Office Dynamics

Don't Get Lost in The Crowd at Your Next Executive Assistant Conference

Joan Burge — Fri, 25 May 2012 16:27:00 GMT

I finally took time to attend my big industry annual conference related to training. It is called the ASTD conference and was held in Denver in early May. I had not been able to attend this event for several years due to Dave’s (my husband) battle with pancreatic cancer.

I had remembered it was a large event – 8,000 – 10,000 attendees, more than 290 sessions, and more than 700 exhibitors. I had memories of feeling overwhelmed when I used to attend but was also excited about going to the conference in 2012 so I could learn about the current trends in the training industry. I was there for 4 full days. Aside from walking for miles and miles through masses of people, I did find some of my sessions very interesting and educational but most often they were packed with several hundred people (not very personal). I found that several sessions were not really geared toward me because I am an external vendor whereas many of the attendees were internal trainers.

I did learn some fascinating tips, met a few new people, and gleaned what I could but have a feeling I will not go back to that conference for several years just because it is too big…. too many vendors…. too many masses of people. I truly prefer more intimate sessions of which there were about three.

As you look for executive assistant conferences or administrative assistants conferences, be sure to look at the speakers presenting, their session topics (do they pertain to you, your goals and your profession); the size event – intimate is really chic! You get to know the attendees far better and can meet more of them. When a conference is more intimate, you get to meet the hosts and movers and shakers. You are not just number but a face. There is more opportunity at break and lunch to mingle with the staff hosting the conference. The benefits go on and on.

Maybe you like attending administrative conferences with 2,000 attendees and love to choose from 100+ sessions and like the hustle and bustle of all the people. That is great. But you also may want to “change it up” for once and attend the kind of conference we host where we find our success has been in keeping our executive assistant conference under 500 attendees.

I am just like you in that I want great learning, speakers, entertainment; meaty content, quick tips I can implement now, to meet new people in my profession and a lovely venue for the conference. Since I experience this as an attendee and require it as an attendee, I expect no less of our staff delivering these same things to our attendees.

What do you look for when you are attending a conference for your professional development? Check out our conference for administrative excellence.

Business Etiquette - Webinar

Wed, 23 May 2012 17:59:00 GMT

Hello, friend!

We are often asked about doing etiquette seminars/programs onsite for administrative professionals across the country. Since we can't be everywhere at once and you can't always travel for the training we thought we would share this awesome resource with you. Etiquette expert, Anna Post, Emily's great-great granddaughter will present this program via our friends at Business Management Daily.

Wishing you all the best with your training.

View this online.

Rudeness isn't just bad form: it's bad business.

Emily Post's Guide to Business Etiquette for the 21st Century

In a world of texts, tweets, "cube farms” and Casual Fridays, have manners gone the way of the dodo? An AP/Ipsos poll says that 69% find people ruder than a generation ago. But rudeness isn't just bad form: it's bad business.

The truth is, multimillion-dollar deals (and people's jobs) can be LOST as a result of poor etiquette. In today's competitive climate, knowing how to act – and how NOT to – can spell the difference between success and failure.

That's why Business Management Daily has teamed up with the famed Emily Post Institute to present an interactive webinar on this important topic. Introducing Emily Post's Guide to Business Etiquette for the 21st Century.

Business etiquette expert (and Emily's great-great-granddaughter) Anna Post will present a fast-paced, informative guide to how manners (good AND bad) can impact morale … staff turnover … and your bottom line. Join us May 29th to discover:

7 guides to modern office manners
Appearance counts: the proper way to look, sound and even smell
Ways your office or cubicle can project a professional image
4 non-verbal indicators of good business manners
Email etiquette
Cell phone and smartphone etiquette
When to NEVER use IM or email
Social networking etiquette
And more!

You can also ask Anna Post your business etiquette questions (when you're called upon, please). And because this is a webinar, there is no limit to the number of colleagues and managers who can listen in at your site.

And Your Satisfaction is
Unconditionally Guaranteed

Good business etiquette will help you attract and retain talent … boost morale … and improve EVERY facet of your operations. We're so sure of it that, if after attending Emily Post's Guide to Business Etiquette for the 21st Century, you don't see its value, we will refund 100% of your tuition – no questions asked (read on for details).

The favour of a reply is requested. Join us May 29th for Emily Post's Guide to Business Etiquette for the 21st Century. I look forward to welcoming you to this very special event.

Sincerely,

Pat DiDomenico
Editorial Director, HR Specialist

P.S. FREE Bonus! The first 50 registrants will receive a PDF copy of The Business Protocol Handbook. From a proper handshake to dining etiquette to handling VIPs, this popular guide will help you stand out the RIGHT way – every time. A $29.95 value, the Handbook is yours as our gift … IF you respond now.

P.S.S. Your satisfaction is unconditionally guaranteed. – if Emily Post's Guide to Business Etiquette for the 21st Century fails to meet expectations, we'll send you a full, 100% refund. Your course materials and The Business Protocol Handbook will be yours to keep. You have my word.

Date: Tuesday, May 29
Time: 1 to 2:15 p.m. ET

Early Registration Bonus:

The first 50 registrants will receive a PDF copy of The Business Protocol Handbook. From a proper handshake to dining etiquette to handling VIPs, this popular guide will help you stand out the RIGHT way – every time. A $29.95 value, the Handbook is yours as our gift … IF you respond now.

About the Speaker:

Anna Post is Emily Post's great-great-granddaughter and an author and spokesperson for The Emily Post Institute. She has presented Emily Post Business Etiquette Seminars at corporations, organizations and universities nationwide. Anna has written on etiquette in the 21st century for The Huffington Post, The New York Times, the Associated Press, Weekend Today and The Wall Street Journal, and is a graduate of the Emily Post Business Etiquette Train the Trainer Program.

Who Should Attend:

HR professionals
Supervisors and managers
Executives
Office managers
Business owners

Since this is a webinar, you and your entire staff can attend in the comfort of your office or conference room for one low price! You may include as many people as you wish while listening on a single phone line.

