Tales from the Administrative Minefield

Life and Work Balance

noreply@blogger.com (Leila) — Fri, 21 Oct 2011 13:49:00 +0000

Admin Gal has been a busy person. Her duties as an admin and her extracurricular writing duties has created a dilemma.

My simple truth is I have become to busy to update my adventures as a admin on a regular basis.
So, I am taking the time to say thank you to my regular readers. I can't tell you how much I have appreciated your support.

I promise to update the adventures when I can. Please come and visit my other site, writeami.wordpress.com, to catch up on the latest adventures.

Thank you again for your support.

Telephone Sales

noreply@blogger.com (Leila) — Wed, 12 Oct 2011 14:02:00 +0000

Admin Gal received a call from a company that specialized in 'College Recruitment'.

Education is absolutely important. Trawling for customers via cold calling, not so productive.

Just saying.

Productivity

noreply@blogger.com (Leila) — Mon, 03 Oct 2011 17:24:00 +0000

It's budget time and all inquiring minds turn to productivity. Admin Gal is all about efficient use of time.

However, others version of productivity is:

Productive consumption of coffee/tea/soda in the pantry.
Efficient use of the company gym during work hours.
Proactively checking out prospective markets and news.
Streamlining vending machine distribution.

Anything to avoid the budgetary nightmare.

Hiding isn't an Option

noreply@blogger.com (Leila) — Thu, 22 Sep 2011 10:30:00 +0000

In an office environment, it is never a good thing to avoid the boss.

Ignoring phone calls, emails or calendar events only aggravate people. Leaving the task of hunting the person down.

Too bad I can't fit people with GPS transmitters like they do to wildlife.

Refrigerator Courtesy

noreply@blogger.com (Leila) — Tue, 20 Sep 2011 17:40:00 +0000

Refrigerator real-estate is a precious commodity.

Admin Gal has become the bad guy in the battle of the refrigerator space. She is the one who must decide what can stay and what must go.

The general rule of thumb followed: No expiration date = wastebasket.

Are there some misses? Does Admin Gal care? NO.

Soliciting...

noreply@blogger.com (Leila) — Fri, 16 Sep 2011 15:36:00 +0000

Admin Gal recognizes that the world is turning, companies are struggling to drum up new business. She receives dozens of cold calls during week of products that will better the bottom line, provide outsourcing services that will save the company and make us heroes (not), or have the next best widget in the universe.

What Admin Gal sincerely dislikes are sales people who call with the sole intention of annoying her. Aside from their actual existence, no sales person should annoy Admin Gal or any other person on her staff.

Today's winner in the 'Uber Annoyance' category is a repeat caller. This individual sole goal was/is/will be to speak directly with my boss. I have indicated numerous times our specific process for handling these requests. After repeating the instructions three separate times in one conversation, Admin Gal asked the individual to repeat back what had been said. What did the individual do? 'I can't tell you specifics, only Mr. XXXX.'

ARRRRRRGGGGHHH!!!!

No reference to the instructions Admin Gal had given were acknowledged. Finally, Admin Gal said (in clear and concise language), "Do not call back. We are not interested."

Admin Gal is positive there will be another call in approximately 3 weeks.

At my Expense

noreply@blogger.com (Leila) — Tue, 13 Sep 2011 11:46:00 +0000

Expense reports can be the bane of any admin. Crumple, coffee-stained receipts in foreign currency. Tips and mileage. Meals where clients are entertained.

Admin Gal doesn't mind processing the reports, she minds having to mine the receipts from the people she supports. Or, the straggling receipts, 'Oh, I forgot to give this one to you.' The minute after you submit the report for processing. Worse are the unidentifiable expenses in the expense report system, that are over the limit for not having a receipt and the individual just says, 'Process it anyway.'

Admin Gal's reply to all this? If you don't produce what I need, the Auditor will get you!

Auditors make very effective bogeymen.

Red Light, Green Light

noreply@blogger.com (Leila) — Thu, 08 Sep 2011 14:26:00 +0000

I remember playing Red Light, Green Light when I was a kid. The purpose of the game is to reach the 'stop light' without being caught in a moving violation (red light).

The corporate work place is somewhat similar. We are all heading for the same goal, but the journey there is fraught with obstacles, lights and diversions.

While the game is often a singular event, in the corporate environment the employee is seldom alone. We should be working together to obtain the goals and projects given us. Checks and balances exist to help us keep moving along.

