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  • feedwordpress 15:32:51 on 2019/07/30 Permalink
    Tags: , , , Stress Management,   

    Time Management for the Modern Assistant 


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    Time_Management_for_Assistants

    Year after year, one of the biggest struggles executive assistants report to me is effective time management. Let’s face it: your days are chaotic. You’re pulled in a million different directions, and many of you have multiple leaders to support. Deadlines press down on you, distractions steal valuable time, and there never seems to be quite enough hours in the day to get it all done! I know what you’re up against. There are many things throughout the day that can waste our time. They may not seem significant by themselves but can add up to hours of wasted time!

    Get Your Mind in the Right Place

    There is no process, no to-do list, no time tracking trick that will help you until you begin your day with a positive frame of mind. That’s right: attitude is everything. Starting each day with confidence, positivity, and passion for progress often equates to a successful day. If your body and mind are in sync, you may surprise yourself with what you can accomplish in a day.

    But you can’t just start the day in the right frame of mind. You should actively cultivate and protect that positivity (trust me…your day will try to steal it!). In order to maintain that outlook, make sure you make time for quiet in your day. Taking a few minutes to reevaluate and refocus on your work gives your mind and body the brief respite it needs to stay energized and in control. Find a place at your work that’s quiet (it may even be your own desk). Sit and breathe. Take stock of your day. Think about what you’ve accomplished and what still needs to get done. You can ask yourself these questions:

    1. What must get done before day’s end?
    2. What is the negative impact if I do not get this done?
    3. Am I currently focusing on the most important item in my leader’s eyes?
    4. What is coming up in the next few days that I must act on today?

    Be future-focused while being in the moment! These five-minute breaks may be the most valuable time you spend all day. The day can’t wash over you if you stay more aware of yourself!

    Being more aware of your habits will also help you structure your day. I recommend working on your most complex projects and tasks during your most productive time of day. For some, that may be early morning and others may be most productive in the afternoon. Whatever your sweet spot is, ensure that your daily tasks are structured in such a way that you reserve simple, mundane tasks for your less productive times and the more complex, pressing projects for your most productive times. Take a minute to think about what time of day you are most productive. If you would like more time management tips, get a copy of my downloadable eBook, Time Management for the Modern Assistant: Proven Tactics for Taming Your Day.

    Time_Management_for_the_Modern_Assistant_eBook

    In this innovative eBook, Joan provides insightful and life-changing time management techniques for the modern assistant. Learn how to take control of your day and master what you’ve learned with concise tips and engaging activities.

    The post Time Management for the Modern Assistant appeared first on Office Dynamics - Executive And Administrative Assistant Training.

     
  • feedwordpress 11:05:22 on 2019/04/18 Permalink
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    9 Ways to Improve Your Organization Skills for Administrative Assistants 


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    Improve_Your_Organization_Skills

    Organization skills for administrative assistants are one of the most valuable skills to have as an administrative assistant.

    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 as an administrative assistant without too much effort on your part.

    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 of this are 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

    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

    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.

    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.

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

    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.


    certification_for_administrative_assistants

    Learn more administrative professional skills that will launch you further into career success by attending our World Class Assistant™ course and obtaining the Certified World Class Assistant designation.

    The post 9 Ways to Improve Your Organization Skills for Administrative Assistants appeared first on Office Dynamics - Executive And Administrative Assistant Training.

     
  • 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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    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

     

    Help other administrative professionals and share this page using the buttons below!

    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.

     
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