Pricing Options:

Unlimited number of participants at one site. Contact us for multi-site discounts.

Event only: $197
CD only: $197
Event + CD: $297

Can't attend the event? We'll reserve a CD in your name.

How do webinars work?

Your no-risk guarantee...

Mastering Project Management - Webinar

Guest Blogger — Tue, 22 May 2012 17:54:00 GMT

View this online.

Find the best way to manage your projects – without letting them manage you!

Mastering Project Management

A New Interactive Webinar from
Business Management Daily

Wednesday, May 23 * 1:00 - 2:15 PM Eastern Time

We all manage projects from time to time. But just because you manage a project, does that make you a project manager? True project management professionals know the steps to take – and the steps to AVOID – for perfect projects every time.

To help you learn these steps, Business Management Daily has teamed up with a leading consultant and trainer on this topic. She'll answer your questions in a new interactive webinar called Mastering Project Management.

Join us May 23 to discover:

Perceptions of Project Management
Project Management Definitions
Available Standards
Project Constraints
Importance of Project Management: Why?
Responsibilities on a Project
The Project Management Process Groups
9 Knowledge Areas of Project Management
How to Manage Different Types of Projects
And more!

From techniques to maintain quality control and managing resources (including your time) to essentials for interdepartmental communications and more, you'll find the best way to manage your projects – without letting them manage you!

Denise Brown, President of Action Training International, will reveal the secrets she shares with high-powered clients like the Government Accountability Office, the RAND Corporation, General Dynamics and more. And because this is webinar, there is NO LIMIT to the number of managers you can invite to sit in with you at one site.

Mastering Project Management will help you improve your efficiency … your productivity … and your value to your organization – guaranteed (more on that later). I look forward to welcoming you on May 23.

Sincerely,

Pat DiDomenico
Editorial Director, Business Management Daily

P.S. FREE Bonus Gift. The first 50 registrants for Mastering Project Management will receive How to Get Twice as Much Done in Half as Much Time. Sometimes 24 hours in a day just aren't enough. But you can accomplish everything on your to-do list – without putting in more time in the office. Learn how to manage your time so every minute you spend working brings you maximum productivity. Our proven techniques will get you back on track and accomplishing more than ever.

P.P.S. Your satisfaction is unconditionally guaranteed. If Mastering Project Management fails to meet your needs, we will immediately refund 100% of your tuition – every penny you paid. Your course materials and FREE bonus gift are yours to keep.

Date: Wednesday, May 23
Time: 1 to 2:15 p.m. ET

Early Registration Bonus:

The first 50 registrants for Mastering Project Management will receive How to Get Twice as Much Done in Half as Much Time. Sometimes 24 hours in a day just aren't enough. But you can accomplish everything on your to-do list – without putting in more time in the office. Learn how to manage your time so every minute you spend working brings you maximum productivity. Our proven techniques will get you back on track and accomplishing more than ever.

About the Speaker:

Denise Brown, PMP, is Founder and President of Action Training International, Inc., a Virginia-based project management training firm. She is an active member of the Project Management Institute, and has worked for companies such as Lockheed Martin IMS, Cambridge Business Solutions, Ogden Environmental, Frito-Lay and Jones Lang Wootton. Denise is an expert at the integration of software packages with project management methodologies and scheduling procedures.

Who Should Attend:

HR professionals
Supervisors and managers
Executives
Office managers
Business owners

Pricing Options:

Unlimited number of participants at one site. Contact us for multi-site discounts.

Event only: $197
CD only: $197
Event + CD: $297

Can't attend the event? We'll reserve a CD in your name.

How do webinars work?

Your no-risk guarantee...

Snuffing Out Burnout!

Joan Burge — Mon, 21 May 2012 06:54:00 GMT

If you feel you are on the verge of stressing too much because of your job or even home life, take a step back. You might be burning out. Before it becomes full-blown, take these steps:

Find time to play. Even if it means forcing yourself. People on the verge of burnout usually are spending less time with family and friends. They have trouble getting away from the workplace. If you can’t take a few days off, even just one day, in a relaxing environment with no computers, faxes, e-mails, phone calls or any thoughts of work, can help renew you. Try a technology fast on this day off to get the full benefit of rejuvenation.
Set realistic objectives. If you are feeling snowed under at work, sit down with a boss and prioritize your projects. Categorize them and then attack!.
Use your support network. Everyone needs people inside and outside of work to turn to for support, encouragement, and candid feedback. Most important are those folks who laugh with you and are true friends.
Keep your options open within the Company. People who burn out usually feel they do not have a way out of a situation. Update your resume and be prepared to talk about your accomplishments in the past five years and what you can contribute to the organization. Determine areas within the company that you may contribute to.

Other tidbits:
* Plan a vacation or quick getaway
* Sign up for regular, non-work activity during the weeks that makes you leave the office early.
* Subscribe to publications that have no relationship to your profession.

Don't Blow It - Deal With It!

Joan Burge — Mon, 14 May 2012 06:06:00 GMT

Hello, Motivators!

I would like to bring up some simple tips that we all know, subconsciously, yet sometimes we need to bring them to the forefront. Remember that you can easily blow your career by losing your cool at work. So know ahead of time what might cause such incidents and think about ways to deal with them civilly and compassionately:

You feel left out. Lack of acceptance among peers provokes anger and hurt feelings, potentially limiting your effectiveness on the job. What can you do to feel more a part of a team effort.?
Your boss nit-picks. A critical boss is one of the key frustrations for employees, who often adopt a do-no-more-than-necessary attitude. But this can lead to more criticism, and start a vicious cycle. Can you find ways to calmly deal with criticism?
You don't get the recognition you deserve. While management guide after management guide touts the necessity of showing appreciation to employees, employees often don't get credit for the hard work and extra hours they put into their jobs. How can you help your manager take notice of your efforts?
You're the subject of a vicious rumor. False rumors are hurtful and employees fear they will cause irreparable damage to their reputations or careers. Do you know who you should talk with to combat a hurtful or harmful rumor?
You have an incompetent boss. Most of us want to admire and respect the people we work for, but when that person is inept, we risk losing our enthusiasm for our jobs and respect for the company. Can you find a mentor or build a support system of your own at work?

