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  • feedwordpress 21:31:41 on 2020/06/30 Permalink
    Tags: , bad boss, bad manager, , , , difficult situations, Stress Management,   

    Dealing With a Difficult Boss 


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    Working with people has its pros and cons. When you work with others you are able to bounce around ideas, collaborate, get feedback, and share knowledge. However, when you work with difficult people, you may experience resistance. In the past, we’ve touched on how to deal with difficult people but let’s face it, dealing with…
     
  • feedwordpress 20:50:07 on 2020/05/28 Permalink
    Tags: , , , Stress Management,   

    Self-Management and Personal Care 


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    Many assistants hear self-management and perceive it as the ability to not rely on their executive to move forward with projects. After all, the ability to think on your feet comes with the job title of an assistant. Self-management is more than being self-sufficient. It is about defining the quality of life you would like…
     
  • feedwordpress 14:30:41 on 2020/05/07 Permalink
    Tags: , , , , , strengths and characteristics of a good assistant, Stress Management,   

    Timely and Effective Communication Strategies for Assistants 


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    Timely and Effective Communication Strategies for Assistants

    We all know that communication is the cornerstone of any organization’s success. It is even more important in times of crisis. So how can you effectively communicate with your executive, colleagues, and partners while being sensitive to interpretations and time constraints?

    In this Timely and Effective Communications blog, we are going to cover how as well as ways you can use communication to maximize productivity and reach goals. You’ll learn about:

    1. The importance of timely communication and resources to help you execute it.
    2. Keeping people in the loop. 
    3. Delivering bad news.
    4. Dealing with emotional reactions. 
    5. Tactfully voicing your opinions. 
    6. Navigating through different communication styles and choosing the most effective medium to relay important details.

    And much more! At the end of this blog, there is a helpful video that goes into detail on parts of the information presented above. If you are ready to better yourself and your career as an assistant, read on.

    1. Timely Communication

    Over the years, you have likely heard Joan and other people talk about timing is everything when communicating with others, especially when we want them to be open to an idea or suggestion. 

    If you are not thinking about the who, what, when, where, and what tool to use, you will not have as great an impact. Your goal should be to create win-win situations by reaching the recipient when it matters the most. 

    Prioritize your communications by asking yourself questions such as: 

    • If I don’t inform my leader or coworker about this, what can be the impact? 
    • What damage might occur?
    • What form of communication is proven to be the most effective based on my rapport with the recipient? Do they respond best to emails, calls, text messages, etc?
    • What words can I use in the subject line to address the urgency of my message?

    In our last Survival Tactics Series blog: Working in Tandem with Your Leader, we covered best practices for verbal and written communication.

    2. Keep Appropriate People in the Loop

    Who needs the information you are privy to? While we do not want to overshare with too many people, we do not want to leave people out of the loop. Even if they do not need to take direct action, it may be helpful that they know what is going on.  

    3. Delivering Bad News

    No one likes to be the bearer of bad news. You should remain sensitive to how those receiving the news may react. To do so, follow each of the points below: 

    • Communicate bad news promptly.

    A typical response to bad news is “How long have you known?” If you have known for a long time but have not shared the news, people may feel that they have been cheated or that you do not trust them. 

    Recognize that there is no good time for bad news—share it as soon as you can. 

    • Do not just email.

    Email alone comes across as unfeeling and distant. If possible, avoid leading with email and opt for a verbal approach. If you have no option but to use email, follow-up the correspondence with a telephone call, in-person meeting, or video call. 

    • Communicate more than once.

    Provide additional details and updates in follow-up communications. Especially if the news is serious, people take in bad news gradually. After they have grasped the essential message, they will want details.

