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  • feedwordpress 16:30:03 on 2019/10/02 Permalink
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    Business Travel Planning for Executive and Administrative Assistants 


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    With more and more companies expanding the reach of their market across the country and even the globe, the role of the business travel planner has become increasingly important. Assistants who need to plan fast-paced and “not a moment to spare” meeting agendas and travel itineraries for their traveling executives know that getting it right is a difficult feat. Novice and senior assistants alike struggle with the task of travel planning for busy leaders. It’s a universal hurdle to star achievement!

    The first thing you need to do as an assistant is to become educated about what business travel really is so that you can develop empathy for your executive. For many business owners and team leaders, business travel is stressful, draining, and dreaded. Jet lag, back-to-back meetings, and little recovery time reveal the reality of the weary business traveler. Traveling for work demands that your leader be sharp when it counts. Sometimes that’s a very tall order. Constant business travel is, quite often, very taxing on a person. Business trips are typically high-pressure, high-stakes events. If they weren’t, your leader probably wouldn’t need to fly across the country. Developing a keen understanding of what life on the road is really like, even if you don’t travel much yourself, is an incredibly important skill to master in order to effectively plan your leader’s business trips.

    Once you understand their plight, how do master business travel planning? As usual, the answer lies within you. You must understand that travel planning is a cognitive task. Travel websites may be able to produce refined lists from an immense amount of data, but they simply cannot consider every single vital element that you, a human being, can. You know your leader. You understand what they need. You can appreciate what they’re up against. Use that know-how when you plan their travel and allow that understanding to work for you.

    Because I know exceptional travel planning for business leaders is an incredibly important task, I’ve created an in-depth guide to help you master the skill. Mastering Business Travel Planning: A Vital Resource for Assistants eBook represents the culmination of my decades of experience in both planning business trips and traveling extensively myself. Ready to become a travel planning pro? Click here learn more!

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    The post Business Travel Planning for Executive and Administrative Assistants appeared first on Office Dynamics - Executive And Administrative Assistant Training.

     
  • feedwordpress 17:15:32 on 2019/09/04 Permalink
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    6 Ways for Assistants to Gain Respect 


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    A powerful, but underutilized, way for administrative and executive assistants to gain respect and be taken seriously is to exude executive presence. Forbes.com define executive presence as the ability to project gravitas–confidence, poise under pressure and decisiveness. Furthermore, communication—including speaking skills, assertiveness and the ability to read an audience or situation—and appearance contribute to a person’s perceived executive presence.

    When you create executive presence, you are taken more seriously in the workplace and your voice is more clearly heard. Executive presence is a combination of business expertise, competence in a chosen profession and ability to build or connect with others. You do that by:

    1. Delivering information in “headlines.” In my World Class Assistant™ course, attendees will ask me what this means. Just think of a newspaper. We see headlines, right? So, when you are communicating with executives or managers, keep it short, simple, and to the point. They don’t have time for the back story.

    2. Communicating with passion and energy. You get people’s attention when you do this. A goal in communicating is to get people to listen to us. Maybe our goal is to get them to buy into an idea or try something new. Even daily, you can speak with more liveliness. I notice when I speak with more energy, I actually feel energized!

    3. Speaking up. Use strong and clear language. You can do this in a way that does not make you appear to be aggressive.

    4. Using a confident tone. It’s very hard to convince or persuade someone when you come across as hesitant just by the tone of your voice. I recently worked with a CEO of a top Fortune 500 company and coached his assistant. The CEO told me he does not like it when his assistant does not sound confident about something when he asks her a question. The example had to do with a meeting whereby the assistant did not sound sure of the information when questioned by her executive.

    5. Engaging people in conversation. Don’t wait for people to ask you question or start a conversation. We project confidence when we reach out to others and initiate conversation. You will be amazed at how positively people will respond to you when you pay attention to and show an interest in them.

    6. Learning to read your audience or the situation and adapt as necessary. It’s just like what I must do as a speaker and trainer. If I am good at my craft, I pay attention to my audience. I don’t just keep going ahead with what I want to say without noticing how my audience is responding. Your audience may be one or two people. But if you are to be successful, you need to be aware of what is going on with the other person and adapt, if necessary.

    In my World Class Assistant™ course, attendees get to practice projecting executive presence. We do this on the third (last) day of class. They present as a team and discuss the benefits they derived from attending the WCA course. To make it real, the assistants pretend they are presenting to their executives. Each person in the group demonstrates their newly learned skills.