If this hits home for you, practice patience and the above tips. Wishing you a great week!

Joan Burge

Are you a subscriber to Monday Motivators? If not, subcribe to Monday Motivators today!

Take Care of Others When You Can

Joan Burge — Fri, 11 May 2012 06:29:00 GMT

Our office supports a local school, Whitney Elementary School. We learned of this school in late 2011 and ever since we have been trying to do things for them as we can.

At our Annual Conference for Administrative Excellence we recycled supplies from the event and donated to the school along with money the attendees pulled together and our own monetary donation.

We have since visited every few months with donations from our own homes and office to support the school. 85% of the student population at this elementary school is homeless. The school does what they can to support the families in agreement with the parents that they will get their kids to school and that they will raise them to be a person of good character.

This week our team member, Brian, made a haul to Whitney. Here are some photos.

The load inside!

The load outside!

Brian with the haul inside the Whitney Elementary School Lobby

Running 100 Miles ... Press Pause!

Joan Burge — Mon, 07 May 2012 06:29:00 GMT

I don’t know about you, but I feel like I have been running 100 miles an hour since the beginning of the year and here it is, already May! I ask myself, “Why does time seem to be moving at warp speed?” I am not alone, though, as numerous people I talk to across the country are telling me the same thing. In fact, people are working longer days and still can’t accomplish everything. Could it be that the economy is picking up? Or are businesses running short staffed and now that business is picking up, they don’t have adequate staff to get everything done?

Regardless of the answer, I have realized that I have to press “pause” for a few weeks. This is not easy to do with my crazy travel schedule and running a growing, thriving business. I see it more as a mental step than a physical step of stopping things because we can’t stop life. This made me think about our conference theme this year: Be BOLD . . . Mastering Exceptional Leadership One BOLD Step at a Time. We will be covering fives pillars of life in which we need to take the lead: family, career, spiritual, wellness, and financial. At our office, we have morning huddles where one person takes one of the pillars and shares something special they found in relation to one of the five pillars. It could be a video on YouTube, quote from a book, a lesson from a speaker, or an article.

We can take the lead in our wellness by pressing the “pause” button. How do you do that when you have responsibilities? Be selective. Ask yourself, “What can wait until a later date? What really does not need to be done—I just want to do it? What can I delegate to someone else? Who can help me accomplish my tasks and manage all I have to do? Who has strengths in areas I’m weak? What can I stop doing today? Is this really necessary? Is there a relationship that is draining my energy?”

Why don’t you decide to take the lead in your wellness pillar this week? It will be a great way to start May.

Joan Burge

Our office lease is up, how can I gather employee input on a possible move?

Guest Blogger — Fri, 04 May 2012 06:46:00 GMT

by ALICE BUMGARNER, MODERATOR on MARCH 22, 2012 10:52AM

in ADMIN PRO FORUM

Question: “Our office lease is ending in a year and we are considering moving. We want to get input from all employees on what they would want in a new office. Do you have any suggestions on the best way to gather information on wants and needs for a new office? If I design a survey, what sort of questions should I ask?” —Cathy

This information is proudly provided by Business Management Daily.com:http://www.businessmanagementdaily.com/30707/our-office-lease-is-up-how-can-i-gather-employee-input-on-a-possible-move

World Class Assistants Adapt Communications for Various Generations

Joan Burge — Tue, 01 May 2012 06:59:00 GMT

World Class Assistant Part 1 Certificate Program

At the World Class Assistant Part 1 workshop last week in Las Vegas, 19 bright, energetic executive assistants discussed how they would alter their communications for each generation. Here’s some advice they offer.

Veterans:

Respectful
Patient
Ask them, don’t dictate;
Emphasis on rules
Facts, not feelings (no magic)

Boomers:

Approach from team player perspective
Approach with excitement about the opportunity/task
Point out benefits/rewards of assisting with

Nexters:

Non-traditional forms of communication (i.e., text, IM)
Speak to their confidence
Optimistic approach and tone
Be open minded; do not stereotype (Ex. They may be young but they are eager and knowledgeable)

Xers:

Appreciation for new idea
Like to work in teams
Use IM
Team Building
Be open minded
Approachable
Relationship builder

Keys to Successful Communication:

Understanding leads to results
Creates a better work environment
Makes the person feel valued
Success/win/win for everyone
Better outcome
More efficient/effective
Able to communicate with all players in the game
Enables stronger relationships to be built

Trust

Joan Burge — Mon, 30 Apr 2012 07:07:00 GMT

Dear Monday Motivator,

The following is a short excerpt from the book, Who Took My Pen ... Again? on Trust.

Being Trustworthy

Being trustworthy is about how you conduct yourself. It goes without saying that you should always default to being trustworthy from the get-go; exhibiting trustworthiness in how you handle

yourself
confidential information
corporate resources
your time
your tasks and assignments

It will take diligence and personal integrity to know where the line is and to remain always on the right side of it. The line is not vastly wide as though it could accommodate any number of methods of living. Trustworthiness doesn't accommodate on again-off again vacillating activities. People who know where the line is will work hard to build trustworthiness. They will not cut corners or take rash chances with trust.

Many companies require their employees to annually certify that they read, understand, and observe a set of business conduct guidelines, so there will be no misunderstanding of what is expected of them. Proper business conduct should be obvious for administrative professionals who wish to add value every day and excel at their jobs.

You cannot assume that everyone you work with will make the same commitment to the pursuit of trustworthiness that you do. You hope they will, but there are many types of people who make many, many different life choices. Not everyone chooses to be trustworthy to the same degree. But the simple fact is that you are either trustworthy or you are not.

