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  • feedwordpress 16:15:28 on 2018/10/02 Permalink
    Tags: , , , , , , , , , work life balance   

    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 16:15:17 on 2018/08/01 Permalink
    Tags: , , , , work life balance   

    Free Chapters From Joan’s Book: Who Took My Pen…Again? 

    Book_For_Administrative_Assistants

    Thank You!

    It’s not very often that Office Dynamics can celebrate another book release by Joan but when we do, the amount of support shown is truly amazing. Joan’s new book, Joan’s Greatest Administrative Secrets Revealed, is set to be released in Septemeber, 2018.

    As a thank you, we’d like to give you three free chapters from Joan’s book, Who Took My Pen…Again?

    So, once again, thank you from the entire Office Dynamics International team and we hope you enjoy reading these chapters.

     

    Chapter 7, Creative Thinker

    If you ask a roomful of kindergarteners, “Who here is a creative artist?” every hand will go up. Yet by the time that same question is asked in middle school, less than half will still raise their hands. What changed?

    We are all created to be creative. And being creative adds value every day. However, within each of us is also a highly developed critic. This critic evaluates and judges what we plan, think, do, envision. When we harshly judge our “product,” the result as well as future ensuing ideas, concepts, and vision, suffers. Soon our creativity shrivels.

    Many of us lose that “free spirit” creative thinking. Because we encounter results that may be different or varied from our dream, we give up.

    DOWNLOAD PDF TO READ MORE

     

    Chapter 11, Invest (in yourself)

    When we think of “investment” we automatically think of dollar signs. Don’t limit yourself to such a small portion of what investing in you means. To invest in you means to believe in you. To pick up a book on a subject you want to learn more about, taking a class at the gym, volunteer at your local soup kitchen – you discover more about yourself by taking the time to step back from routine living to do these types of things, such as to set a goal and attain it.

    In these current times of uncertainty, more than ever before people have leaned toward the entrepreneurial mindset, but in fact, we always need to be seeking ways to grow ourselves, whether in a recession or not. We should always act upon what it is we believe in at all times!

    DOWNLOAD PDF TO READ MORE

     

    Chapter 13, Lead

    Administrative professionals and executive assistants often see themselves in their support roles as being “non-leaders.”Nothing, however, could be further from the truth!

    You may not be the CEO or VP of the company, but you ARE a leader. A senior-level human resources associate once said something profound: she said it was the administrator’s job to make the job important. Each administrator in your organization needs to raise her sights to elevate the career so that she, and others who follow, can grow and become better in their skills.

    Leading is investing; you can lead others by investing in them.

    DOWNLOAD PDF TO READ MORE

     

     

    Register For The Free Webinar Here

    The post Free Chapters From Joan’s Book: Who Took My Pen…Again? appeared first on Office Dynamics.

     
  • feedwordpress 16:15:15 on 2018/06/21 Permalink
    Tags: , , , , , , , , , work life balance   

    Staying Energized Throughout The Week 

    As you know, I usually share tips on combating the Monday-morning “blahs,” especially after a nice, relaxing weekend. I recently met someone who says she has a different problem: “Monday, I am refreshed from the weekend and ready to tackle just about anything,” she explains. “But by Friday, I am usually struggling to finish what I started. I’m pooped!”

    That’s an interesting twist on the same theme and a challenge that some of you probably face as well. So this week, let’s look at a few effective ways to replenish your energy during the week:

    styaing_energized_throughout_the_week

     

    These ideas are just a start. What else can you do to stay energized all week long? Ask your colleagues and friends for their best ideas.

     

    joan_burge_signature

    The post Staying Energized Throughout The Week appeared first on Office Dynamics.

     
  • feedwordpress 15:52:45 on 2018/05/21 Permalink
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    Life Reframed 

    Monday_Motivators_Home

    As we come upon Memorial Weekend, I thought I would share something very personal and deep with you but with a happy ending.

     

    For 10 years, I have not enjoyed Memorial Weekend. Why is that when throughout my life I always enjoyed every holiday? It was because ten years ago, on Memorial Weekend I was in the emergency room with my husband David who was very sick. We did not find out until 4 months later that David had pancreatic cancer. He fought a good fight for 3 years but it was on another Memorial weekend when Dave was taken to an emergency room because the cancer came back with a vengeance. That was to be Dave’s last Memorial Weekend on this earth. Even though I have been with family and friends on Memorial Day, I never really enjoyed myself.