Sometimes, we hit the Red Light. The key to surviving the sudden stop is to be paying attention to everything around you so you are not benched.

Juggling, I'm a Pro

noreply@blogger.com (Leila) — Tue, 30 Aug 2011 13:31:00 +0000

Balls, chainsaws and knives are flying through the air in an attempt to get through the day.

Some days, everything stays in the air...

and some days not so much.

Gears of the Workplace

noreply@blogger.com (Leila) — Thu, 25 Aug 2011 19:31:00 +0000

Merriam-Webster.com defines Collaboration as:

to work jointly with others or together especially in an intellectual endeavor

In the work space, collaboration is essential to making deadlines, managing projects or people, and sailing through the politics of the office. When done correctly, everyone is an essential gear in a well-oiled machine.

Each gear and cog has a place and purpose. Sometimes the gears can be changed around, creating a different manner to reach the same conclusion.

HOWEVER, there are times when a person or two refuse to cooperate in the achievement of a common goal. The reasons vary. Sometimes, people do not have the skills to work in a team. The right team will help them understand a collaborative environment.

Other times, individuals feel that holding on to the information they know will make them more valuable. More often than not, it just frustrates people.

In today's work environment, no person is an island. Our jobs are interconnected.

Being the stuck or uncooperative gear will only cause dissension. When push comes to shove, the stuck gear gets replaced.

Are YOU Prepared?

noreply@blogger.com (Leila) — Tue, 23 Aug 2011 19:47:00 +0000

Everyone is prepared for fire, since grade school we learned the basics of orderly evacuation and how to stay with our classes. In the corporate world, fire drills are much the same.

However, NO ONE on the east coast is prepared for earthquakes (unless you grew up on the west coast, then that's another story).

Today, Richmond, VA experienced an earthquake. The epicenter was 40 miles away, but the shocks were worrisome. The building I work in is only 2 years old, so it is structurally equipped to withstand an earthquake. The employees? That's another story.

No alarm sounded, no lights flashed just my boss saying 'We're evacuating! Tell everyone on the floor.'

I ran the floor, using my best parade grounds voice, saying 'Everyone to the emergency exits. THIS IS NOT A DRILL!'

Fast forward to after the building was deemed safe and we were all back at our desks. The following email was sent:

As you may have noticed, our region experienced a 5.8 earthquake earlier today. The epicenter appeared to be in Louisa County, about 40 miles northwest of Richmond. This building was designed to manage seismic activity typical for this region. Aftershocks following an earthquake of this magnitude are not uncommon, so don’t be unduly alarmed should we experience them.

In the event an evacuation is necessary, an announcement will be made over the building intercom system and alarms will be sounded. If that should happen, use the stairwells (not the elevators) and proceed to your designated waiting area across from our 5th Street entrance.

My question is to the powers that be, are we now going to have earthquake drills?

Ch-ch-ch-changes

noreply@blogger.com (Leila) — Tue, 23 Aug 2011 13:41:00 +0000

The organization I work for has been stable for several years. What I mean by stable is major initiatives started and completed and no major change in leadership.

All this lulled me into a false sense of security. Yes, I know that I've broken the cardinal rule of employment. I had grown comfortable in the status quo.

Not to fear, the familiar feeling of being unbalanced and striving to keep all things in sync has once more begun to consume my life.

I am unamused with the person who cursed me with "May you live in interesting times." When I find them? I'll never tell.

Transformation

noreply@blogger.com (Leila) — Tue, 16 Aug 2011 17:45:00 +0000

Admin Gal has an observation:

Transformation for the sake of transforming is never as productive as actual constructive change. (circular thinking at its best)

What brings Admin Gal to this startling conclusion? Yet another round of change in the work place. There is nothing wrong with change, it's what keeps things moving along. Yes, stagnation is bad.

HOWEVER, a purpose and obvious goal would be nice for us poor minions.

Mandatory....

noreply@blogger.com (Leila) — Fri, 12 Aug 2011 15:11:00 +0000

Singing?

Admin Gal is in a bit of a pickle. She mentioned that she had musical experience of the choral kind, only to be pegged by the Senior Management to lead the company choir.

Music isn't an issue, Admin Gal loves music. The quintessential problem that arises, is this is a time drain of epic proportions. In addition to her work load (which is expanding), now she has to wrangle people are reluctant to attend rehearsals because it interferes with their work schedule and their life.

