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  • feedwordpress 17:15:16 on 2019/01/17 Permalink
    Tags: , Stress Management, , ,   

    What is a Good Work Balance? – Ask an Admin 


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    training_for_administrative_assistants

     

    Welcome to another question for Ask an Admin – Admin to Admin Advice. This is where you submit the question and your peers answer your question. 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.

     

    This week, Rachel R. asks us:

    No matter how fast I work or how many hours it seems that I put in, I am unable to get in front of my assignments. I am always ensuring a “fire” doesn’t start and I am unable to work methodically on one or all of my projects. Any advice?

     

    Interesting question. How do you handle a lot of assignments/tasks in a methodical way while ensuring “fires” don’t start or spread? I know what Joan Burge would say! NO MULTI-TASKING. Well, I think we all know that Joan would say that…but what advice would you give Rachel?

     

    It’s your turn to give your advice, tips, tricks, and anything else you have to offer up. Place your comments or advice in the comment section below.

     

    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.

     

    Get Things Done & Control Your Day – Recorded Webinar

     

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    The post What is a Good Work Balance? – Ask an Admin appeared first on Office Dynamics.

     
  • feedwordpress 17:15:24 on 2019/01/15 Permalink
    Tags: , , Stress Management,   

    Tips to Get Rid of Stress 


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    Life is too short to let things get to you, but sometimes it happens. Sometimes things are going so fast and so much is happening we all of a sudden think, “Whoa, what just happened?”

     

    Then comes the stress and we quickly become one of the “office dragons” that we don’t like very much.

     

    There is no formula for completely taking the stress out of your life, no wax on or wax off, but there are some things you can do to de-stress or even prevent it from overwhelming you.

     

    So, as we begin this New Year and we are coming out of a very fun but stressful time of year I thought it would be nice to list a few techniques and methods that might prove to be helpful.

     

    Get Physical

     

    When stress starts to take over, the human body has an increased level of adrenaline and cortisol. This can send us into a “panic mode” and because our natural reaction is the “fight or flight” response, we need to rely on exercise and physical exertion to metabolize these levels of stress. So, take 5 minutes and go for a walk.

    • Go workout
    • Do some yoga
    • Whatever it is, get physical and get rid of that stress!

     

    Sleep

     

    One of the highest causes of stress is the lack of sleep but what makes this funny is stress can also prevent us from getting a good nights rest. There are several things you can do to help you overcome your restless nights.

     

    • Maximize your relaxation before going to sleep
    • Avoid caffeine at night
    • Avoid excessive alcohol which leads to disturbed sleep
    • Avoid mentally demanding activities before going to bed, allow your brain time to decompress
    • Avoid watching action packed or suspenseful movies or television shows before going to bed

     

    Talk to a Friend

     

    Sometimes all you need is a friendly ear. Talking to someone can help distract you from what is going on around you. Stress has a way of clouding our judgment and it prevents us from seeing the situation as we should see it. When we talk to someone we can also get another perspective that is clearer and not so close to the problem.

     

    Relaxing Techniques

     

    Try different things to bring your stress levels down. The Harvard Medical School published an article that lists six relaxation techniques to reduce stress.

     

     

    Just Say No

     

    We have said this time and time again. In fact, Joan Burge has even written a blog post dedicated to this topic. Do You Have A Problem Saying No?

     

    Some people have a real problem saying no to their work colleagues, family, and friends and that can cause some major problems when you get busier and more stressed.

     

    For more insight into this read, Do You Have A Problem Saying No? by Joan Burge, Founder and CEO of Office Dynamics International.

     

    Get Rid of it!

     

    Stress can come in many different forms and sometimes it is work-related, family or just everyday things like traffic. Whatever it is, get rid of it!

     

    Tell us about some ways you get rid of your stress, we’d love to hear!

    The post Tips to Get Rid of Stress appeared first on Office Dynamics.

     
  • feedwordpress 17:15:20 on 2018/11/08 Permalink
    Tags: , , , Stress Management   

    Snuff Out the Burnout 


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    If you feel you are on the verge of stressing too much because of your job or even home life, take a step back. You might be burning out. Before it becomes full-blown, take these steps:

    1. Find time to play. Even if it means forcing yourself. People on the verge of burnout usually are spending less time with family and friends. They have trouble getting away from the workplace. If you can’t take a few days off, even just one day, in a relaxing environment with no computers, faxes, e-mails, phone calls or any thoughts of work, can help renew you. Try a technology fast on this day off to get the full benefit of rejuvenation.
    2. Set realistic objectives. If you are feeling snowed under at work, sit down with a boss and prioritize your projects. Categorize them and then attack!
    3. Use your support network. Everyone needs people inside and outside of work to turn to for support, encouragement, and candid feedback. Most important are those folks who laugh with you and are true friends.
    4. Keep your options open within the Company. People who burn out usually feel they do not have a way out of a situation. Update your resume and be prepared to talk about your accomplishments in the past five years and what you can contribute to the organization. Determine areas within the company that you may contribute to.

    Other tidbits:
    * Plan a vacation or quick getaway

    • Sign up for regular, non-work activity during the weeks that makes you leave the office early.
    • Subscribe to publications that have no relationship to your profession.

     

    joan_burge_signature

    The post Snuff Out the Burnout appeared first on Office Dynamics.

     
  • feedwordpress 17:15:02 on 2018/11/06 Permalink
    Tags: , , Stress Management   

    Training For Adults Can Be Fun 


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    “Laughter has been shown to increase our pain threshold, reduce blood-sugar levels, boost glucose tolerance and increase blood flow to vital organs.” If that is not enough reason to laugh and play, then how about because it’s fun and relieves stress? I was excited when I came across an article on the internet called Power Play: Getting Into Goofing Off. I loved it and it reminded that as we become adults, we forget or put aside this very important part of life. Sometimes we are so bogged down by work and personal circumstances that we stop laughing.

    Something I see often in my workshops is assistants that are “afraid” to be involved in creative learning exercises and have fun in class. Some attendees think it is “silly” when I instruct them to do certain activities or they have to depict a concept visually. What happens, though, when they get to the other side of that activity, is the participant is more creative; they contribute better ideas and dig deeper for answers. They feel relaxed by the end of the day instead of feeling information overload.

    When I was an executive assistant working at Coppertone in Memphis, TN, my executive was the Vice President of Marketing. He had some very intense presentations that he had to give twice a year to the big guys! My executive, Steve, was in his early 30’s and I was older than him and already 17 years into my executive assistant career. He was a very social person and loved walking around and managing by interacting with his product managers. On the other hand, I was more serious and stayed focused at my desk. He used to drive me crazy when a few weeks before these major presentations, when staff was stressed to the max, he would make us go to lunch! I thought, “Is he crazy? We can’t afford to take 90 minutes out of our day!”

    I now get it. I actually just took my staff for an off-site day of rest, relaxation and rejuvenation. The next day we came back to the office refreshed and excited. We buckled down to work and accomplished 50+ little details in 2 days in preparation for our big annual conference which is in September. Plus, we were so relaxed (even me), we spontaneously videotaped my new video series for executive and administrative assistants – 8 short videos! Wow! We were going to do that in late August.

    This week, look for every opportunity to have some play time. What do you enjoy? What makes you laugh? Who do you like to spend free time with? Who makes you laugh? Can you spend time with a child – even if it is a neighbor?

    I hope you enjoy this week!

    joan_burge_signature

    The post Training For Adults Can Be Fun appeared first on Office Dynamics.

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

    7 Tips for Administrative and Executive Assistants 


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    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.

     
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