     

    Another holiday I have not liked at all since 2014 is 4th of July! I always loved fireworks but on July 4, 2014, I was taken to the emergency room in Las Vegas because I had severe head and neck pain and became very sick. That night lying in the hospital bed (while fireworks were going off), I was told there was a large mass in my head. Oh dear God! Not me. This can’t be happening. Many of you do not know the full story but I will be brief. I was diagnosed with a rare brain tumor called a clival chordoma. It was massive. I was very ill. Eventually, my sister and son took me to California where I had an excellent medical team from John Wayne Brain Cancer Institute. I was gone an entire month. My 10-hour surgery was a success. They removed about 95% of the tumor. The other piece was too close to my brain stem. I go for regular MRIs. The great news is I am now able to go once a year and all my reports have been outstanding.

     

    But the point is… I have not enjoyed hearing fireworks. They have only brought back bad memories for me.

     

    When something catastrophic happens in your life, you are deeply affected and it can take years for the bad memories to leave or be replaced with new, wonderful memories. I know because I have worked at it and I have found great joy the past 4 years.

     

    Life Reframed:

    My life and thinking have been reframed because of something that happened in April and something that is happening Memorial weekend. In April, I had my first visit for training at Walt Disney World. It was a magical experience and week for me. The first night I watched the fireworks and I felt happy to see them because this was really great news that I was working with Disney. The next night, something magical happened to me while the fireworks went off and I will never forget that night. So you see, now I like fireworks again. I am crying as I am writing this for you but I have tears of great joy.

     

    Today, I am heading to Disney World in Orlando for more training. On Memorial Weekend, my daughter and granddaughter are coming down to be with me for 4 days. Wow. No more sad Memorial weekends. I will now have beautiful new memories of this holiday.

     

    Why am I sharing this with you?

     

    Because I want you to know that your life can be reframed no matter what happens to you. And to never, ever lose hope.

     

    I thank all of you for being in my life, even if I don’t personally know you.

     

    Wishing you a wonderful Memorial Day holiday.

     

    joan_burge_signature

    The post Life Reframed appeared first on Office Dynamics.

     
  • feedwordpress 21:33:29 on 2018/05/05 Permalink
    Tags: , , , , , work life balance   

    Interacting with the World and Work 

    Administrative_Assistant_Designation_Certification

    During a class I was teaching, a high-level executive assistant that I admire said to her peers, “At our company, we insulate ourselves. We think we are the best executive assistants alive, but we are not. We have much to learn.” This executive assistant is a seasoned professional with 25+ years of experience in the administrative profession. Her statement came after she had attended the Office Dynamics Annual Conference for Administrative Excellence where she interacted with hundreds of executive and administrative assistants from around the globe. It took courage for her to admit that which shows that she is a mature individual.

     

    The good news about working in an organization for 15+ years is that you really know your organization. You have history, experience, industry knowledge; you know where to find information and how to utilize your resources; you are comfortable. The downside is that a person begins to believe that this is the only way the world works. And so you can have a group of executive assistants who believe they operate at the very highest level, yet they have not exposed themselves to assistants outside of their realm.

     

    Are you insulated?

     

    How many external networks do you have? How many administrative conferences have you attended in the past 5 years? What is the number of external executive assistants you have met outside your city and/or state? Are you uncomfortable around assistants who don’t think exactly like you do? Are you open to hearing new ideas? Do you believe that you have more room to grow and excel? Whatever your belief is, that is what you are living.

     

    I remember when I first moved away from Cleveland, Ohio after living there for 24 years, I believed every other city in the USA was like where I grew up. I traveled with my parents to nice places for vacations and I attended administrative conferences outside of Cleveland and considered myself fairly worldly. But when I started moving around to different states because of my husband’s great career in outdoor advertising, I learned that wasn’t so. I’ve lived in 8 states in 25 years ranging from North Carolina to Virginia, Tennessee, Michigan to Nevada and more. I learned a great deal from every place we lived, the people I met, and by opening my eyes. I am thankful that my husband, Dave, urged me to leave Cleveland, OH and go on an exciting adventure with him. I have hundreds of people to thank for enriching my life.

     

    joan_burge_signature

    Joan Burge
    Founder and CEO

     

     

    The post Interacting with the World and Work appeared first on Office Dynamics.

     
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