Tagged: Uncategorized Toggle Comment Threads | Keyboard Shortcuts

  • feedwordpress 16:40:12 on 2019/08/13 Permalink
    Tags: , Uncategorized,   

    Do You Have an Internal Admin Site or Hold Lunch N Learns Where You Work? 


    Warning: preg_match_all(): Compilation failed: invalid range in character class at offset 7 in /homepages/23/d339537987/htdocs/ec/wp-content/themes/p2/inc/mentions.php on line 77
    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” 


    Warning: preg_match_all(): Compilation failed: invalid range in character class at offset 7 in /homepages/23/d339537987/htdocs/ec/wp-content/themes/p2/inc/mentions.php on line 77

    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.

    training_for_executive_assistants

    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.

     
  • feedwordpress 14:20:25 on 2019/07/25 Permalink
    Tags: Uncategorized   

    Focusing on Providing Exceptional Service as an Administrative Professional 


    Warning: preg_match_all(): Compilation failed: invalid range in character class at offset 7 in /homepages/23/d339537987/htdocs/ec/wp-content/themes/p2/inc/mentions.php on line 77
    administrative_service_tips

    Focusing on providing exceptional service at work can be a struggle especially if you are not feeling appreciated. I have shared several discussions about this topic with my peers throughout my years as an administrative professional. The key is to focus on providing an exceptional level of service rather than the feeling that no one is acknowledging your service.

    Stating facts about your performance is a form of professionalism and confidence. Your performance and track record define you for yourself and those you work with and work for. Providing quality work and taking pride in your performance encourages professional growth; whether advancing within or moving on to a better-suited career opportunity.

    Whether you are or are not planning a job/company change tracking your projects, career education, extra duties, and tasks learned (or expanded) should be added to your resume/career portfolio. Updating your experience at least once a year not only prepares you for a possible job change, but it also reminds you how much you have accomplished and why you have chosen this profession. Resume/portfolio updates should go hand in hand with your yearly evaluation process; supporting professional and personal advancement.

    Providing exceptional service both professionally and personally encourages confidence and growth. Focusing on your abilities and strengths and enhancing areas that need attention empowers you to strive for your personal best and beyond. When you recognize your abilities, experience, and skills you lead by example (even if you think that no one is watching). You become a mentor to others and prepare yourself for growth that will inevitably happen throughout your professional and personal life.

    Key reminders and tips:

    • Focus on your accomplishments; your own facts.
    • Track your achievements for your yearly evaluation process and to update your own portfolio.
    • Research titles and job descriptions at similar companies to present suggestions to your manager.
    • Strive for your personal best by providing exceptional service in your personal and professional life.
    • Set up trainings and/or meetings for your administrative professional team and teach them what you know and share best practices; be a mentor – focus on providing exceptional service as a team and individually.

    If you have any other tips or ideas about this topic, please share them below.


    Dana BuchananDana_Buchanan has 20 plus years of administrative professional experience with a passion for writing that offers a unique and professional perspective to a variety of projects. She enjoys sharing what she has learned from work experience, conferences, workshops, and other professional and personal development opportunities. Her blog topics include interviewing tips, career best practices, evaluation outlines, and the importance of self-care and goal-setting. Dana is available to speak to small groups and coordinates workshops to encourage others by sharing professional and personal enrichment tips and goal-setting action plans. She recently published a goal-focused journal guide and creating additional versions which will be available soon.

    You can discover new and archived posts by following Dana’s blog at Success Encourager and connect via Instagram (successencourager) to discover more tips and encouraging quotes.

    The post Focusing on Providing Exceptional Service as an Administrative Professional appeared first on Office Dynamics - Executive And Administrative Assistant Training.

     
  • feedwordpress 14:00:16 on 2019/07/23 Permalink
    Tags: , , , , Uncategorized   

    Calling All Assistants—Secret to Building a Strategic Partnership 


    Warning: preg_match_all(): Compilation failed: invalid range in character class at offset 7 in /homepages/23/d339537987/htdocs/ec/wp-content/themes/p2/inc/mentions.php on line 77

    Executive_Assistant_Strategic_Partnership

     

    For more than 15 years I have been teaching assistants how to build a strategic partnership with their executives. I especially spend a lot of time on this topic in my World Class Assistant™ designation course. A strategic partnership is quite different from just building a partnership with your executive or just working as a team. An example of how they would be different is that in a partnership the assistant and executive will have weekly or daily huddles. In a strategic partnership, the assistant and executive meet quarterly to discuss (in detail) the upcoming quarter. They look at every facet of what is expected to occur, new projects, how much time might they be involved, who is going to manage what, and more. This quarterly meeting will last 2 – 3 hours.

     

    There is a secret I want to share with you. As I reflect on my 20-year career as an assistant, I know something special takes place when you have a strategic partnership. It is more than the work you do. I call it The Anatomy of a Strategic Partnership.

     

    The Brains

    Use them! You and your executive use your skills to the optimum in order to be a successful duo. You arrive at the office with all your senses engaged (aka as a Cognitive Being!). You think through all the steps (i.e., beginning, middle, and finale) related to projects, situations, tasks, actions, and relationships. Your partner must be free to focus on work and think at a high level.

