Tagged: Work Environment Toggle Comment Threads | Keyboard Shortcuts

  • feedwordpress 21:00:38 on 2018/12/12 Permalink
    Tags: , , , , Work Environment   

    Joan’s Naughty and Nice List for Assistants 


    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

     

    During a Facebook Live event Joan Burge, Founder and CEO of Office Dynamics International, had discussed her Naughty and Nice List for Assistants. This discussion highlighted many great things that can be practiced in the office as well as actions that should be avoided. In the middle of the live stream, Joan asked the viewers to give her some examples of naughty behavior practiced in the office as well as some nice behaviors.

    Be sure to watch the video for some great, funny, and “oh my gosh” kind of answers.  Special guest appearance by Melia!

     

    And here is Joan’s list!

    Naughty:

    • Not adequately preparing your executive for a trip
    • Gossip about your peers (or anyone else)
    • Take on too much work
    • Multi-task
    • Bring your bad attitude to work
    • Not be a team player
    • Withhold information from others
    • Be stagnant in your growth or education
    • Text or read messages while others are talking to you
    • Ignore signals that you are under too much stress
    • Intentionally not give your boss an important message
    • Spike your boss’s coffee

     

    Nice:

    • Give your best every day
    • Be patient with others
    • Care about your executive’s success
    • Take the initiative
    • Remind your executive of important meetings
    • Share your knowledge with your peers
    • Be a leader
    • Champion a cause
    • Make time for yourself
    • Make others look good
    • Listen to others when your opinions are different
    • Be organized and ready for your day
    • Gather a group of your peers for a mini training session
    • Let your executive know that you appreciate him or her
    • Give yourself a BIG pat on the back at the end of the day!

     

    ©Copyright Office Dynamics International 2018.

    The post Joan’s Naughty and Nice List for Assistants appeared first on Office Dynamics.

     
  • feedwordpress 19:11:02 on 2018/12/07 Permalink
    Tags: , , , Work Environment   

    Things Assistants Do That Executives Appreciate 


    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 am very fortunate in that I get to read fabulous letters from executives touting the behavior changes they see in their executive or administrative assistants after attending our Star Achievement Series® course. I love reading these letters as 1) I see the training we provided truly worked, but more importantly, 2) I learn what executives appreciate—what executives look for in an assistant—and what executives value and observe.

     

    Recently I have read more than 40 executive letters. These executive letters are one of the requirements for a Star Achievement Series® participant to receive their CEAP (Certified Executive Administrative Professional) designation.

    (Watch Joan present the top 12 during her Facebook Friday video, 12/7/2018)

    Ask yourself the following questions then compare it to the bulleted list below:

    1. Do I do this for my executive?
    2. If you answered “yes” to #1, ask yourself, “How often do I do this?” (This is an important question.)
    3. If you answered “no” to #1, then you might want to incorporate this behavior or habit into your routine.
    • Very aware of organizational priorities
    • Asks me key questions so I can better prepare for my meetings
    • More confidence when addressing conflict in a way that leverages relationships
    • Cultivates professional networks that help us accomplish our goals
    • Speaks up in my team meetings and has brought additional insights into our group forums that are highly valued
    • Open to feedback—productive and enjoyable
    • Takes the initiative and has the comfort level to proactively review documents in preparation for my meetings
    • Reviews my inbox for information that is timely and necessary
    • Truly wants to understand the business for her own learning to better engage and to help me get in front of things
    • More actively takes on a leadership role
    • Ensures we have clarity on meeting objectives, participating actively to ensure we make decisions, and leaving the door open for all participants to weigh in
    • More focus on prompting leaders to ensure critical team meetings occur
    • Increased confidence: more vocal, more influential and exudes a stronger presence with those she works with
    • Has become more inquisitive on my expectations, allowing both of us to think more strategically on where I spend my time and how we approach projects
    • Seeks me out to make sure we are on the same page regarding topics ranging from scheduling to organizational strategy
    • 100% accountable for his (the assistant) actions
    • Chooses the right medium of communication for impact
    • Actively prioritizes around critical deliverables and is always available and flexible
    • Communicates effectively while resolving problems with little to no direction from me
    • Proactive in selecting work that was better suited for her and me, so that both of us were more successful
    • Stands up for herself more often so that others do not take advantage of her accommodating personality
    • Always proactively planning for me thus reducing my set up and pre-coordination time of events
    • Ability to roll with the punches
    • Big picture thinker, looking for opportunities for us to gain efficiency and share best practices
    • Addresses his workload with a greater degree of proficiency and efficiency
    • My assistant looks at my calendar weeks away and helps me think about the time needed to complete projects or get ready for presentations
    • After meetings, my assistant follows up with me to see what “to do” I have from the meeting, if I need a follow-up meeting or if I need to send a recap of the meeting to attendees. This proactive thinking helps me stay ahead.
    • Leverages technology to help me stay organized
    • Relentless enthusiasm and truly wants to make a difference
    • Taken on the task of creating presentations for me or the team
    • Consciously adjusts communication style when addressing various leaders
    • Motivates and encourages peers
    • Manages peace and harmony; dealing with constant distractions daily
    • Takes networking skills very seriously, encouraging teamwork and collaboration throughout our organization
    • Completes assignments quickly and accurately
    • Takes the initiative to converse with me about the expectations and objectives and (she) will give regular feedback on how she is progressing
    • Helps me more with my exchanges of information with my peers
    • Leans in to better understand the whys behind decisions
    • Shows an eagerness to take on stretch assignments
    • Proactively solves problems
    • Appropriately assertive
    • Enables my success by staying two steps ahead
    • Proactively puts together documents for upcoming meetings
    • Takes swift action when given a deliverable
    • Effectively manages my calendar with efficiency in mind
    • Collaborates and communicates with the team without specific direction from me
    • Solution oriented in gathering information or data for an upcoming deliverable
    • (more) Strategic: developing more long-term and process planning to better support the overall operations, team and his actual role

    The Star Achievement Series® is the most comprehensive live training course for administrative and executive assistants. This course is only taught onsite. We offer several options ranging from our trainers coming onsite to having your staff certified to teach the program. If you are interested in learning more about this robust program, you can all 800-STAR-139 or visit https://officedynamics.com/star-achievement-series/

    The post Things Assistants Do That Executives Appreciate appeared first on Office Dynamics.

     
  • feedwordpress 17:15:54 on 2018/11/15 Permalink
    Tags: , , Work Environment   

    A Title Does Not Define You 


    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

     

    As one of my recent Star Achievement students wrote me. . . “Too many administrative assistants at our organization believe that their title defines who they are.”
    Executives have also brought this to my attention over the past few years. They say, “Just because your title is Executive Assistant, it does not mean you are portraying the qualities and competencies of what is required in that role.”
    Do not let your title go to your head and prevent you from learning and growing. Whether you are the Executive Assistant to the CEO or Senior Administrative Assistant to the Vice President of Marketing, how you act will define who you are as a person and how others will view you. People notice your actions and your speech or even your lack of action. If there is a situation occurring that needs to be handled and you shy away from it or divert it when you should be involved, what does that say about you? Our values and work ethics also say something about us. Everything about you defines who you are which affects how people perceive you.
    Titles are great and they help us understand the “pecking” order in an organization. I believe you should fight for titles that define your level within the administrative profession and within your organization. I firmly believe, too, that no one should act like the queen bee.

    joan_burge_signature

    The post A Title Does Not Define You appeared first on Office Dynamics.

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

    7 Tips for Administrative and Executive Assistants 


    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

    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 


    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

    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.

     
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