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

    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 13:45:49 on 2017/04/19 Permalink
    Tags: , , productivity, ,   

    5 Productivity Apps You Probably Already Have on Your Smartphone 

    Productivity_Apps_For_AssistantsThis article is part one in a two-part series on productivity apps for administrative professionals by Julie Perrine.

    While there’s certainly a case to be made for banning phones from the workplace – confidentiality concerns, Facebook faux pas, employees who spend more time on Snapchat than spreadsheets – some smartphone apps, when used properly, can make your job a lot easier. The following are five apps you probably already have on your phone, and how you can use them to be more productive.

    1. Audio recorders. Have you ever been in a meeting where the information comes fast and furious or sat across from your executive as he or she verbally dumped out the details for an important trip or memo they need drafted? Wouldn’t it be nice if you had a way to record those words, rather than giving yourself carpal tunnel syndrome attempting to scribble down notes?

    Enter audio recording! Simply push the button on your app to capture their words verbatim, and then transcribe it when it’s convenient for you. If transcription is a pain point, these three apps will do it for you: Dragon Dictation, Evernote for Android, and Voice Assistant!

    2. Notes. We’ve all been there. Your executive says something in passing that you need to remember, so you hunt down a pen and a sticky note to jot it down.
    But why? Your most powerful note-taking software is already in your pocket or sitting on your desk! Whether you use OneNote, Evernote, or the default notes app that came with your phone, you’re just a few keystrokes away from documenting these important comments in a place where they won’t get misplaced or thrown out.

    3. Tasks. As an admin, your to-do list is usually a mile long, and it can be difficult to remember what you need to do and when.

    A task app can help! Enter the specifics – description, due date, etc. – and you’ll be able to see at a glance what needs to be done and when.

    4. Calendar. When is that important meeting? What date is the budget report due? What time is your executive’s flight to Cleveland for the big conference?
    With a calendar app, you’ll never forget an important date again. Set reminders, alerts, and alarms, sync to Outlook or other email programs, and never miss an important meeting or event.

    5. Podcasts. If you want to develop your business acumen, you’ll need to stay up to date on the latest industry trends, news, and developments. But as a busy admin, where will you find the time?

    With a podcast app, you can download and save relevant streams and peruse them at your leisure – during your morning commute, on your lunch break, or as you relax on the couch after a long day at the office.

    While there are numerous productivity apps out there – these five likely don’t require any research or downloading since you (probably) already have them. So pick up that phone, test them out, and put them to use today!


    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 5 Productivity Apps You Probably Already Have on Your Smartphone appeared first on Office Dynamics.

     
  • feedwordpress 13:45:26 on 2017/04/19 Permalink
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    Teamwork Strategies for Administrative and Executive Assistants 

    There is no great month than April to talk about the power assistants create when they work together. In April, we honor administrative around the world for one full week. What does that tell you about the importance of the role?

    For more than two decades I have been teaching assistants about the benefits of working together. While I often hear about the challenges and issues assistants have with their peers, assistants can find strength in community and unity.

    When administrative professionals work together . . .

    • There is less duplication resulting in savings to the company and increased productivity.
    • You can learn streamlining techniques from each other.
    • Gain a new perspective. (Provided you keep an open mind.)
    • Add fun to your ho-hum routine.
    • Working together can mean consistency for out of office coverage.
    • Expansion of what the team together can accomplish that one person alone cannot do.

    So what can you do to promote teamwork and collaboration across your administrative community?

    1. Put the company first. Let co-workers know that your concern is for the success of the company—not just successful fulfillment of your job responsibilities or career goals.
    2. Share your ideas. Make suggestions whenever appropriate.
    3. Welcome input from others. Respect the ideas of others, just as you would like them to respect yours.
    4. Ask for help. If someone in the office is an expert in an area, ask for his or her advice.
    5. Remain committed. Problems and frustrations may arise, but don’t give up. Be supportive of your colleagues—you need them as much as they need you.
    6. Trust your colleagues. You and your co-workers are working toward one common goal—a successful company.
    7. Remember no man is an island. Whether there are two administrative professionals in your office or 200, joining forces with your administrative peers will contribute to greater success for your organization.

    What do you or your peers do to create administrative unity and synergy?

    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.

    Joan Burge

    administrative_assistant_conference

    The post Teamwork Strategies for Administrative and Executive Assistants appeared first on Office Dynamics.

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

    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: , , , productivity, ,   

    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.

     
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