    I hope you will practice the above-mentioned techniques. I am positive you will see results.

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    “Of all the programs offered by other training companies that I’ve attended, World Class Assistant™ was much more comprehensive and intense. This program is head and shoulders above the rest! It continues to help raise the bar.”

    – Jennie Forcum, CWCA

    Our World Class Assistant™ course typically sells out so act fast!  In order to deliver a cutting edge, unique experience, we intentionally keep class sizes small.  Don’t spend too long on the fence.  You’ll miss the opportunity of a lifetime!

    Learn More and Register Here.

    The post 6 Ways for Assistants to Gain Respect appeared first on Office Dynamics - Executive And Administrative Assistant Training.

     
  • feedwordpress 16:07:54 on 2019/08/29 Permalink
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    Successful Assistants Combine Left and Right Brain Thinking 


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    adminology

    Several years ago, I came up with Adminology. It was a formula for success for assistants. I still teach Adminology in our World Class Assistant™ certification and designation course because it never changes. Just bear with me as I explain this to you as it will all come together. Assistants should apply the Adminology formula to achieve better outcomes.

    The formula is: Science + Art = Success. So, what do I mean by that? Well, the left side of the brain is the science side.

    Words to describe left-brain thinking are:

    • Logic
    • Order
    • Structure
    • Scientific
    • Rules
    • Analytical
    • Methodical

    Words to describe right-brain thinking are:

    • Gut feel
    • Intuition
    • Sensitivity
    • Artistic
    • Free-flowing
    • Imagination
    • Non-verbal cues

    Let’s take for example the task of meeting planning or calendaring for your executive. To achieve your best results, you would schedule meetings or appointments for your executive using both sides of the brain.

    You would:

    • Take into consideration your executive’s travel. Be sensitive to the fact that your executive may have jet lag, or be tired from a hectic schedule of running from meeting to meeting. You might be sensitive to the fact that your executive has something going on in their personal life.
    • Pay attention to non-verbal cues when working with others to schedule meetings, if you are talking face-to-face or on the telephone or even in an email.
    • Maybe use your gut feel or intuition in a situation where you know your executive does not like early Monday morning meetings. Meaning your gut tells you that because your executive has busy weekends and your executive takes a while to get going on Monday mornings, you stay away from booking morning meetings.
    • Logically look at the entire week. Can you really fit in another meeting on Wednesday? Are you being practical about meeting scheduling? Are you logically thinking through the logistics and allowing your executive enough time to get from point A to point B.
    • Organize your executive’s meeting materials. If you are hosting the meeting, you need to organize your meeting room and any materials for attendees.
    • Bring structure to any chaos meeting day.

    Does this make sense? You could go through just about every major task you perform and use the Art + Science approach.

    Optimization

    During our World Class Assistant™ course, I also talk about optimization in relation to Art + Science. That is because many assistants who attend our course are already high-performing assistants. You are probably like them. So, what do you do now? You optimize what you have.

    Optimize means to:

    • Enhance the effectiveness of something
    • Make something function at its best

    You will take your career and productivity to an entirely new level if you can combine art and science with a dash or two of optimization.

    Art Side: be a visionary; imagine the future; picture what you want your future to be. This means that you will not have all the details now. It is like sketching the picture without filling in the details of the picture. Do not worry whether it is practical or realistic. See the possibilities of what could be.

    Optimize by: daring yourself to take big steps; be bold; have a purpose for your life; write your mission statement; stop listening to all the naysayers; verbalize your future to others and use affirmations regularly.

    Science Side: map out a plan; identify the steps you will take to achieve your goal; forecast any barriers and list steps you will take to work around the barriers; write a timeline; assess your progress as you travel the road.

    Optimize by: writing BHAGs (big hairy audacious goals); force yourself to quietly sit and map out a plan; follow the rules of success and don’t be afraid to occasionally break the rules; measure your progress and get back on track when you are diverted; discipline yourself to learn the process of achievement and don’t make excuses; give structure to your life where you need to have structure.

    This may seem like work at first and you may have to make a conscious effort to use both Art and Science. But like any other habit, after you do it several times, it should become a part of your work life.

    Joan Burge

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    What your peers are saying

    “I’ve attended many administrative training programs, but this is by far the most focused, detailed, and informative one. I feel that I’ve stepped up to a new level in my career by attending this program.”