Some people weigh whether or not to be "trustworthy" on the likelihood of whether or not they will be observed or caught. This is not trustworthiness. Some people will not invest and work harder to take the high road unless they see first what it will get them. This is also not trustworthiness.

Once you've broken trust with your managers, you will be hard pressed to regain it. The small price you may "pay" for taking the high road and the longer route will be nothing compared to the loss of trust (and possible loss of employment) if you don't.

The beauty of trustworthiness is the knowledge that you are fully trusted, and that you will do nothing to break that trust. You will protect and nurture other's trust and faith in you. You choose to reign in your own desires, feelings, thoughts, and actions to preserve that faith and trust in you. There is a peace that comes from this, too.

Joan Burge, Contributing Author, Who Took My Pen ... Again? Secrets from Dynamic Executive Assistants

Have something to say - leave your comment at the blog today and join the blog-a-thon now!

Do the Technology Tango

Jasmine M Freeman — Fri, 27 Apr 2012 06:10:00 GMT

Whether you like it or not “embrace technology” has become a common mantra in the business world. For the purposes of this book (Who Took My Pen … Again?), we state unequivocally, forget about embracing technology; you’ve got to dance the technology tango!

Anyone who has watched the hit television show, Dancing with the Stars, knows two things about a successful tango: you must exhibit great passion and stay in step with your partner. Technology is that smoldering, mysterious, dark-eyed partner who draws you close to his chest in a passionate embrace, and the next moment, flings you across the floor. The technology tango is simultaneously maddening and thrilling, enjoyable and frustrating, eye-opening and hair-pulling.

Technology was brought up by half of our teams at the 18th Annual Conference for Administrative Excellence. They felt it was important that an assistant know technology in order to add value every day. They understand you need to be able to tango with this seemingly untamable partner. Technology is not going anywhere; in fact, it is becoming more and more a part of our lives at work and at home. As I write this blog I personally have four (4) devices I use on a daily basis. Four different ways I stay connected, enhance my viewing experience when watching a favorite show, get the best deals on things I want to do in my city, stay on top of what’s next in this great world of technology. It can be overwhelming, too.

Technology

Instead of looking at particular devices or sites, let’s focus on what we can control in technology:

Harvest reputable online blog sites and tech support sites for information and user tips and tools. They are often better than the manufacturer’s. Bookmark them for easy reference.
Join a networking technology forum, or better, yet, form one.
Pool your knowledge with other administrators.
Don’t resign yourself to technology; celebrate it! And move with the ocean’s current. Accept that you will be in learning mode from now on. The wave will crest and dip, but it will be a wave of learning over and over.
Create a running log of troubleshooting issues and resolutions, as well as new user questions. Publish it on a collaborative website in your department.
Offer users solutions; don’t just present the problem.
Understand that some users will want a printed booklet to learn from rather than taking an experiential approach. Let users learn the way they are comfortable in order to help them adapt smoothly.

Thanks for stopping by today and reading. Comment below to enter our blog-a-thon contest.

What are you doing to brand your digital self?

Jasmine Freeman, Contributing Author, Who Took My Pen ... Again? Secrets from Dynamic Executive Assistants

Supporting Your Leader

Michele Busch — Thu, 26 Apr 2012 06:30:00 GMT

You know the old adage that two brains are better than one? Well, think of this in terms of partnering with your leader. We can definitely do great things individually but when we join forces with our leader we can be extraordinary! This excerpt from Who Took My Pen…Again proves a great point:

Support

Partner with Your Leader

Do you partner with your leader? That means, if he brings you something, do you do it as you see fit or synergize together to form a common mindset?

Synergizing partners you and your leader together and allows for a higher level of excellence, communication, and resulting success to occur. Partnering with your leader means you have “skin in the game” and you are not just working at a job. It means you wish to demonstrate to your leader that you have chosen to rise or fall with him, and you wish to see him succeed.

Partnering also depends on him; you cannot partner with your leader without his consent and participation.

Follow his instructions to the letter.
Ask for feedback and input on the work’s result.
Commit to his goals.
Communicate that commitment to him.
Tell him you want to partner with him, not just “do the work.”

You make your leader look good. It’s what you say, it’s how you speak about him to others, and how you address him.

Behind every great executive, is a great professional assistant. Of course, we knew that. Enough said!

Showcase Your Talents

Joan Burge — Wed, 25 Apr 2012 06:38:00 GMT

I truly believe that every person has a special gift they were born with—something that makes them unique, different, and distinct. And I know that is true of you. After 21+ years of inspiring greatness is administrative assistants, secretaries, and executive assistants, I have witnessed the beauty of “the special gift” being opened. It takes courage to dig deep, explore your uniqueness, and then bring it forward. You hiding away does you and the world no good. You were meant to be here and contribute. So I challenge you to self-assess. What comes easiest for you? That is probably where your greatest talent lies. What kinds of activities do you like to do at work? Organizing? Listening? Strategically planning? Forecasting? Researching? Creating new concepts? That will give you another clue. Continue digging until you find those talents and then figure out a way to bring them forth at work.

Showcase

Hone In on What Makes You Great.

There is something about you that no one else can claim. What is it? Where are your strengths? Your unique value is

_____________________________________________________________________________________________________
_____________________________________________________________________________________________________

Maybe you are uncomfortable with yourself. You’d like to blend into the crowd. But that really isn’t possible. Consider this: We don’t want to all be the norm because what is the norm? It’s the “same.” It’s what is normal! We want some diversity! We want variety, right? Our employers want that, too; they want a diverse, variety of talents and skills from their team.

There is something waiting to be unlocked within each and every one of us. We just need to make a new choice, the conscience choice to use and activate those unique talents every day. AND WHEN YOU DO, it will become a part of you. So now that you are aware of your talents, and what was holding you back from showcasing them, you are ready to move on to the next step.

Joan Burge, Contributing Author, Who Took My Pen ... Again? Secrets from Dynamic Executive Assistants

Would You Reveal Your Shortcomings?

