The Admin Professional

How to Inspire Others

DanielleM — Wed, 29 Dec 2010 19:09:00 -0600

Dishing out inspiration may not be formerly part of your job description but if you want to work in an environment where you are happy and enjoy those you work with, being inspiring can help. Being inspiring doesn’t mean that you have to go out of your way to do things that you wouldn’t do anyways – it just means that you do your job with a certain attitude. You interact with people a little bit differently and in the end your inspiration make others want to be inspiring, too.

So, how can you inspire others, while still getting your job done?

Practice What You Preach

One of the best ways to inspire others to do great things, to be proud of their jobs, and to be a pleasure to work with is to practice what you preach. People are more likely to believe what you say if it is reinforced by what you do. People tend to learn more from actions than they do from words. For example, if you say you love your job but you can be found complaining about it in the bathroom to whoever will listen during breaks and lunch hour, they aren’t going to hear your words. If you grit your teeth and clench your hands every time you have to do a new task your words expressing your love for your job will mean very little.

Be Consistent

If you are consistent about the way you do things, people will rely on you. They will trust what you say and have faith in what you do. People are inspired by others that they consider to be reliable.

Be Positive

The words you chose can have a great affect on how others feel about you and about how they feel about working with you. “Can” will always be received better than “cannot”. Negative words – no matter how they are intended – will always make people feel as if they are not doing all they can and they will not be inspired. Be positive with your actions as well. Smile, stand up straight, face people when you talk to them – remember that you body language speaks just as loudly (and sometimes louder) than your words.

Be a Good Listener

You don’t have to solve everyone’s problems but sometimes listening can help them just as much. Sometimes people just have to hear how things sound when they are told to someone else to realize that the answer to their problems is right there in front of them. And sometimes, a listening ear is all people need to find inspiration.

3 Magazines Admin Professionals Should Read

DanielleM — Tue, 28 Dec 2010 23:52:00 -0600

As and administrative professional, keeping up with trends and issues of your job field can be a great way to work on self-development. You should know what is going on with your career field, know what topics are important, and be familiar with the news. One of the ways you can do this is by reading industry magazines. Of course, what you read will depend on the industry that you are working in but you can also read magazines that are focused on your specific career – being an administrative professional.

Reading career magazines can also inform you when there are events, seminars, and other activities where you can network with others that are working in your field. I’ve talked about networking before a few times, so by now you should all know how important that is!

So, what career magazines should you be reading? There are three that especially stand out.

Office Pro

Office Pro is the magazine that is put out by the International Association of Administrative Professionals. The articles are relevant for anyone that works as an office professional, executive secretary, or other administrative jobs. The magazine comes out seven times a year and once a year an issue is focused on executive professionals. Each issue is filled with the tools you need to do better on your job and to develop as an administrative professional. Some of the topic covered in the last few months include: Turn Off, Tune Out, Take a Vacation, Coping with Job Loss, and Twitter, Facebook, and Beyond. Sign up for Office Pro here.

The Admin Advantage

The Admin Advantage is a free online magazine that is published by Desk Demon and features articles that are perfect for gaining some insight into the administrative professional job if you are just getting started. But if you are looking to move up the ladder you will find a great deal of advice for you that will be helpful. Some of the articles in the last issue include: How to Improve Employee Morale in a Bad Economy and Buzzwords to Avoid in Your Resume.

PA Enterprise

This free online magazine is also published by Desk Demon and is for Personal Assistants and Office Managers. You will find load of great information among these pages. Some of the most recent topics include: Throwing a Corporate Christmas Function, How to Make Your Day More Productive – Top Tips From Google, and Mixing Business with Pleasure – the New Rules of Business Networking.

You'll find The Admin Advantage and PA Enterprise here.

4 Quotes to Live and Work By

DanielleM — Mon, 27 Dec 2010 19:35:00 -0600

What is the recipe for successful achievement? To my mind there are just four essential ingredients: Choose a career you love, give it the best there is in you, seize your opportunities, and be a member of the team. ~ Benjamin F. Fairless

What could possibly be better than doing something you love? When you love your job you will find that it is easy to give it your all and when you love you job, being part of the team is easy. You will find that with an attitude like this, many opportunities will come your way so be ready to grab on and enjoy the ride.