ADMIN GAL IS NOT BEING PAID FOR THIS EITHER!

Ohmmmmmm! Seeking inner harmony.

Office Supplies

noreply@blogger.com (Leila) — Tue, 09 Aug 2011 11:18:00 +0000

School is getting ready to start and the office supplies are dwindling fast. A co-opt here for the summer was observed filling up her purse with supplies from the cabinet. At least the regular employees are more discreet.

The co-opt will be dealt with by her manager. It makes me VERY, VERY ANNOYED, to have to be the big, bad when it comes to office supplies. I'm going to have to lock the cabinets until school starts.

Word to the wise, taking office supplies from your place of business is considered stealing.
Are pens, pencils and notebooks worth losing your job?

The Reviews are In!

noreply@blogger.com (Leila) — Thu, 04 Aug 2011 15:11:00 +0000

Admin Gal survived her Mid-Year Review and is ready to take on the next part of the year.

The preparation that goes into the process is nerve racking. The goal is to put your best foot forward without being so cocky the review is ruined.

THEN, there is the carefully chosen evaluation software. It's processes are absolutely Byzantine! Here is where Admin Gal looses her mind and patience. The good thing is, her boss feels the same way.

Good luck with everyone and their mid-year reviews.

Dear Tech Support

noreply@blogger.com (Leila) — Tue, 02 Aug 2011 12:05:00 +0000

Admin Gal has had a series of technical support calls that have sent her over the edge. Complete with the insinuation that the problem was 'user error' with out allowing her to fully explain the issue.

The wrath of Admin Gal shall not be dissuaded!

Here are a few simple rules that can make the support arena more functional:

Let the CUSTOMER explain the problem and what they have done to resolve it, BEFORE cutting them off with an off the cuff comment.
DON'T MAKE THEM REPEAT PROCEDURES THEY'VE ALREADY DONE! More often than not, the person placing the call has done all the obvious things to fix the problem.
As a tech person, if you DO NOT know the answer - PLEASE, find someone who does.
NO, the caller DOES NOT have all the time in the world to listen to the tech support person hem and haw so they don't have to answer the next call.

What are some of your pet peeves when it comes to technical support?

Calendar Pandemonium

noreply@blogger.com (Leila) — Fri, 29 Jul 2011 12:12:00 +0000

As an Administrative Professional, calendaring is part of the job. However, some weeks are worse than others.

Yes, this was how my week looked. All the pretty colors are enough to make me nauseous. sigh.

My favorite request for the week? Find time to meet with three business unit presidents, my boss and four directors by Friday. I horse trade with the best of the best, even I couldn't pull that request off. It got pushed to the following week.

I only have a finite amount of miracles I can grant. Thank goodness it's Friday!

Staying on Task

noreply@blogger.com (Leila) — Tue, 26 Jul 2011 18:44:00 +0000

Admin Gal has been running amok the last several weeks. Projects to run, people to manage and chaos to sow. With all this fun, it has been hard to stay on task. The 'to do' list is lengthy and the writing illegible.

Yet, with out the almighty task list, little things might fall through the cracks. So, what's an Admin to do? Make a list, check it twice and be flexible to bend in the wild whirlwind that is the job.

The Devil is in the Details

noreply@blogger.com (Leila) — Tue, 19 Jul 2011 11:48:00 +0000

Being an Administrative Professional is akin to being a coach, trainer and strategist - at the same time. In order to keep all the balls in the air, or at least bouncing, we need to pay attention to the details.

Some days, this is easier said than done. However, the effort is truly worthwhile.

The devil we face as Admins are the little details. Not paying attention can cost us our jobs, our networks, the trust of our associates, and/or friendships.

For the sake of all things sane! Don't let the devil win - pay attention to your details.

Please Consider!

noreply@blogger.com (Leila) — Fri, 15 Jul 2011 18:19:00 +0000

Dear Friends-

On Tuesday, July 12, 2011, the Montgomery County Council met in Rockville to make the move to erode collective bargaining for Montgomery County Police.

They will claim they are doing this to save the tax payers money and reign in the power of the Fraternal Order of Police.

What they aren't telling you that in their continued attempts to neuter the working police officers in Montgomery County -- they are affecting the structure of our public safety system by putting it at the mercy of the County Council and their political priorities.

The removal of collective bargaining not only means the stripping of benefits and pay to the police officers and the outright disregard of agreements between the County Council and the FOP, it also means the current working system of organized police shifts and procedures to cover all corners of this County may be disrupted.