Nancy Fraze — Tue, 24 Apr 2012 06:24:00 GMT

Welcome to the Who Took My Pen ... Again? Annual Blog-a-thon for Administrative Professionals. If you are just tuning in, here's the scoop! We are holding 4th Annual Blog-a-thon for the Administrative Profession. We hold this blog-a-thon each April and the goal is to make assistants aware of the resources available to them and build a community of administrative assistant and executive assistants who want to learn and grow and flourish in their career of choice! To learn more about the blog-a-thon and how you can win great prizes check out the Administrative Professional's Blog-a-thon Page for the full message.

Today's chapter excerpt is from the chapter titled Reveal.

Reveal

Leonard Nimoy said, “The miracle is this: the more we share, the more we have.”

We all struggle with sharing or revealing ourselves to others. But it takes a lot more of our energy and personal power away from success-oriented pursuits to hide ourselves.

Simply put, the “you” you do not share is the treasure we will never know. We will never be moved nor changed by your beauty, your gifts, your skills or your words. We will be less than we might have been, and all that you were to add to this world will lie dormant within your heart and mind.

And that is heartbreaking.

There is no “Hallmark card” perfect life or perfect family. We all struggle. We all have issues. (Yes, at last, let’s all ‘fess up!) Sometimes they are ones we’ve created; sometimes they are brought right to our very doorstep by those we love best. Sometimes it’s just being in the right (or wrong) place at the right (or wrong) time.

Let’s move beyond blame. Let’s reclaim our own power! Let’s be brave and real; fiercely loyal to our best selves.

Here is today’s excerpt:

We’ve all heard of “the imposter theory” wherein each person struggles with the idea that she does not know nearly as much as she fears others must think she knows.

There is another big struggle for us: whether or not to reveal ourselves to others. Our frailty. Our dreams, both possible or improbable. Our real-life situations. Our shortcomings. Our joys.

How much should we share? How little? For many of us, the combined baggage of lost friendships or stressful work relationships, failure, error, and lost opportunity has rendered us gun shy as adults, based on negative past experiences.

HOW?

Be Open about Your Challenges

We each face challenges everyday – some of them are minor while others may be major. There are work challenges, situational challenges, our personal frame of reference challenges. We each have our shortcomings. We each struggle to admit when we are lost or don’t know something. Sometimes, we are presented with a new scenario or task and we feel overwhelmed by it.

Some executive assistants are more comfortable with sharing themselves than others are.

Leaders are fortunate in that they can bounce ideas off each other; group meetings are readily available to them; they have industry-peers to speak to … and the list goes on and on. They typically have industry or business practice “subject matter experts” to call upon for experience and knowledge.

Executive assistants and administrative professionals have little opportunity on a daily basis to sit and converse with their peers regarding the challenges they are facing at work.

The key is to be open about what you are dealing with. Often administrative professionals, as other career professionals, feel inadequate if they admit they really don’t know how to handle something or approach a new situational arena. Yet admitting your shortcomings and lack of knowledge is one of the most liberating experiences. Why? Because when you admit what you don’t know and say to yourself, “I need help. Who can I talk to? Who can I go to for guidance? Maybe I need a mentor in this area,” then a new world opens up to you.

Nancy Fraze, Contributing Author, Who Took My Pen ... Again? Secrets from Dynamic Executive Assistants

Are You a Promoter?

Joan Burge — Mon, 23 Apr 2012 21:39:00 GMT

To promote means to further the progress of something - especially a cause, venture, or aim - support, or actively encourage. It also means to give publicity to a product, organization, or venture, so as to increase sales or public awareness.

You may well operate as though what you accomplish at your desk has little to do with promotion of your company's product or service, or initiative. You may think, at least on the surface, that promotion has to do with marketing or sales, and little to do with you.

That is superficial understanding of what it means to promote. This term is often misunderstood, you don't need to be in the sales or marketing departments to be a great promoter for your organization.

It's important that you learn to add to your tool box the ability to promote well and with cognition. You can become an expert in the art of promotion, just by applying the simple tips we outline in this chapter of Who Took My Pen ... Again? (we'll give you one in the excerpt below).

Promote

Understand the Business

Become an ambassador for your company. Read your company’s marketing materials and learn how to share and advocate for your company with others. Read national news relating to your industry, and stay up on the headlines. Did your company open a new site? Receive a new patent? Go public on the stock market? You need to know about the headlines of your company in order to intelligently discuss your company and its objectives with the public.

As an executive assistant, you can greet newcomers, talk about what you and your company does … you take it upon yourself to be the super networker of positive, correct, and helpful information.

You take it upon yourself to share that information with people who could really benefit.

For example, if you worked at Caterpillar, you might think earth-moving products are far away from your desk in human resources or accounting. You might think to yourself, “Why does this matter to me? How would knowledge of the product help me add value every day to my executive?”

The answer is this: your understanding of the purpose, mission, and vision of your company will help guide and shape your knowledge and depth of understanding of your executive’s goals and purpose for his department. What objectives has he been tasked to complete? What or how is the product evolving? What problems does he face that he needs to address?

Have more to share on this subject?

Join our blog-a-thon by adding your comments below.

Who knows you might even win a prize!

5 Ways to thank the assistants who help you succeed

Joan Burge — Sun, 22 Apr 2012 13:40:00 GMT

Did you know it’s Administrative Professionals Week? This happens to be one of my favorite weeks all year – and not just because I was once an assistant myself before I founded my company back in 1990.

I love celebrating this week because it gives me a chance to thank my own assistant for everything she does to help be even more successful. If it weren’t for administrative professionals, business would cease. Managers and executives could not be effective. In fact, if not for assistants, the entire economy would collapse. If you don’t agree, just think of what happens when your assistant is out, even for a day! Multiply that by more than 10 million assistants in North America alone and … well, you get my point!

Here are five great ways to thank those outstanding, indispensable administrative professionals who help us succeed each and every day!