If you wish to achieve worthwhile things in your personal and career life, you must become a worthwhile person in your own self-development. ~ Brian Tracy

Self-development is one of the most important aspects to having a satisfying career. Coincidentally, it can also be the thing that helps you to move forward in your career and create opportunities for yourself. When self-development is part of your daily life, job and life satisfaction will increase.

I think everyone should experience defeat at least once during their career. You learn a lot from it. ~ Lou Holtz

Some say that it is not the successes in our careers that we learn the most from but the failures. Failures are learning opportunities and they can encourage us to do better. If you remember that failure is a part of everyone’s life and use the experience to learn, to grow, and to expand in your skills you will be noticed by others in the office. Failure is not a bad thing. Failure is a growth opportunity.

Keep away from people who try to belittle your ambitions. Small people always do that, but the really great make you feel that you, too, can become great. ~ Mark Twain

Mark Twain has many wise things to say and they can almost always be applied to the office and to your career. This one is especially true. If you surround yourself with the complainers and whiners in the office you will soon find that you are unhappy with the job you are at. But if you surround yourself with the people in the office that are excited about their jobs and get worked up about a new project, you’ll soon feel the same way.

What quotes inspire you? What quotes make you feel like a super-star at your job? I’d love to hear them so share them in the comments!

How to Stay Out of Office Arguments

DanielleM — Sun, 26 Dec 2010 18:48:00 -0600

Office arguments can get out of hand very quickly and sometimes the two (or more) parties that are arguing get others involved. If you don’t want to be on the wrong end of an argument though, it is important not to get involved. This is not your job. If anyone is to get involved it should be the manager or the boss of the office.

So, when an argument is getting heated up, how can you stay out of it?

Don’t Take it Personally

The argument is not about you. The argument may be about something that you are involved in but resist the urge to take it personally. It is likely that the only reason this element became a factor in the argument is because it hit home for one of the parties. Resist the urge to get involved when it involves work that you have had your hand in. If you truly feel that it affects you or the project involved, bring it to the attention of the person who is in charge of the project. If you are the person that is in charge of the project then you can request that the people in the argument address it with you directly.

Ask Them To Take the Conversation Elsewhere

If it is hard to resist getting involved in an argument because it is taking place in your work space (as it often is when you are the admin assistant), ask them to take their “discussion” somewhere more private. Simply explain to them that you have an important project you are working on and that their debate is distracting you. Most people will be happy to move their argument somewhere else but on occasion you might find that having the conversation in a public place is part of the reason for the argument. One of the parties might be trying to get the attention of someone in the office and suggesting that they take their conversation elsewhere may make them stop and realize that they need to go directly to the source whose attention they are seeking.

Suggest Mediation

If your office has a mediator that is trained to get involved in disagreements, they are the one that should be getting involved, not you. If there is not a person in the office that is trained for this and you have found that office arguments are increasing, this might be something you can suggest to the office manager.

Weekend Reading #1

DanielleM — Fri, 24 Dec 2010 21:20:00 -0600

Welcome to the first post for Weekend Reading. I do a lot of reading - not just a little - but a LOT! One of the areas I am constantly reading about is jobs, careers, and building on professional brand. I do this for myself but I do this for the readers of this blog as well. Sometimes what I've been reading ends up being featured here in a new way and sometimes I just put it on the back burner for later use.

I thought that you might enjoy some of the more interesting things I've been reading so I've decided to start sharing with you.

So, this is what I've been reading in the past week or so:

4 Tips for Getting That Promotion

DanielleM — Tue, 21 Dec 2010 18:49:00 -0600

If you’ve been at the same job and have been watching others who have been hired after you get promoted before you, it might be time to do a little bit of self-evaluation. In our day and age, with the vast amounts of competition in the job market and within companies, it is not enough to have simply worked at a company for a period of time and have seniority. You need to really be promotion minded in order to stand out among your peers.

Here are some tips to help you get that promotion:

Give 100% Effort, 100% of the Time

No matter what job you are doing, you are being watched. Maybe not every time you do it but at some point, the boss is watching you work on various tasks. And the boss is taking notes. If there is a spill and you are asked to clean it up, do your grumble about it under your breath as you are taking care of it in a half-way-done manner? If you have a great attitude, no matter how inconsequential your job is, it will be noticed. Take pride in doing every task you do, well. Do it with style and class. And it wouldn’t hurt to smile.

