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  • feedwordpress 16:15:28 on 2018/10/02 Permalink
    Tags: , , , , , , , , Work Environment,   

    7 Tips for Administrative and Executive Assistants 

    Being an Administrative or Executive Assistant is not always a walk in the park. There is always a fire to be put out, there is the juggling of 9,000 different tasks, and sometimes you are an assistant to more than one executive or manager.

    Simply put, not everyone can handle the position of Administrative or Executive Assistant.

    With that said, there are tips and tricks out there that are being used by assistants to make life a little less hectic. I’d like to share some of our practices here at Office Dynamics.

     

    Make A List

    Making a list simply allows you to organize your thoughts and decide what tasks need to get done ASAP versus those that can wait until the end of the day.

    There are several different ways you can do this. You can use one of those fancy digital apps or you can physically write out a to-do list. I’ve found that when I write things down I’m not being distracted by emails popping up or different notifications. Also, I found that starting my to-do list first thing in the morning, before I check my emails, allows me to think about everything I have to get done for the day. I encourage you to try different techniques and find what works best for you.

     

    To Multitask Or Not To Multitask

    As I write this I know many readers will think to themselves, “I work best when I multitask.” When in fact that may not be as true as you think it is. Studies have shown that those who multitask experience an IQ score decline similar to those that have stayed up all night.

    Another study shows that performing multiple tasks is less efficient because of the extra time it takes to shift mental gears. Joshua Rubenstein, Ph.D., of the Federal Aviation Administration says that your brain must actively decide to switch tasks, then choose a task to switch to. Once you’ve switched tasks your brain needs to “shut off” the rules from the old task and “turn on” the rules for the new task. All of this leads to inefficiency in the workplace.

    Think of someone filling out a finance form in excel then switching to writing an email that concerns the items needed for a meeting.

    Joan Burge, Founder and CEO of Office Dynamics, has written and spoken about avoiding multitasking as well. Read her article, Why I Think We Should Kill Multitasking.

    I understand that being 100% free of multitasking is impossible and it’s tough to go from multitasking to not multitasking but I can personally say my work efficiency has increased since making the change.

    To read more about this, visit the link below!

    https://appliedpsychologydegree.usc.edu/blog/to-multitask-or-not-to-multitask/

     

    Email Conversations

    How often have you had a conversation with your Executive or Manager, discussed the details of a particular project or a meeting and then you both forget what was discussed and agreed upon?

    By sending a quick “FYI/follow up email” that confirms your conversation, you will avoid confusion and have a record of what was said.

     

    Passwords and Logins

    Let’s be real with ourselves. We have more logins and passwords that we know what to do with. To add on top of that, when we forget a password and have to make a new one they ask for so much to be included in the password like a capital letter, a lowercase letter, a symbol, a hieroglyph, the wing of a dragon, and your first born child’s fingerprint. Well, it’s not that bad but you get my point.

    There are several things you can do to alleviate this stress/pain.

    • Use Password Managers such as 1Password or LastPass. This will help manage all your passwords and keep them in a safe digital location. (My highest recommendation)
    • Rely on major companies such as Twitter, Facebook, and Google. A lot of the time you can use these platforms to create an account and use as a login.
    • Write them down. This is a bit “old school” and some people may say that this isn’t a great idea, however, if you treat this document like any other valuable document then you could use this idea.

     

    Get Used To Saying No

    It is OK to say no…well, depending on who you are saying no to.

    There are many people in the workplace that feel the pressure to say “yes” to anything when they are asked. Whether it is to be more liked, to show they can take the extra responsibility, or just because they can’t say no.

    But whatever the reason is, you need to realize that saying no is ok. By learning to say no (more often) you are doing multiple things. You are:

    • Setting boundaries.
    • Lightening your workload by not taking the workload of others.
    • Reducing stress by taking on less work.
    • Not agreeing with opinions you don’t believe in, you are not putting your own morals in question.
    • Showing respect for yourself, and others will respect you as a result.
    • Not putting yourself last.

     

    Stay On Top Of Trends and Technology

    Let’s face it. The advancement of technology today moves so fast that we have a hard time keeping up with it. By the time you get the new iPhone or Android model, there is already another one announced. If you buy a laptop that is one month old you have to update it several times just to be up to date.

    Mobile apps are being added to the app-stores every day without notice.

    It really is overwhelming. But it doesn’t need to be. When you stay on top of technology and take the time to read on the latest trends (in your area of business) or find an expert that can recommend the best tech to use, it really will help your learning curve and cut down on the “catch up” research.

     

    Weekend Bucket List 

    Take the time to make time for the important stuff in your life. Whether you do this on your lunch, at home, or part of your morning routines, you need to do it. If you head into your weekend with the idea of getting something done, more than likely you will do it.