Support their professional development. For example, if there is a seminar or training session they can attend either on- or off-site, let them go! Sure, you’ll miss them for a few hours. But allowing them to observe the day through career development sends the message that you do appreciate their efforts and value the work they do.
Give a meaningful gift. Note my intentional use of the word “meaningful.” Everyone gives flowers, coffee mugs, balloons or similar items. This year, why not invest in gifts that help advance assistants’ careers? There’s no shortage of books, CDs, DVDs and other career-enhancing tools out there, in a wide range of prices. Take your pick – and reinforce the respect you have for their career aspirations.
Treat them to lunch. It doesn’t necessarily have to be on Administrative Professionals Day, April 25. Maybe you wait until a few weeks from now – whenever it is convenient for both of you! Be sure to use the time to get to know your assistant even better. Avoid talking about work. Make your assistant feel as special as he or she is.
Give them special flex time. This depends, of course, on your employer’s policies and project deadlines. Still, if you can let your assistant leave a little early one day this week, it’s a nice way to say, “Thank you for the times you’ve stayed late to help me.”
Offer a sincere thank you. Sometime, the most invaluable gifts we receive are heartfelt compliments. Whether you publicly praise assistants at a department meeting or personally look them in the eye and express your gratitude, the gesture is sure to be appreciated.

If you are an assistant, congratulations on your continuing success in this worthwhile and incredibly important career. This week, our hats are off to you!

Happy Administrative Professionals Week

Joan Burge — Sat, 21 Apr 2012 13:55:00 GMT

Dear friends and colleagues,

Please allow me to be one of the first to wish you a Happy Administrative Professionals Week! From April 23 – 27, it’s time to salute you for the extra hours you put in, the extraordinary efforts you make to assist others, the masterful way you keep clients and employees happy, and so much more!

Think of this week as a “new year” for success-minded assistants like yourself. If you had to make a new year’s resolution for your career, what would it be? I suggest taking a few moments to assess your professional goals by writing them down. Then, decide what steps you need to take to get there. Is it time to find a mentor? Pursue certification or training? Join a professional association? There are so many options for your career. Take advantage of as many as you can.

Please know that if we at Office Dynamics International can be of any assistance, we’re here and ready to help. Check out web site at www.officedynamics.com. We like to think of ourselves as the “assistant’s assistant” – and we’re proud to be so. As you know, I personally care deeply about this profession precisely because I was an administrative professional for so many years. I appreciate and understand all that you do! And you are nothing short of amazing.

So enjoy your special week, and the recognition and respect that comes with it. You’ve more than earned it!

Best wishes,

Joan Burge
Founder and CEO, Office Dynamics International, Inc.

Peer Synergy with Admin Teams

Joan Burge — Fri, 20 Apr 2012 06:21:00 GMT

I started my career in the secretarial profession right out of high school. I started as a Receptionist for Alcan Aluminum in Cleveland, OH. I always had my eyes set on working for a President or CEO someday so I decided to closely observe any executive assistant’s behaviors, actions, attitudes, and processes. I listened to how they handled difficult people, walked through the halls with grace and poise, dressed like a real business professional, and admired their ease in handling stressful situations. Over several years, I watched top-notch assistants in various companies until I soon became one. The thing is . . . those ladies never knew I was watching and listening to them so closely; they were an invisible mentor and inspiration.

Peer Synergy

Mentor

Our conference attendees thought it was important to mentor in order to add value.
Mentoring, in its most basic form, is one person teaching another. Mentoring relationships often develop on an informal basis, as a result of one person working closely with another person. Any working relationship has the potential to be a mentoring situation.

As a mentor . . .

share your wisdom with a fellow employee, which will teach you the skill of training through explaining how to do certain tasks. You will also master the art of coaching through offering constructive criticism. These are skills that organizations are seeking, skills you will need to succeed in the workplaces of today and tomorrow.
set an example of professionalism: demonstrate a strong work ethic to a mentee who is eager to follow your lead. By showing your mentee the right way to do things, you help your company create a more qualified team of employees and show you are a team player.
be prepared to give and take. For a mentor, that may mean being patient and juggling a hectic schedule while answering questions your mentee will undoubtedly have.

We have a big prize today for the blog-a-thon - the team with the most comments from any given organzation wins a copy of the e-book, Who Took My Pen ... Again? when it is released!

Hurry today and get your comments in - note your company!

The Organized Assistant

Michele Busch — Thu, 19 Apr 2012 06:56:00 GMT

Do you ever feel like the crazy, wild-haired, messy desk lady with post it’s and papers everywhere?

I have had my moments in the past but I really take pride in the fact that my desk is organized and clean every night before I leave for the day. I know when I return the next morning I will have a fresh, organized, clean perspective and workspace. I don’t know about you but when my desk is a cluttered and disorganized disaster so is my thinking! That’s why I believe the following excerpt from our awesome new book Who Took My Pen…Again is a must:

Organize

One third of our conference attendees stated that one way to add value is to organize. Isn’t that interesting? Most assistants think that being organized is basic and every administrative professional knows you have to be well organized. Well, knowing it and actually doing it are two different things.

Organizing Your Work Space

Organizing your work space has many benefits. While most of our work space sits in a cloud, we still have paper and tangible items in our work area. Some assistants maintain a philosophy that if their desk isn’t messy or have papers scattered all over, their manager or others passing by will think they are not busy.

Quite the contrary! If your work space is messy, you appear as if you don’t know what is going on and you create insecurity in your manager; you lose focus, look unprofessional, and will not be on top of the “A” priority items. Being organized helps you maintain calm, go from chaos to control, improve productivity, save time, provide exceptional customer service, and create harmony in the workplace.

Organizing your work space is a daily task. As work and information come to you, at that moment, decide its priority in relation to your other projects, tasks, and work. What are you currently doing as the other items comes in? Is the current task more important than what just came in?

