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  • feedwordpress 16:51:50 on 2017/07/10 Permalink
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    Build Structure out of Chaos (Part 4 of 4 Part Series) 

    administrative_assistant_trainingTo end my 4 part series, I wanted to share my quick list of tips with you. In case you missed the rest of the series, you can read part 1 here, part 2 here and part 3 here. Remember that doing several little things throughout your day can also improve your productivity. You can pick and choose which ones you would like to try. Best of luck.

     

    1. Standardize processes.

    2. Focus on tasks of high value.

    3. Clarify objectives.

    4. Learn to think on paper.

    5. Anticipate upcoming work events or projects.

    6. Avoid backlogs of work by keeping information flowing.

    7. Flexibility leads to control. Use your “to do” list or other tools, but don’t let them control you.

    8. When given a project or task, get all the information you can at once.

    9. Excuse yourself from idle chatter after a few minutes.

    10.When involved in discussions, stick to the issue at hand.

    11.Finish what you start; avoid jumping around (multitasking).

    12.Keep an organized workspace.

     

    I hope you enjoyed this 4 part Series.

    The post Build Structure out of Chaos (Part 4 of 4 Part Series) appeared first on Office Dynamics.

     
  • feedwordpress 13:30:07 on 2017/07/10 Permalink
    Tags: , , , , , Stress Management,   

    Build Structure out of Chaos (Part 4 of 4 Part Series) 

    training_for_executive_assistants

    To end my 4 part series, I wanted to share my quick list of tips with you. In case you missed the rest of the series, you can read part 1 here, part 2 here and part 3 here. Remember that doing several little things throughout your day can also improve your productivity. You can pick and choose which ones you would like to try. Best of luck.

    1. Standardize processes.
    2. Focus on tasks of high value.
    3. Clarify objectives.
    4. Learn to think on paper.
    5. Anticipate upcoming work events or projects.
    6. Avoid backlogs of work by keeping information flowing.
    7. Flexibility leads to control. Use your “to do” list or other tools, but don’t let them control you.
    8. When given a project or task, get all the information you can at once.
    9. Excuse yourself from idle chatter after a few minutes.
    10. When involved in discussions, stick to the issue at hand.
    11. Finish what you start; avoid jumping around (multitasking).
    12. Keep an organized workspace.

    I hope you enjoyed this 4 part Series. I hope you continue to enjoy your summer.

    Joan Burge

    This blog was created from our Monday Motivators series. Monday Motivators is a weekly note offering practical ways to create a new mindset, change behaviors, develop positive relationships and thrive in the workplace with energy, effectiveness, and excellence.

    admin_training

    The post Build Structure out of Chaos (Part 4 of 4 Part Series) appeared first on Office Dynamics.

     
  • feedwordpress 13:30:23 on 2017/06/26 Permalink
    Tags: , , , , , Stress Management,   

    Reducing Information Overload (Part 3 of 4 Part Series) 

    training_for_assistants

    To continue my series on better managing your day and work, today I am focusing on information overload. I’m sure you can relate. If you missed the prior parts of this series, you can read part 1 here and part 2 here.

    There’s just too much information out there! In fact, information processing accounts for half the gross national product—and most of it ends up on paper that someone has to read. You don’t have to fall prey to information overload. You just have to be more selective about the information you choose to take in. Here are five steps to becoming a picky information consumer.

    Step 1: Don’t read everything that comes to you. You simply can’t absorb everything you think you need to know. Once you admit that, you’ll be better able to prioritize, delegate or ignore the information that comes your way.

    Step 2: Assess your information sources. Take some time to decide which action, Web site, report or professional association information that isn’t of the highest quality.

    Step 3: Scan for information. When you open a publication, look through the table of contents first. Scan for topics and article summaries. Choose only articles or reports that you need to read. Don’t waste your time on information just because it’s mildly interesting to you. Stick to what’s important.

    Step 4: Use your highlighter. Once you commit to reading an article, underline any information you want to refer to later. Throw out any article or report where you haven’t highlighted any passages.

    Step 5:  Be an example. If you don’t want to get bogged down by long e-mails or voice messages, keep your own short. Let others know that they should keep their information as concise as possible—and mention it to them nicely when they don’t.

    Wishing you great success applying these steps this week!

    Joan Burge

    This blog was created from our Monday Motivators series. Monday Motivators is a weekly note offering practical ways to create a new mindset, change behaviors, develop positive relationships and thrive in the workplace with energy, effectiveness, and excellence.

    admin_training

    The post Reducing Information Overload (Part 3 of 4 Part Series) appeared first on Office Dynamics.

     
  • feedwordpress 16:00:03 on 2017/06/12 Permalink
    Tags: , , , , , Stress Management, ,   

    Managing Your Time (Part 1 of a 4 Part Series) 

    time_management

    I have been in the business world for 47 years now and one thing that never changes is managing our workload and setting priorities. Everyone I talk to is trying to keep up with the accelerated pace of business and change. At Office Dynamics, we always seem to be in a flurry of activity throughout the year but certain seasons are busier than others. Plus we always have to be thinking 6 – 12 months out because of being in the training industry.

    Regardless if this is your really busy season or not, I would like to offer you some of my greatest tips. I will do this in a 4 Part Series of Monday Motivators. Other topics I will address over the next 3 weeks are: Control Your Day and Get Things Done; Reducing Information Overload; Build Structure out of Chaos. I promise to keep these Motivators short and to the point since your time is precious.

    Managing your time is about . . .

    • Managing priorities and staying on the “A” priority before moving to B or C. Often people would rather do what is quick and easy. The truth is we need to stay focused on the “A” priority items of the day. We must not get pulled into the allure of what is quick and easy.
    • Being flexible throughout the day and quickly adapting to changes. While our To Do lists are great, as you know, flexibility is key. I always say that our To Do list must be fluid. It is just a guide but we can’t be married to it.
    • FOCUS!!! Hugely important in this age of non-stop distractions. Example: Can you even stay focused enough to read this entire Monday Motivator or are you watching what’s popping up in your Inbox? Or on your phone or listening to the conversation next to you?
    • Stopping throughout the day and assessing items to be done. I love to pause mid-afternoon and re-asses where I am with my work. I determine what I have accomplished thus far and what I must finish before the day ends. You can ask yourself these questions: 1) What must get done before day’s end? What is the negative impact if I do not get this done? 2) Am I currently focusing on the most important item in my leader’s eyes? 3) What is coming up in the next few days that I must take action on today? (be future-focused while being in the moment)
    • Using effective “tools.” We are so fortunate today to have so many tools and apps. While I love some of my old-fashioned methods, I would like to encourage you to talk to your peers and see what tools they use for greater efficiency.
    • Work smarter (not harder). I believe many of you who read my Monday Motivators work hard. Today it’s about working smarter; taking some time throughout your day to think, assess, decide and possibly delegate.

     

     

     

    The post Managing Your Time (Part 1 of a 4 Part Series) appeared first on Office Dynamics.

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

    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.

     
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