    By completing your Bucket List or part of it, you will walk into the new week with a sense of accomplishment, clear head, and weight off your shoulders.

    Side note, it is ok to pamper yourself a little for the crazy week you just put in, make sure to do this every once in a while.

     

    Finally

    These tips and tricks are here as suggestions and if you decide to try them out that is great but what we would love is to hear some tips and tricks that you could share!

    We are a growing workforce and the more help from each other, to each other, the better.

    So, what are some tips and tricks that you can recommend to your peers? Let us know in the comments below!

    For other tips and tricks read, 9 Ways to Improve Your Organization Skills.

    The post 7 Tips for Administrative and Executive Assistants appeared first on Office Dynamics.

     
  • feedwordpress 16:15:22 on 2018/09/11 Permalink
    Tags: , , , , Work Environment   

    Getting Monday Motivated 

    We all know that Monday can be the most challenging day of the week. We also know that our mentality has a lot to do with this. But why?

    According to studies and surveys conducted over the years, there are several reasons why most of us dislike Mondays.

    We are leaving a life of being in charge. Over the weekend we have had the opportunity to be in charge of our own life. Make our own decisions and do what we want. When we come to work on Monday, some of us lose that sense of “being in charge.”

    We are leaving our family and friends. You may have spent the entire weekend with your family and friends. Laughing and having a good time but now you have to let it go and focus on work.

    We do not like our jobs. Spending time at a place you do not like being at, doing what you do not like doing, can be daunting.

    We do not like the “Office Dragons.” Office Dragons can bring us down and make the workday feel like a work week if we do not know how to “deal” with them.

    Whatever the case may be, we actually do have a choice in how we feel when it comes to a “case of the Mondays.”

    Office Dynamics offers a solution that thousands of people, just like yourself, refer to every Monday.

    MONDAY MOTIVATORS

    I greatly appreciate the Monday Motivators! How on earth does she know exactly how we are feeling sometimes???? ~ Deb C.

    Every Monday, Joan Burge, Founder and CEO of Office Dynamics International writes an inspiring, motivational, and down to earth email that allows you to jump-start your week with a sense of empowerment and electricity that will carry you through the week.

    Let Office Dynamics help jump-start your week with words of inspiration and motivation with our Monday Motivators.

     

     

    The post Getting Monday Motivated appeared first on Office Dynamics.

     
  • feedwordpress 16:28:55 on 2018/08/02 Permalink
    Tags: , , , Work Environment   

    Creating A Friendly Work Atmosphere 

    Create a Friendly and Approachable Atmosphere

    In our fast-paced world, people are becoming detached and desensitized. We are more transaction-based, unfocused on how our interaction is affecting other people. When you have that style of interaction with others, the world becomes decidedly colder. You must be aware of when that happens and take the steps necessary to turn it around:

    • Your body language and facial expressions provide visual clues, whether you intend them to or not. You need to be aware of messages you might be sending that you don’t want to send. You should not assume you are communicating what you think you are! You must be open to inventorying your communication style and be aware of cultural diversities that could work for, or against, you.
    • It is important to be genuinely interested when a person is communicating with you. Stopping, listening, and asking questions demonstrates your interest.
    • Assess what kind of environment you work in. Do you post a warning sign that states, “Stop. I am in a bad mood,” when you are having a rough day? Some assistants will say that is exactly the message they want to send. However, even when you are in a bad mood, which is very possible, you want to be very cautious of the message you send to peers or your manager. Sending this message is not conducive to controlling your attitude or choosing what attitude to wear each day.
    • What kinds of things do you surround yourself with that make you look unapproachable? (Your job is to support people whether you want to be bothered or not.)

    Come In with Zeal, Leave with Zen

    You go to work with zeal, having a mindset that you will conquer the day. Then you get into the office and find it is like a zoo.

    You want to leave with Zen, so you approach work by being excited about what you are doing. You approach your work with a good attitude, no matter what happens!

    You find that your work improves, and as that happens, you feel good about what you are accomplishing and how the work is moving forward.

    You are now adding value every day, and it isn’t dependent upon everything at work being perfect. You are managing your attitude (in spite of the zoo!) and so, when it’s time to go, you leave with a Zen-like peacefulness, knowing you cannot be moved by what’s happening around you.

    You form your own emotional “environment,” and in so doing, you work better and have more peacefulness. That’s how you come in with zeal and leave with Zen.

     

    This excerpt is from the book, Who Took My Pen…Again? by Joan Burge. This is available for purchase at the Office Dynamics Success Store.

    The post Creating A Friendly Work Atmosphere appeared first on Office Dynamics.