Do you work “in the margins” of your page? That is, do you clutter your work and life all the way into the white space margins? As administrators, we know the value of full margins on a document page. The white space makes it easy to read. It un-clutters and organizes the reader’s eyes on the page. So it is with organization! Leave open space on your desk and in your office to free your mind and creativity for the margins on your page.

What is your best organization secret?

Michele Busch, Client Concierge & Administrative Assistant, Office Dynamics

The Networked Administrative Professional

Jasmine M Freeman — Wed, 18 Apr 2012 06:23:00 GMT

“It’s not what you know but who you know that makes the difference.” Have you heard that line before? It’s true in the sense that the person who actively creates a reputable brand for themselves with genuine relationships will see more opportunity simply because there is a broader network of people in the world who know who they are, what they are capable of and know this is a genuine person they feel they can trust.

Today our excerpt is from the book, Who Took My Pen … Again? on the chapter titled Networking. Enjoy!

Networking

Building your network is about more than just shaking hands and collecting business cards. To truly build your network you must first build relationships. You must lay out a path of stepping stones, taking care not to use them in stacks to build walls between people!

What can networking do for you? Networking will help you obtain a new position, help your organization gain or keep customers! A broad network opens up an array of opportunities to you.

Outside Your Organization

• Know your “elevator speech.” Update it twice a year, based on your latest achievement, current events, or new business practices in your organization.
• Join a professional group relevant to your profession or industry. Attend frequently and go with the goal of meeting at least two new people each time. Follow up after the meeting with an email, and forward whatever book title or information you agree to provide when you met them.
• Be aware of opportunities. You don’t always have to be at a mixer to meet a relevant new contact.
• Know the potential of online networking and use these tools to your advantage. The impact you can make here, alone, is endless.

For more on this subject I encourage you to check out the book, Who Took My Pen … Again? for the full chapter.

I would love to hear your stories about networking experiences – good and bad! Comment below to be entered in our blog-a-thon prize drawing.

Jasmine Freeman, Contributing Author, Who Took My Pen … Again? Secrets from Dynamic Executive Assistants

As An Administrative Assistant, Do You Lead?

Nancy Fraze — Tue, 17 Apr 2012 06:40:00 GMT

Welcome to the Who Took My Pen ... Again? Annual Blog-a-thon for Administrative Professionals. If you are just tuning in, here's the scoop! We are holding 4th Annual Blog-a-thon for the Administrative Profession. We hold this blog-a-thon each April and the goal is to make assistants aware of the resources available to them and build a community of administrative assistant and executive assistants who want to learn and grow and flourish in their career of choice! To learn more about the blog-a-thon and how you can win great prizes check out the Administrative Professional's Blog-a-thon Page for the full message.

Today's chapter excerpt is from the chapter titled Lead.

Lead

How do you “see” yourself? No matter what your title, you are “CEO” in charge of You, Inc. You decide each morning how you will dress for work. You decide whether you will use your emotional intelligence to relate to those you come in contact with. You decide whether you will use your integrity throughout the day on each task or whether you will leave it outside the building on your way into work. You decide (most importantly!) what your attitude will be and that alone greatly shapes your day. You decide what you want to attain.

All this points to one fact: whether or not you realize it, YOU are a born leader. You are not a follower. You pave the way for yourself each day. And if you have children, significant others or family members in close proximity, you are shaping them, too. Ditto for any organizations, groups, volunteer, or church you are involved in!

Let’s look at today’s excerpt:

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 her 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.

HOW?

To initiate basic lead strategies:

Inventory and create a list of potential items you are aware of and care about.
Pick an item from your list and prepare a plan of action to change or improve it.
Work to solve, develop, create, or prepare an improvement idea.

This small micro-climate of leadership will show you what it’s like to step out and create change under your care. You can learn a lot from this exercise that will enable you to step out more and more. You will gain resources, develop solutions, and build your confidence.

Nancy Fraze, Contributing Author, Who Took My Pen ... Again? Secrets From Dynamics Executive Assistants

Join the blog-a-thon now! Leave your comment below!

Executive Assistants Investigate

Joan Burge — Mon, 16 Apr 2012 06:38:00 GMT

Welcome to the Who Took My Pen ... Again? Annual Blog-a-thon for Administrative Professionals. If you are just tuning in, here's the scoop! We are holding the 4th Annual Blog-a-thon for the Administrative Profession. We hold this blog-a-thon each April and the goal is to make assistants aware of the resources available to them and build a community of administrative assistant and executive assistants who want to learn and grow and flourish in their career of choice! To learn more about the blog-a-thon and how you can win great prizes check out the Administrative Professional's Blog-a-thon Page for the full message.

Today's chapter excerpt is from the chapter titled Investigate.

We don’t know, what we don’t know!

How many times have you said, “I can’t ask questions if I don’t know what to ask about?” I have experienced this many times in business and my personal life. In fact, I just went through a major remodeling of my bedroom and bathroom. It started at Thanksgiving and I wanted it done by January 3, 2012 (the one year anniversary of my husband’s passing.) It was not supposed to be complex and I ended up gutting my entire bathroom. Workers are just finished the first week in April.

Do you know what happened? We bumped into 50 issues because the sales person didn’t provide important details like I needed more electricity run through my bathroom walls to install this “fancy” whirlpool/spa tub to slabs of marble being cut appropriately for an under-counter sinks. How would I know what to ask? I have never engaged in a remodel of my home to this extent. I say, “Shame on me.” I should have done more investigating but I feel the person who is the “expert” should offer that information.

Well, don’t count on the expert to remember telling you every detail. Or for that article or resource you find to give you the details to make informative decisions. But here is what you can do.

Investigate

Be Proactive

There is no way around this one. If you want to sit in your chair and wait to handle “transaction-based” tasks that come all the way to your desk, you won’t be a good investigator!

Ask, seek, compare, analyze, resource, hunt, gather, glean, and energize your work tasks by building your investigative skills to gain increasing knowledge so that you can make better decisions and become that “go to” person in your organization who will proactively get the information people need and want in an efficient manner.