Think Like a Leader

If you always think like a follower that is all that you will be thought of as. If you want to be promoted you need to think like a leader. That means considering long-term effects, looking at the overall picture instead of just the picture that they expect you to see, and taking initiative to learn more and get more information than is needed, without being asked to. Leaders need to be able to think creatively and work well with teams. When you are doing any job, ask questions to better understand how the task you are in charge of fits into the greater whole. Be willing to step outside of your current role to learn new things in the company and to understand how the company functions beyond what you are responsible for.

Know How Your Role Contributes to the Company

If you don’t understand why your job in the company is important how can you expect to contribute to your best ability? You should understand exactly what your contribution means to the company and how you can make your contribution better. Once you understand this, you can find out what you need to learn and what you need to do in order to be considered for bigger roles. You can focus on the parts of your job that will demonstrate your ability to take on other roles.

Dress For the Job You Want

Once you have your sight on another job in the company, observe others in that position. Watch how they dress and imitate their style. Watch how they communicate and deal with other staff members, as well. Observe their interactions, their stance, and how they present themselves. And don’t just imitate anyone. Watch for the one or two people that are considered the best in their role.

Body Language and the Interview

DanielleM — Mon, 20 Dec 2010 09:41:00 -0600

The interview can be your doorway to a new career or it can be the time when you separate yourself from others – and not in a good way. The interviewer is considering everything you say – and everything you don’t say, too.

Body language is the universal language that people use to determine what you really mean, what you feel about yourself, how truthful you are being, and how competent you are. It is important to be aware of what kinds of signals you are giving off, especially when you are in an interview situation.

Here are a few things you should be aware of:

Practice Your Handshake

This is one of the first chances you will have to make a good impression on the interviewer. It is the accepted means of introducing yourself and the interviewer will use it as a way of determining your personality. It can start your interview off on a great note or it can signal the interviewer to look for other signals as to your suitability for the job. A weak handshake or sweaty palms are two of the warning signals that tell the interviewer that you are not confident in yourself. Remember to have a firm handshake – but don’t overdo it!

It’s In the Eyes

During an interview, eye contact can tell the interviewer many things. If you do not keep eye contact, the interviewer may think that you are being untruthful, that you are not really interested in the job, or that you do not believe in yourself. Do not stare at the interviewer to the point that it makes him or her feel awkward, but connect frequently. If you have more than one interviewer, make sure that you meet the eyes of each one periodically so that you do not make one feel more targeted than the other.

Smile and Mean It

A genuine smile is one of the most important types of body language that you can bring with you on an interview. Notice that I said genuine. When smiling is forced it just comes across as insincere and possibly even fearful. A genuine smile can tell the interviewer that you are happy to be there though. One of the best ways to have a genuine smile is to relax. If you are tense, your smile tends to come across as fake. And how do you relax? Be prepared, know your stuff, and practice.

Other Body Language to Watch For

Almost everyone has some kind of habit that they do when they are nervous. If I’m sitting and you see my foot bopping up and down – it is a sure signal that I’m nervous. What do you do? If you’re not sure, ask your friends. When you find out what that is, you’ll be more aware of it and more likely to stop yourself. Watch your hand gestures, too. If they are too big and bold it does not make a great impression.

Good Body Language

You can present a better impression of yourself by leaning forward slightly when listening to or speaking to the interviewer. It shows that you are interested and excited. Nod when appropriate. Sit up straight. Sit slightly forward in the chair. Cross your hands in your lap. And most of all – relax!

7 Steps to a Good Networking Plan

DanielleM — Sun, 19 Dec 2010 03:34:00 -0600

Networking is something that everyone should do, whether you have a job or are looking for a job. It is also something that you can do no matter what field you are in – including administrative professionals. The bottom line of business is that people do business with those they trust. The same applies to hiring – people tend to hire others that they feel they “know”. So, the thing you need to ask yourself is if you are developing relationships that build trust.

Networking is a win-win situation

When you network, make sure there is lots of give and take, but put the emphasis on the GIVE. Networking isn’t about selling. Instead, think of it as opportunities to share resources, information, and ideas. These sharing activities will help you establish trust.

