best in the evening. You should schedule all your most demanding or challenging work during this time. Of course, if your business involves meeting with other people, you need to coordinate your prime time with theirs.

    Minimize interruptions

    You may think it is obvious, but you waste a lot of time dealing with interruptions to your work. This is why it is important to make a schedule. Follow the schedule and avoid distractions as much as possible. Turn off your mobile phone, close the door to your office, and avoid useless meetings. If you travel frequently, you should travel in as comfortable surroundings as you can so you can do work.

    Learn to delegate

    learn to delegate

    You might think you are saving money by doing everything yourself. The fact is, you can save a considerable amount of time and effort by delegating tasks to the right people and focusing on core activities that will make you money. Bookkeeping, web administration, content creation, and marketing are just some areas you should outsource to professionals like Scholar Advisor for example.

    Organize your workplace

    Whether you work alone, or you have employees, you want to arrange your work area so you can be more efficient. You can minimize the time and effort it takes to get things done. Even putting the photocopier next to where you keep your paper supplies can help save a few steps and trips that ultimately increase your productivity, and that of your employees.

    Organization skills are crucial to the success of any business. Some people are naturally organized, but you even if you aren’t, you can develop them. These 9 ways can help you improve your organization skills in practical and workable ways.

    Image Credits:
    Team Silhouettes https://pixabay.com/en/team-silhouettes-personal-965093/
    Early Bird https://pixabay.com/en/grouse-sunrise-scotland-birding-1107407/
    Team Spirit https://pixabay.com/en/businessman-team-spirit-teamwork-1492563/

     

    We want to hear from you, what are your favorite tips for better organization? Share some of your organization skills, tips and tricks in the comments below.

     

    Stacey Marone is a freelance writer and adviser who helps individuals and organizations get better results in leadership and time-management. In her free time, she also does volunteer work and organizes activities for children. Her passions involve painting, reading, and writing. You can follow her on twitter.

     

    wca_washington_chicago

     

    The post 9 Ways to Improve Your Organization Skills appeared first on Office Dynamics.

     
  • feedwordpress 16:30:19 on 2018/05/03 Permalink
    Tags: , , , productivity, ,   

    Avoid Burnout by Creating Your Own Utopia 

    Avoid Burnout

    In Utopia, burnout would be a term no one ever used or heard of. Everyone would be matched perfectly with the career they not only enjoyed but knew exactly how to succeed at. Unfortunately, burnout is real, it’s draining, emotional, stressful and typically affects both professional and personal lives. As an administrative professional for the past 20 plus years, I have learned how important it is to avoid burnout in one of the largest career fields in the world. One key point is keeping day to day tasks fulfilling even if you are not matched with your ideal position. Another key is personalizing the position with your uniqueness.

     

    Burnout creeps in once a position becomes routine, devalued or uninteresting. Attitude and creativity can extinguish even the smallest first spark of burnout. A typical position consists of a general duty and expectation list. You, the individual, bring life to that list. You have the power to either let that list define you or you define that list by using your experiences and personal positive attitude to create your own Utopia.

     

    Some days the administrative professional’s role is to maintain a sense of calm in chaos by dealing with last minute changes, communicating changes, preparing managers for the changes and balancing the other 20 unexpected tasks in such a way that managers are uninterrupted and carry out their schedule and duties efficiently. Other days are spent marking off tasks from a long to-do list and developing more efficient ways to accomplish goals and meet deadlines. Days are rarely uneventful; anything even resembling downtime can be filled with tasks that have been moved down a list that is re-arranged daily.

     

    So how do we ensure we take care of ourselves, keep our daily tasks fulfilling and avoid burnout?
    • Share your positive attitude with others. A positive outlook can make any position, day of chaos or routine task fulfilling. Avoid burnout by bringing your unique talents and skills to your position. When you share a part of your uniqueness with a workplace you connect with that position. Connection brings comfort and control.

     

    • Engage your team. Collaboration and efficiency is enhanced when a team works together, even if not on a particular project, unity leads to productivity. You can actively participate in team meetings, professional development training, reading and discussion of a book the group picks, or encourage more face to face interaction rather than numerous emails. Supporting a positive team-focused environment helps reduce stress that can cause burnout.