Be Resourceful

Glean the Internet for reputable sources of information on technology, grammar, etiquette, urban legend, news, culture, video, how-to instructions, arts, and so on. One administrator kept a “cool down” file of older items and publications from inside the company. When her executive requested an article from six months prior, she could easily get her hands on the information.

Become a good source for solid information. Verify your sources and don’t take the rumor mill to your organization as “gospel truth.” The old adage in journalism is, “verify, verify, verify,” and that is true. It’s a good rule of thumb to not pass along anything unless you have three sources for the information.
Once you have good sources, with Internet sites and blogs bookmarked, you can quickly put your hands on just about anything you might need.

We cannot underscore enough here that you will need to spend the effort to be resourceful. Read the Wall Street Journal after your manager is done with it. Scour the publications and journals for pertinent information. Learn what your manager likes to follow, and become her eyes and ears on the subject.

Joan Burge, Contributing Author, Who Took My Pen ... Again? Secrets from Dynamic Executive Assistants

Annual Conference for Administrative Excellence

Joan Burge — Fri, 13 Apr 2012 21:32:00 GMT

Big news! The complete conference brochure is available for you to download now! If you have been waiting for the event brochure to share with your executive you can download it now and share with them the numerous reasons why this event is going to be so great for you and them!

Gain confidence, strength, and walk away empowered in every aspect of your life! You can and should expect significant results from this event.

The early early bird discount expires on Friday, 4/20!

Download the Annual Conference for Administrative Excellence Brochure Now!

Need more tools to gain approval to attend this event? Check out the following:

Getting to Yes! Tools You Need to Gain Approval (complete with a special letter to share with your leader and worksheet/action plan to fill out and share with your leader!)

A Word to Leaders from Joan Burge

Hurry, time is running out to save and register during our early early bird!

Investment Its More Than You Think

Jasmine M Freeman — Fri, 13 Apr 2012 06:32:00 GMT

“An investment in knowledge pays the best interest.” – Benjamin Franklin

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

We hope you enjoy today's chapter excerpt!

Invest (in yourself)

Be a Perpetual Student

If your manager or organization does not choose to invest in you, that doesn’t mean you are not worth the investment. You of all people should know that the most. Choose to better yourself.

“Learn how to maximize the enormous potential that lies in your mind and body. This includes learning how to set goals, manage your time, remove fear and doubt, adjust your thinking, create new habits, squash bad habits, how to take care of your health and focus.” – BrianKim.net

You will only get out of work (and life!) what you put into it. Become a student of life, and seek to gain as much wisdom, learning and experience as you can. Don’t rest on your laurels! Yes, yesterday’s success was great, but you cannot rest there forever. We were made for growth, work, and achievement. Fresh experiences and learning keeps us vibrant, healthy, and challenged.

Wishing you all the best and looking forward to hearing the ways that you have invested in yourself.

How have you invested in yourself, personally or in your career?

Comment below and be entered to win!

Jasmine Freeman, Contributing Author, Who Took My Pen ... Again?

Are You a Future Focused Executive Assistant, Really?

Jasmine M Freeman — Thu, 12 Apr 2012 06:47:00 GMT

Today's chapter excerpt is from the chapter titled Future Focused.

Do you ever feel like you are “spinning your wheels” and going nowhere? Take a step back and look at what you are doing as a whole and maybe you will figure out why you feel this way.

When you have a multitude of priorities, projects, tasks, action items – whatever you call them – how do you get it all done and feel accomplished and still feel like you have direction to accomplish the even greater goal?

Today I’m going to share with you an excerpt from the book, Who Took My Pen … Again? from the chapter titled Future Focused. We still need to pay attention to today and what we are working on but that feeds the future as well. I hope you enjoy!

Future Focused

HOW?

Pay Attention to the Present.

Every day there are indicators of what might be coming down the road. Whether one pays attention and has her antenna up while doing other things is a different story. You have to intentionally listen, read, observe, and absorb.

Read and Anticipate the Domino Effect.

This means that when you read something, engage your brain and tune everything else out. This is quite difficult today when people are engaged in five things at once — dining with friends or family while reading emails at the same time, texting someone, and uploading a video to Facebook. You cannot totally absorb information if you are distracted with other actions. If you read in USA Today about economic downturns in your industry, you should anticipate that changes will be coming to your company. What is some of the news circulating within your organization that you should be paying attention to? Of course, you have to separate rumors from facts. It’s like seeing the dominos all laid out before the first one ever moves.

Listen.

Listening is a mental process. It takes effort. Hearing takes no effort unless you are hearing impaired. When you listen, you tune out internal and external distractions. When your manager talks to you about a meeting she just attended, is there anything in what you heard that might indicate additional projects will be coming your manager’s way which means you will be busier? If your manager lightly talks about a big organizational initiative that will be occurring in the next year, what might that mean to your manager, the department, and you? It’s like having a crystal ball.

Stop What You Are Doing.

While you definitely should be paying attention to the current task at hand, there are times when you purposely stop and look at what projects, trips, and special meetings are on the horizon for your executive and yourself or your department. If you manage multiple people, be in touch with each one and initiate conversations whereby they will talk about what they know is coming up that you do not know yet. It is as if you are standing above your work area and looking down at everything from a big picture perspective. It’s like being an air traffic controller in the tower, watching many planes take off and land.

Conversations with administrative peers are very helpful. Since assistants are focused on the goings-on of their manager and the related direct reports, assistants can often provide insight to upcoming projects, meeting, special events, or travels. On the other side, where appropriate, you should openly share what you know that will help other assistants.

Share your ways of being Future Focused below by adding your comments and be entered to win one of our wonderful prizes!

Jasmine Freeman, Contributing Author, Who Took My Pen ... Again? Secrets from Dynamic Executive Assistants

Did you know 50% of the proceeds of all books sales for Who Took My Pen ... Again? will be donated to the research and treatment of children's cancer.