7 Steps to a Good Networking Plan

Explore different groups. Most groups will allow you to come to a few events or meetings and this will give you a chance to see if you are a good fit. When you go to a group for the first time, ask people what they like about the group. Find out what the values and ethics of the group are. You will soon learn about the goals of the group, too, if you ask the right questions
Join one or two groups. Go to all of the meetings if you can because building relationships takes time. Get to know people and let others get to know you. Over time, you will be able to build trust in these new relationships.
Get involved. Volunteer to be on committees, to speak to the group about your area of expertise, or to help out. By being on teams you will have many opportunities to build connections and get to know people better. People will be more likely to seek you out so you will not need to work as hard to become visible.
Keep in touch. Remember that most groups only meet once a month and that can make it difficult to build real relationships. Ask for business cards or email addresses and drop them a line when you have something new and interesting to share or have something going on that you think would interest them. Send them invitations to other events.
Don’t be afraid to refer others. When you know of a job opening that you are not applying to but suits someone in your group, let them know. Introduce them to the person in charge of hiring if you can. Share information and others will start to share information with you.
Focus on Quality. If you are constantly sending emails with information that is not relevant to the people you are sending it to, they will eventually start deleting your emails without even opening them. Make sure that the information you are sharing has value. That means no group emails – only send the email to the people that will find value in it. That way you will develop valuable contacts and it is more important to have 5 good contacts than 50 contacts that have no clue who you are.
Be patient and keep working at it. Good networking habits takes time and building a good network takes patience. Don’t expect it to happen overnight. Enjoy yourself and focus on being useful to others. In time, you will have a great network of business acquaintances that can be invaluable in your future.

What is PIPEDA and Why Should You Care?

DanielleM — Thu, 16 Dec 2010 13:54:00 -0600

One of the things that administrative professionals is often responsible for is confidentiality. We are expected to keep client info private and not speak about projects that we work on. But privacy is an even bigger concern for businesses and as an admin assistant we need to be aware of how that affects our business.

PIPEDA is one of the biggest privacy laws around and it has to do with data privacy. If your company holds any data at all about clients or customers you need to be aware of this law and make sure you are doing everything according to its requirements. PIPEDA regulates how businesses are allowed to collect use and disclose personal information. This does not include name, title or business addresses.

PIPEDA is important for customers and businesses because it gives them the right to know the information that a business might collect about them. It also gives them the right to know what happens to that information – what is it used for and will it be access by anyone besides the business who has that information. Will it be given to other businesses? It also gives businesses and individuals the right to know who is responsible for maintaining the privacy of their information – what means do they use to make sure that it is not accidentally made public?

Sometimes it is not so obvious what information a company may be collecting from you so PIPEDA gives individuals and businesses the right to find out what information an organization has collected about them. It can be corrected if necessary. And if the information is handled incorrectly individuals have a right to complain about it.

Now – what does this have to do with being an administrative assistant you may ask? As the person who is often responsible for collecting info about clients and customers it is your responsibility to make sure that it is being handled properly. You must make sure that you have the consent of your clients and customers to collect information about them and you need to make sure you have their permission before allowing anyone else to have access to it. As well, you should remember that you must provide business services to people who choose not to share their info.

Finally, admins are often the ones that are responsible for putting together policy and procedure reports so you must make sure that there are clear policies on how your company will handle personal information. These policies must be made available to employees and to clients. They should outline exactly what information you may collect and exactly what you will do with it. You must also make sure that there is someone to contact if clients have questions or concerns or want to correct information.

PIPEDA is serious business. If you want to find out more download this privacy guide.

The Admin Professional

How to Inspire Others

Practice What You Preach

Be Consistent

Be Positive

Be a Good Listener

3 Magazines Admin Professionals Should Read

Office Pro

The Admin Advantage

PA Enterprise

4 Quotes to Live and Work By

How to Stay Out of Office Arguments

Don’t Take it Personally

Ask Them To Take the Conversation Elsewhere

Suggest Mediation

Weekend Reading #1

More Effective PowerPoint Presentations

4 Tips for Getting That Promotion

Body Language and the Interview

7 Steps to a Good Networking Plan

Networking is a win-win situation

7 Steps to a Good Networking Plan

What is PIPEDA and Why Should You Care?