     

    • Plan a lunch away from the office once a month or at least a few times a year with your department team or administrative professional team. Don’t talk about work, get to know each other since communicating in a casual setting will ultimately enhance professional communication. Feeling comfortable asking for and offering work assistance promotes a healthy workplace.

     

    • Actively learn personally and professionally. Enhance work skills by learning as much as you can about the programs you use, organizational tips and meeting coordination. There are numerous free webinars, courses and a variety of professional conferences and seminars. It is imperative to also make time for yourself. Learning or enhancing interests can be incorporated easily into your daily routine. Read a few pages of interesting book, take a creative community education class, plan a day trip with your camera, schedule a spa day join a small group (writes, artists, entrepreneurs, parenting, etc.), journaling, be a tourist in your own city, schedule time with friends and family or other activity that encourages self-love. Making time for your life outside of work typically reduces stress allowing clearer thinking at work for better decision making.

     

    • Anticipate upcoming projects and deadlines. Planning gives you more time to evaluate the process and create a more productive to-do list and timeline.

     

    • Create your own work Utopia. Whether you work with a large team, independently, virtually, or in a positive or negative environment being in control of your happiness and productivity is extremely important. Find creative ways to turn a chaotic busy routine into a challenging, yet fun opportunity. Creating a Utopian workplace by participating in professional development trainings, sharing ideas and creating efficient procedures provides multiple ways to bring your unique talents to any position.

     

    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. Whether you plan to retire from your chosen position or working toward another goal you can choose the attitude you bring daily. Burnout cannot spark in a valued position with a positive administrative professional refusing to fan the flames.

     

    A positive attitude gives you power over circumstances instead of your circumstances having power over you.” – Joyce Meyer

     

    How do you uniquely create your own work Utopia and avoid burnout?

     

    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.

    www.danabuchanan.com

     

    The post Avoid Burnout by Creating Your Own Utopia appeared first on Office Dynamics.

     
  • feedwordpress 20:00:19 on 2018/05/01 Permalink
    Tags: , , , productivity, , , ,   

    Before You Retaliate 

    before_you_retaliate

    Before you retaliate

    It’s almost instinctive to yell back or to be offended at someone who is yelling at you—be it a co-worker or a manager. But yelling back or arguing accomplishes little. It can destroy a business relationship and certainly dims your professional image. So before you respond to a verbal attack, keep these things in mind.

    • Figure out what’s really going on. In each of the following cases, compassion—not retaliation—is in order.
    • Every one is liable to blow up during a rough day at work. If the person yelling at you isn’t known as a chronic jerk, then consider that the source of the blow-up could stem other reasons and not personal.
    • Consider that some people are just socially inept and know no other way to communicate.
    • Then, there are some people who crave the attention and know that yelling or being aggressive is one way to get it.
    • Listen before you leap to conclusions. Assume first that what a person is saying is true. More often than not, we tend to start making a list of what’s wrong with a person and miss the opportunity to really find out what’s at issue. At that point, no one is listening to what the other is saying.
    • Stay neutral. Instead of adding fuel to the argument by yelling back, deflect the hostilities. Don’t walk away. Instead, demonstrate a neutral position. Answer in a calm, steady voice or give an inane answer. It usually stops an argument cold.
    • And don’t handle this via email. Take advantage of a Human Moment.

    Forgiving is not forgetting; it’s letting of go of anger and hurt and moving on. Take time. It’s not easy to forgive with both your head and heart.

    – Joan Burge

    The post Before You Retaliate appeared first on Office Dynamics.

     
  • feedwordpress 15:30:49 on 2018/04/30 Permalink
    Tags: , , , , , , , , , productivity, ,   

    5 Ways to Be a Value-Added Employee 

     

    team_adding_value

    I’m not sure if you know that 80% of my work is onsite training for administrative office professionals so I do a lot of traveling, in fact, 100% of my clients are out of state. From this point forward, I will be traveling extensively through September.

    While traveling gets old after a while and is tiring, I love what I learn when I go on site into an organization. I see employees in action in their environments. I meet executives and have great discussions. Observing administrative professionals at work is one of my greatest moments. When I’m facilitating a full-day workshop for assistant or executives about maximizing their assistant’s time, I experience several aha moments. I’ve been doing this for 28 years and I never grow weary of learning, experiencing, and coming home feeling rewarded!