     

    Then to keep everything moving and engage with your executive in working together in tandem, the following skills must operate in high gear:

    • Communication
    • Organization (This includes keeping schedules, files, projects, people, your executive’s work and your own desk, flowing smoothly!)
    • Time and project management (Stop multi-tasking and partition your time for focused action. Know the deadlines to your project and manage them.)
    • Preparation (Do you arrive flustered, scattered, and blow in like the wind? Or do you arrive early, have supplies and meeting tools in place, ready to roll with the demands of business?)
    • Cooperation (This includes managing expectations, knowing where your boundaries are, teamwork, managing perceptions, recognizing you are on stage at all times.)
    • Self-management (You. Own. Your. Moods. Feelings. Thoughts. Actions.)

     

    The Heart

    You genuinely care about each other—your successes and happiness. You are aware when something is going on in the other person’s personal life that can affect their work. You also are excited when your work partner has a success, their child graduates, or their spouse receives a promotion. It is not a “weird” or “getting personal” thing. It’s all on the up and up.

     

    The Soul

    This is about using emotional intelligence (EI) which is not the same as getting emotional. There are four dimensions of emotional intelligence:

    1. Self-Awareness (I know me.)
    2. Self-Management (I manage me.)
    3. Social Awareness (I try to know you.)
    4. Social Skill or Relationship Management (I attempt to facilitate situations for a positive outcome.)

     

    I love it when an executive and his or her assistant both use emotional intelligence in building their strategic partnership. Do you see how much further your relationship will go and be improved if you apply E.I.?

     

    executive_and_assistant_partnership

    Build A Better Partnership Bundle is the perfect combination of tools for you and your executive to strengthen your partnership.

    The post Calling All Assistants—Secret to Building a Strategic Partnership appeared first on Office Dynamics - Executive And Administrative Assistant Training.

     
  • feedwordpress 20:40:50 on 2019/07/20 Permalink
    Tags: Uncategorized   

    Empowering Tips for the Administrative and Executive Assistant – Part 3 


    Warning: preg_match_all(): Compilation failed: invalid range in character class at offset 7 in /homepages/23/d339537987/htdocs/ec/wp-content/themes/p2/inc/mentions.php on line 77

    Administrative_TipsIn part one of “Empowering Tips” I mentioned that the word Empower is not only the theme of the 26th Annual Conference for Administrative Excellence, it is also used in a variety of situations and conversations. I highlighted the many professional and personal development focuses that I have learned from Office Dynamics resources, conference, team, and owner – Ms. Joan Burge.  

    In part two I mentioned confidence is a key component to embracing and defining your own empowerment, courage is another major component. One thing I hear Joan encourage during conferences, webinars, and one on one conversations is to be courageous. To borrow a quote from Joan’s Greatest Administrative Secrets Revealed book – “Success is about expanding yourself where you are currently planted.”

    Competence, the third ingredient to the formula of empowerment. A person can have courage and confidence, but not be competent. Competence is proficiency or ability in a specific skill area. Empower yourself and others by not only attending events that encourage competency discussions with others, but also create opportunities, as often as possible, to develop your personal skills such as those listed below. Communication that provides opportunities to discuss essential skills and competence enhances communication abilities (and styles), confidence, and leadership skills. 

    What skills do assistants need to develop to project empowerment and to feel empowered?

    • Confident communication
    • Decision making
    • Risk-taking
    • Persuasion
    • Conflict management
    • Emotional intelligence
    • Leadership
    • Executive presence
    • Identifying and managing fear

    These are just a few of the skills to develop and project empowerment, the good news is that each skill is teachable and learnable. Talking with other professionals is a valuable way to learn best practices and enhance these skills; interacting with others to share ideas and discuss workplace situations develop competency skills. An excellent way to do this is by attending workshops and conferences that offer networking & open discussion opportunities. Coordinating mentorship meetings at your company with other administrative professionals not only provides company-specific competency it also encourages productivity.

     

    What competencies do you find the most important as an administrative professional and why?


     

    Dana BuchananDana_Buchanan has 20 plus years of administrative professional experience with a passion for writing that offers a unique and professional perspective to a variety of projects. She enjoys sharing what she has learned from work experience, conferences, workshops, and other professional and personal development opportunities. Her blog topics include interviewing tips, career best practices, evaluation outlines, and the importance of self-care and goal-setting. Dana is available to speak to small groups and coordinates workshops to encourage others by sharing professional and personal enrichment tips and goal-setting action plans. She recently published a goal-focused journal guide and creating additional versions which will be available soon.

    You can discover new and archived posts by following Dana’s blog at Success Encourager and connect via Instagram (successencourager) to discover more tips and encouraging quotes.

    The post Empowering Tips for the Administrative and Executive Assistant – Part 3 appeared first on Office Dynamics - Executive And Administrative Assistant Training.

     
c
compose new post
j
next post/next comment
k
previous post/previous comment
r
reply
e
edit
o
show/hide comments
t
go to top
l
go to login
h
show/hide help
esc
cancel