     
  • feedwordpress 17:00:55 on 2018/06/20 Permalink
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    Office Dynamics Top 10 Blogs For Administrative Professionals 

    top_10_blogs

    Last week Office Dynamics sent an email to all of our subscribers saying, “Thank you,” and we also provided the Office Dynamics Top 10 Blogs For Administrative Professionals. We would like to make that message available to our social media and blog followers as well because you are part of this great family we have. Enjoy and once again, THANK YOU!

     


     

    Office Dynamics International has and always will be focused on YOU. Your training, your education, your professional advancement, and your overall well being is important to us.

    It is because of you that we are able to help and provide information to so many people and we just want to say THANK YOU!

    And as a thank you, we decided to provide you with our Top 10 Most Read Blogs. These are the 10 most popular blog posts that your peers in the industry (and outside the industry) have chosen to read.

    Please enjoy and feel free to comment on the posts and share them with your colleagues. If you wish to subscribe to the blog, please enter your email address in the subscribe section that is located at the top right of each blog post.

    Thank you so much,

    The Office Dynamics Team

     


     

    1. 9 Ways to Improve Your Organizational Skills

    2. Coping With Conflicting Priorities

    3. Why Being An Executive Assistant Is A Rewarding Career

    4. 8 Killer Tips For A Successful Executive And Assistant Partnership

    5. 3 Stages To Problem Solving For Administrative And Executive Assistants

    6. Qualities Of A Great Assistant

    7. A Secretary Vs An Executive Assistant

    8. Executive Assistant Time Management Tips

    9. How To Plan Business Travel & Business Travel Planning Checklists

    10. The Admin’s Guide To Organizing Digital Files

    The post Office Dynamics Top 10 Blogs For Administrative Professionals appeared first on Office Dynamics.

     
  • feedwordpress 15:30:47 on 2018/05/23 Permalink
    Tags: , , , , , Work Environment   

    Insights from a “Rock Star”: A Conversation with Joan Burge 

    joan_osu

    OSU Administrative Professionals Hosted Joan Burge

     

    Ohio State University Administrative Professionals Group hosted Joan Burge April 23, 2018, in an informal session called Insights From a Rock Star: A Conversation with Joan Burge. Many of the professionals attending had questions about Joan and her accomplishments, however, there were several questions during the event that were asked that are often asked by our own readers.

    We thought we’d share some of those questions that were posed to Joan.

     

    How does one enhance his/her value in a partnership with an executive who has challenges delegating work?

    My number one is don’t ask for permission. Just jump in and engage in the change and do it. As far as the value the second place you can add value is by looking within your own area of the work. Identify the areas in which you excel and leverage them. If you have a good leader, they should be observing your talents and sending work your way that play to your talents.

     

     

    What are a few key strategies for “managing up” when one’s new manager is resistant to change?

    Number one, focus on selling the benefits of the change to your executive. Number two is to ask your executive to try this new process or idea that you are recommending for at least 21 days. The reason for that is because it usually takes us 21 days to feel semi-comfortable with something new. After 21 days, you can ask your executive their thoughts on the new process. Is there anything that should be changed or tweaked?

     

    What challenges do administrative professionals face today compared to ten years ago?

    There is a huge lack of information. Years ago, before all the technology, everything had to cross an assistant’s desk. Therefore, we saw everything, we had to read everything, and we had access to information. Today, information is out in space or in the cloud and assistants don’t have access. That makes their job more difficult. So, my advice for an assistant is you have to ask questions, you have to pull information out of your executive, and you have to get your nose in their business in what they’re doing so you can do your job better and be more proactive.

     

     

    Of all the skills and talents that an Administrative Professional must have in today’s world, which are the most critical and why?

    The most critical skill is resiliency today. You absolutely have to be resilient with all the changes that are taking place. You have to be adaptable, agile, and go with the flow. You also have to be resilient to whatever your executive dishes out to you. Executives need it done now and they need it quick. They are not always going to cushion the words they use or worry about how they say it. They are just going to tell you what they need. So you’ve got to be resilient, you can’t take it personally. You can’t get offended because your executive is not wording their request exactly like you want.

     

    What piece of advice did you not receive that you wish you had?

    It’s not personal. Business is just business, work is just work. The decisions your executives and managers make are just decisions they just make. It’s not personal! It doesn’t have to do with you personally even though it affects you personally. It’s just business. You’ve got to toughen up.

     

     

    Joan Burge has been speaking to small and large groups for over 25 years. Her passion and drive for the administrative field, the women, and men that are involved in it continues to fuel her desire to improve the overall standard of the administrative and executive assistants around the world. With creative teaching techniques, powerful lessons, and high-impact training Joan and Office Dynamics continue to lead and set the standard for all administrative training.

     

    Joan is available to speak at your events. Please call 800.STAR.139 to get more information.

     

    The post Insights from a “Rock Star”: A Conversation with Joan Burge appeared first on Office Dynamics.

     
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