At the end of the day, do you really want your public safety to be in the hands of individuals who have absolutely NO IDEA of what needs to be done to keep the streets safe for our families?

The current system WORKS. The County Council need to work within the established guidelines of collective bargaining and honor the agreements made with the Fraternal Order of Police.

Your support is needed. The Council will be meeting again on Tuesday, July 18 for a full vote on these bills.

The police officers of this County need to be able to do their jobs without having to worry about the interference of the County Council.

Enough is enough-- leave the police officers alone to do their jobs.

If you can't make the call, please write to the Council and voice your opinion.

This is still a democracy and we, as citizens have a right to speak our mind. Tell them you oppose Bills 18-11, 19-11 and 20-11 changing the rights of police officers.

· Phil Andrews 240-777-7906 councilmember.andrews@montgomerycountymd.gov
· Roger Berliner 240-777-7828 councilmember.berliner@montgomerycountymd.gov
· Marc Elrich 240-777-7966 councilmember.elrich@montgomerycountymd.gov
· Valerie Ervin 240-777-7960 councilmember.ervin@montgomerycountymd.gov
· Nancy Floreen 240-777-7959 councilmember.floreen@montgomerycountymd.gov
· George Leventhal 240-777-7811 councilmember.leventhal@montgomerycountymd.gov
· Nancy Navarro 240-777-7968 councilmember.navarro@montgomerycountymd.gov
· Craig Rice 240-777-7955 councilmember.rice@montgomerycountymd.gov
· Hans Riemer 240-777-7964 councilmember.riemer@montgomerycountymd.gov

If this can happen to the people that provide our public safety, how long before the County Council strips the rights for our fire fighters, our teachers, and what happens when they decide they want the total right to dictate what happens to us as Montgomery County residents?

Do you really want the County Council to have 100% say in your right to exist as a tax paying citizen? If they can blatantly shake the system that keeps us safe, they will have no issues with putting their hands into everything else.

Organizational Chaos

noreply@blogger.com (Leila) — Wed, 13 Jul 2011 14:19:00 +0000

If anyone has seen their organizational charts lately, you'll have noticed that with every Executive, Director, Manager, and Minion box and connecting line, there are as many dotted lines connecting said boxes to other parts of the organization. Effectively blurring the lines of reporting and responsibility.

Some organization call this transparency. The people in the trenches call this STRESS!

Having a clear line of authority helps when a person needs to leverage support for tricky situations or to garner support for projects. When the field is too wide, and the hoops to jump through are too varied, failure is a expectation.

Create some clarity, reign in the dotted lines. Clean up the Org Charts and let Peace reign in the land.

The Calendar Gods are in Alignment

noreply@blogger.com (Leila) — Fri, 08 Jul 2011 11:56:00 +0000

There are times when calendaring can be a joy or the very circle of hell. I'm pretty sure when Dante wrote of the 'ninth circle of hell' he was managing a number calenders simultaneously.

But every so often miracles appear and the universe aligns. Calendars line up and a coveted time opens up. I swear I can hear angelic choruses singing grand hallelujahs.

My day is wonderful. I feel like a miracle worker. What does the boss say? 'So?'

Ingrate.

Brew the Darn Pot!

noreply@blogger.com (Leila) — Wed, 06 Jul 2011 20:10:00 +0000

There has been an unfortunate rash of burnt coffee pots. Admin Gal is contractually restricted from hunting the offenders down and showing them the error of their ways.

The end results is appealing to the variety of higher powers that are observed in the department.

Admin Gal believes if any of the higher powers were as caffeine addicted as the offenders were, they would brew the next pot. If this doesn't work? She will instal a badge swipe machine to meter coffee usage.

That'll boost Admin Gal's popularity.

IM Misuse

noreply@blogger.com (Leila) — Fri, 01 Jul 2011 15:49:00 +0000

Admin Gal would like to clarify the that the 'INSTANT' in Instant Messaging is just that - messages that are INSTANT, BRIEF, QUICK, etc.

Too often, Admin Gal's colleagues have been taken to creating long dialogues that would be better suited to other mediums, such as - email, telephone conversations, smoke signals or even carrier pigeons.

Instant Messaging is a very intrusive method of communication. No, Admin Gal was not born in the stone-age. She believes that there is a time and a place for all methods of communication. Writing a novel in an IM is not appropriate business practice - EVER.

Please Instant Message responsibly.