    4. Dealing with Emotions

    People will respond to news, opinions, suggestions, and ideas differently. If you find yourself in a situation where you or the recipient is responding out of emotion, take a moment. If you are communicating the news, be open to the recipients’ position. Let them talk without interrupting. If you can’t agree, end the discussion for the time being. You can say something like “I understand that this is important to you and I want to take some time to process what you have just shared. Let us pick back up on this at a later time. I will reach out via email with some options. Let me know what works best with your schedule.” This allows you to digest the situation, gather your thoughts, and respond with decorum.   

    5. Tactfully Voice Your Opinions

    While we should always be able to tactfully voice our opinions, we need to be extra tactful during delicate times. The reason being people are extra sensitive during these times.

    • Think about the words you will use.
    • Do you have facts to back up your ideas?
    • Do not verbally attack the person.
    • Be considerate of the person’s opinions. 
    • If something is needed from you as a result of the discussion, establish a timeline for sending that information to the person. 

    6. Navigating through different communication styles and choosing the most effective medium

    In our trainings, we talk about four styles of communication by referencing colors. Here is a quick overview:

    Red: Is short and to the point; they are more logic-oriented than “feeling” oriented. Be more businesslike with red. 

    Blue: Is more informal; they can take small pieces of information and connect the dots. This color is creative and sensitive.

    Yellow: Is like blue, they like to give and receive information but may stray from the subject.

    Green: Is precise, orderly, structured, detailed, and factual.

    You can reference our Communicating In Style, With Style blog for more details on each color as well as our Communication Style Assessment. You will make headway by communicating in the recipient’s style. 

    You can discover all 14 timely and effective communication methods through our Survival Tactics Series for Chaotic Times: Timely and Effective Communications assistant webinar.

    Survival-Tactics-For-Administrative-Professionals

     
  • feedwordpress 18:27:26 on 2020/03/18 Permalink
    Tags: , , , , , , , Stress Management, , ,   

    Survival Tactics for Administrative Professionals During Chaotic Times 


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    Disasters and chaotic times dramatically impact our personal and professional lives. And while, with time most situations improve, reoccurrence in the future is inevitable.

    How do you manage external responsibilities, such as children and family, keep up with workload demands and safeguard yourself from difficult times in the world? Adaptability.

    At Office Dynamics International, Secretaries, Executive Assistants, and Administrative Assistants alike have approached us on skills, tactics, and traits to implement in order to achieve agility and survive the pressures of today’s society.

    The Administrative Professional Adapting to Working From Home

    Working from home has become a new reality for many US workers. Some of the biggest challenges experienced are isolation, time-management, and communication barriers among staff members. What’s more, as schools shut down across the US, working parents must juggle company and family priorities simultaneously.

    Working from home for an unknown period of time is uncharted territory for many. How do you adjust your routine for maximum productivity and efficiency? What should you do to deal with isolation and your sanity after being home all day with children, spouses, and pets?

    Working from the office is just as complex. Earlier this month you may have been scheduling business trips, events and negotiating with vendors. Fast forward to now; you’re vigorously putting out fires, redoing your Executive’s calendar, receiving cancellations and making them too. Business priorities have shifted, tensions are flaring and expectations are doubling each day. 

    Additionally, financial uncertainties caused by company closures and layoffs impact more than the economy, your livelihood as you know it is at stake. It takes the right mental attitude to navigate through these personal and professional complexities.

    Survival Tactics Series for Administrative Professionals

    Joan Burge has created a micro-learning series called Survival Tactics for Administrative Professionals During Chaotic Times. Receive pertinent, palpable information in 30 minutes, 2 times a week for 3 weeks.

    • Embrace a Warrior Mindset
    • Working in Tandem with Your Leader
    • Timely and Effective Communications
    • Being Resilient During Turbulent Times
    • Riding the Wave of Change
    • Self-Management and Personal Care

    While professional, financial and familial stressors will present themselves through and through, you’ll be equipped with in-demand tools to address them, and at times people, whilst maintaining your patience and decorum.

    The post Survival Tactics for Administrative Professionals During Chaotic Times appeared first on Office Dynamics - Executive And Administrative Assistant Training.

     
  • 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.

     
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