    One thing I can tell you from working with top-notch organizations nationwide is that the bar is being raised for all employees across the board. Organizations are communicating that it is time to “step up your game” or you may not be in the game in months to come. I know this is hard on those of you who already contribute a great deal and truly are committed. Then we all know there are the slackers appearing to be doing work. But don’t lose hope. As spring brings everything into bloom, this is your time to bloom. This spring, let your brightest colors show through (meaning all your talents) and be in full bloom.

     

    Be a ‘value added’ employee

    How much value would you say your work adds to the organization? Have you ever thought about it? Now more than ever, not only is every employee expected to pull his or her own weight, each person’s work must add value to the organization. There are a number of ways to be what I call a “value-added” partner. Here are a few that can help you earn the rewards and recognition you deserve:

     

    1. Boost productivity. If you can think of ways to streamline your job (or the work processes in a department, for example), it’ll improve overall productivity. That means more can be accomplished in less time – and management is sure to appreciate that.

     

    1. Make money. Is there a profitable opportunity that your employer is not currently taking advantage of? Whether you are a manager or an assistant, if you are familiar with your business, you can often see ways to make money—perhaps by paying attention to competitors or watching trends. Speak up, or prepare a brief summary describing your idea. Profit-generating ideas are a sure-fire way to promote your value.

     

    1. Save money. “A penny saved is a penny earned” applies to the workplace, as well. In what ways could you help save your employer money? Propose them.

     

    1. Be proactive. Ultimately, the best way to demonstrate your value is to show you don’t have to be asked to do something. You do it because it makes sense – because it helps the business and your co-workers!

     

    1. Go the extra mile. You will be noticed. Anyone can do what is expected, but not everyone can go the extra mile. Think of ways you can take that one extra step or add that one extra special touch.

     

    Star Tip: Document your value-added efforts to ensure you reap the rewards over time. Share results with your leader as they occur, and then again at performance review time. Even if your organization has a salary freeze this year, keep doing your best. Trust me, it’ll pay off!

     

    joan_burge_signature

    Joan Burge
    Founder and CEO

     

    wca_washington_chicago

    The post 5 Ways to Be a Value-Added Employee appeared first on Office Dynamics.

     
  • feedwordpress 21:07:37 on 2018/04/16 Permalink
    Tags: , , , productivity,   

    Personal Tune-Up 

    tune_up_MMA Personal Tune-up for Peak Career Performance

    If you’re feeling more energized than usual these days, that’s because it’s Spring. As humans, we’re hard-wired to feel the boost that comes with warmer temperatures and fresh, new beginnings everywhere! Even in the cities, there are blooming flowers and baby birds. Life bustles – and we can’t avoid responding.

    To me, Spring is a wonderful reminder that I am not just a “mind” that thinks and focuses on work. I am also a body – of which my mind is a part. Humans are, in a way, a marvelous machine. You can feed your mind with all kinds of great information to benefit your career. But if you don’t feed your body with food (fuel) and exercise (tune-ups), then the machine begins to gum up or break down.

    To remain a star at work, here are some “personal tune-up” tips to put into practice daily for peak career performance:

     

    • Eat breakfast. You’ve heard it’s the most important meal of the day – and that’s right. Without fuel, you’ll crash, no matter how many cups of coffee you drink.

     

    • Walk once a day. Walking is the no-cost, easy way to keep your energy up and lose weight at the same time. Best of all, you don’t have to break a sweat or go to the gym! Just put on your tennis shoes at break time and go.

     

    • Take short breaks throughout the day. Even if you’re busy, step away for a few moments. You’ll return to your work refreshed and better able to focus.

     

    • Get plenty of sleep. Recent studies show that women, especially, are sleep deprived – which, over time, will reduce your effectiveness and career potential.

     

    • Tackle stress. What causes you to worry? What’s weighing you down? Write a list, and try tackling the items one at a time.

     

    Have a great week!

    joan_burge_signature

    The post Personal Tune-Up appeared first on Office Dynamics.

     
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