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  • feedwordpress 15:30:06 on 2017/06/19 Permalink
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    7 Ways to Get Control of Your Day (Part 2 of 4 Part Series) 

    Get_Control_of_Your_Day

    In case you did not read part 1, I am writing a 4-part series around the topics of managing your day and time. I promise to keep these short and to the point.

    #1: Early in the day, clarify your top 5 priorities for the day. Instead of thinking about the 10 things or more you have to do today, narrow your list to your top 5 priority items that you must get done today. This will help you feel like you have control vs. feeling like you are being controlled by everything that pops up. And at the end of the day, you will feel good about your accomplishments.

    #2: Focus on the task at hand. One way to get things done and off your plate is to stay focused. Stay in the “flow.” This is what makes the difference between those who make great strides in their work and those who just run in circles throughout the day.

    #3: Reducing information overload. I will give you tips on how to do this in next week’s Monday Motivator.

    #4: Ask others for specific deadlines. This helps you prioritize your workload.

    #5: Recognize the time of day you are most productive and tackle the projects that consume the most brain power. For me, I am most productive from 6:00 am – 2:00 pm. At work, if at all possible, I work on the items or projects that consume my greatest cognitive abilities. Then later in the day, I focus on smaller items that don’t consume as much of my brain power. By doing so, I am highly effective and move through my work much faster.

    #6: Establish some quiet time throughout the day. One way to gain control is to just stop. Pause for 5 minutes. Revisit your Inbox, to do stack or list and then begin.

    #7: Plan ahead. A great way to get a jump on your day is to plan the night before. In other words, before you leave the office, organize and prioritize your work for the next day. This way when you arrive at your office the next day, you can hit the road running.

    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.

    monday motivators

    The post 7 Ways to Get Control of Your Day (Part 2 of 4 Part Series) appeared first on Office Dynamics.

     
  • feedwordpress 16:00:03 on 2017/06/12 Permalink
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    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 13:45:26 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
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    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
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    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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