    – Johanna Viteri, CWCA

    “Of all the programs offered by other training companies that I’ve attended, World Class Assistant™ was much more comprehensive and intense. This program is head and shoulders above the rest! It continues to help raise the bar.”

    – Jennie Forcum, CWCA

    “Very valuable and ‘real life’ knowledge was taught and shared. Excellent team building exercises. Informal, yet professional environment which encouraged participants by all attendees.”

    – Cheryl Havsman, CWCA

    Learn more and reserve your seat here.

    The post Successful Assistants Combine Left and Right Brain Thinking appeared first on Office Dynamics - Executive And Administrative Assistant Training.

     
  • feedwordpress 16:40:12 on 2019/08/13 Permalink
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    Do You Have an Internal Admin Site or Hold Lunch N Learns Where You Work? 


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    tips_for_administrative_assistants

    Ask an Admin was created by Office Dynamics to help administrative professionals with their problems through the help of their peers. We don’t always have an answer to each individuals problem but we know some of you might. Please read the question and comment below.

    Admin on SF Peninsula asks:

    Looking forward to your replies!

    Do you have an internal admin site where you work? Or maybe you’re thinking of creating one?

    I co-designed one at my company and am interested in collaborating with you.

    An internal admin site is the main company site with all the links that admins find useful for their jobs centralized in one place.

    Additionally, I am considering starting a monthly Admin Lunch N Learn at my place of work. My current vision would be to rotate topics and have a combination of speakers coming in. Topics related to the administrative profession would be discussed. Admins and outside speakers would have the opportunity to share their skills, experience, knowledge, etc.

    If you have been a part of, or have attended anything such as these, I would like to connect with you to discuss.

    I’m looking forward to your responses!

    Admin on SF Peninsula

    The post Do You Have an Internal Admin Site or Hold Lunch N Learns Where You Work? appeared first on Office Dynamics - Executive And Administrative Assistant Training.

     
  • feedwordpress 15:00:55 on 2019/08/07 Permalink
    Tags: Uncategorized   

    The Assistant as a “Center of Influence” 


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    I created the above visual as an image of the ideal situation between an executive and their assistant, especially when it comes to communication. Because of all the technology today, assistants have a very hard time staying “in the loop.” When an assistant is aware of what is going on or what is on the horizon, she or he can better anticipate, be proactive, plan better, foresee barriers, look more professional, and reduce stress. I know this from being an executive assistant for 20 years before starting Office Dynamics.

    Some executives resist this concept for a few common reasons. Executives are independent. They certainly can manage many of these items on their own, but should they? Is that where their attention rightly belongs? In some cases, they add confusion and overlap by being involved in things their assistants should be managing. They can even create embarrassment when it becomes clear to others that they aren’t on the same page.

    By allowing everything to flow through you, your executive can use you as a buffer or filter—a conduit for collecting information, processing it, and sending it back out in the appropriate fashion. It frees your executive to focus attention where it is needed. It allows you, the assistant, to truly be involved in all aspects of your executive’s business, giving you a more holistic point-of-view. Over time, you develop the ability to anticipate needs and truly act as an “alter ego” for your executive.

    Being the Center of Influence requires a deep level of continual communication from and to both parties. Your executive must freely and promptly share information. You must clearly and accurately do the same.

    This concept creates deep interdependence between the two parties.

    One of our VIP trainers, Julie Reed, for our World Class Assistant™ designation and certification course adds:

    • Do you have the right tools and are you using them effectively?  (i.e., email, calendar, phone lines on your desk)
    • Develop a healthy curiosity.  Make time to investigate. If your executive is not bringing you into the conversation, then insert yourself. Do not be afraid to ask questions.
    • Have an active mind – be observant, alert and engaged.

    I highly encourage you to discuss this visual with your executive. At first, they might be resistant so ask them to try disseminating information to you for three weeks and see what happens. If you can get your executive to stay with this process for three weeks, I believe you both will see the benefit.

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    Never settle for less in your career.  Set yourself apart with a World Class Assistant™ designation and certification. Register now for our next World Class Assistant™ course to propel your career, expand your network, and become a strategic business partner at your organization!

    The post The Assistant as a “Center of Influence” appeared first on Office Dynamics - Executive And Administrative Assistant Training.

     
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