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  • feedwordpress 16:15:53 on 2018/06/14 Permalink
    Tags: , , , productivity   

    How to Prepare for an Employee’s Absence 

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    Have you ever been in a situation when a co-worker had to take a leave of absence or they parted ways with the company and everyone, including yourself, was clueless about some of their procedures or tasks they were in charge of? Here is how to prepare for an employee’s absence.

     


     

    It is hard to predict the future but it is not impossible to prepare for it. Creating and keeping manuals on specific work tasks and procedures will help alleviate some of the stress when someone is out of the office.

    Consider creating a manual that can take someone from start to finish with ease. With each project you take on you should document each step of the way, add screenshots for more complicated steps, and add copies of forms that are necessary for the completion of the project. By writing your manual in installments it will make the effort seem manageable.

    Take a look at the following categories you may want to consider including.

     

     

    Feel free to download this infographic created by Office Dynamics International. To download right click then choose the save image as option. We encourage you to share this image and post.

    You can purchase Become An Inner Circle Assistant by Joan Burge in the Office Dynamics Success Store.

    The post How to Prepare for an Employee’s Absence appeared first on Office Dynamics.

     
  • feedwordpress 11:50:12 on 2018/06/11 Permalink
    Tags: , , , , , productivity, ,   

    7 Powerful Phrases to Boost Your Productivity 

    As with any growth and expansion, becoming more productive doesn’t happen overnight. It takes consistent investment of time and commitment.

    If you want to take yourself to the next level, you must be more productive.

    To be more productive isn’t always easy — sometimes we need repeated reminders.

    Here are seven powerful phrases that will make you more productive.

    Repeat after me:

    1. If not now, when?

    When procrastination sets in and things start to pile up, it’s time to commit to a change. If anything is going to happen, it is up to you. The timing is up to you too, so choose to make it happen now.

    2. I will rethink to regroup.

    If you’re digging yourself into a hole, the first thing to remember — but sometimes the hardest — is to stop digging. Look around. Take a breath. Regroup, recalibrate your priorities, and regain control.

    3. I will start with what is necessary.

    Start by doing what’s necessary; then do what’s possible; and before you know it, you may find yourself doing the impossible. Try to start each day with a series of small but necessary tasks to fuel the rest of your morning.

    4. I will simplify what is complicated.

    It’s simplicity of intention that gives us consistent productivity. Many of us overthink and make things more complicated than they need to be. Ask yourself how much you really need to be doing.

    5. I will focus on what matters.

    Obstacles are what you see when you take your eyes off your goal. Stay focused on the actions that will lead toward your successful productive future, and don’t let yourself get distracted with busywork.

    6. I will make this happen no matter what.

    It’s always possible to dodge responsibilities, but it’s much more difficult to dodge the consequences. It was Winston Churchill who defined success as stumbling from failure to failure with no loss of enthusiasm. A river cuts through rocks not because of its power, but because it never gives up, the persistence over time is its power.

    7. I will control my mind before my mind controls me.

    If your thoughts are filled with negativity, not much can get done. But positivity fuels productivity. Success comes to those who have positive energy. Positivity will not only boost your productivity, it will help you make the best of what you do and how you do it.

    The bottom line: When it comes to boosting productivity, if it’s really important for you to be willing do whatever it takes and to keep reminding yourself with phrases to make it happen. The time to make that commitment, though, is today.

     


    N A T I O N A L    B E S T S E L L E R

    THE LEADERSHIP GAP

    What Gets Between You and Your Greatness

    After decades of coaching powerful executives around the world, Lolly Daskal has observed that leaders rise to their positions relying on a specific set of values and traits. But in time, every executive reaches a point when their performance suffers and failure persists. Very few understand why or how to prevent it.

    buy now

     


    Additional Reading you might enjoy:

     

    Photo Credit: Getty Images

    The post 7 Powerful Phrases to Boost Your Productivity appeared first on Lolly Daskal.

     
  • feedwordpress 15:30:47 on 2018/05/23 Permalink
    Tags: , , productivity, , ,   

    Insights from a “Rock Star”: A Conversation with Joan Burge 

    joan_osu

    OSU Administrative Professionals Hosted Joan Burge

     

    Ohio State University Administrative Professionals Group hosted Joan Burge April 23, 2018, in an informal session called Insights From a Rock Star: A Conversation with Joan Burge. Many of the professionals attending had questions about Joan and her accomplishments, however, there were several questions during the event that were asked that are often asked by our own readers.

    We thought we’d share some of those questions that were posed to Joan.

     

    How does one enhance his/her value in a partnership with an executive who has challenges delegating work?

    My number one is don’t ask for permission. Just jump in and engage in the change and do it. As far as the value the second place you can add value is by looking within your own area of the work. Identify the areas in which you excel and leverage them. If you have a good leader, they should be observing your talents and sending work your way that play to your talents.

     

     

    What are a few key strategies for “managing up” when one’s new manager is resistant to change?

    Number one, focus on selling the benefits of the change to your executive. Number two is to ask your executive to try this new process or idea that you are recommending for at least 21 days. The reason for that is because it usually takes us 21 days to feel semi-comfortable with something new. After 21 days, you can ask your executive their thoughts on the new process. Is there anything that should be changed or tweaked?

     

    What challenges do administrative professionals face today compared to ten years ago?

    There is a huge lack of information. Years ago, before all the technology, everything had to cross an assistant’s desk. Therefore, we saw everything, we had to read everything, and we had access to information. Today, information is out in space or in the cloud and assistants don’t have access. That makes their job more difficult. So, my advice for an assistant is you have to ask questions, you have to pull information out of your executive, and you have to get your nose in their business in what they’re doing so you can do your job better and be more proactive.

     

     

    Of all the skills and talents that an Administrative Professional must have in today’s world, which are the most critical and why?

    The most critical skill is resiliency today. You absolutely have to be resilient with all the changes that are taking place. You have to be adaptable, agile, and go with the flow. You also have to be resilient to whatever your executive dishes out to you. Executives need it done now and they need it quick. They are not always going to cushion the words they use or worry about how they say it. They are just going to tell you what they need. So you’ve got to be resilient, you can’t take it personally. You can’t get offended because your executive is not wording their request exactly like you want.

     

    What piece of advice did you not receive that you wish you had?

    It’s not personal. Business is just business, work is just work. The decisions your executives and managers make are just decisions they just make. It’s not personal! It doesn’t have to do with you personally even though it affects you personally. It’s just business. You’ve got to toughen up.

     

     

    Joan Burge has been speaking to small and large groups for over 25 years. Her passion and drive for the administrative field, the women, and men that are involved in it continues to fuel her desire to improve the overall standard of the administrative and executive assistants around the world. With creative teaching techniques, powerful lessons, and high-impact training Joan and Office Dynamics continue to lead and set the standard for all administrative training.

     

    Joan is available to speak at your events. Please call 800.STAR.139 to get more information.

     

    The post Insights from a “Rock Star”: A Conversation with Joan Burge appeared first on Office Dynamics.

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

    9 Ways to Improve Your Organization Skills 

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    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.

     

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    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.

     
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