Office Dynamics

Translating Admin Experience to Recruiters

Guest Blogger — Mon, 06 May 2013 22:53:00 GMT

If you plan to apply for a new job in the near future, you must know how to explain your administrative experience in a way that convinces recruiters to interview you and make competitive job offers. Whether you are applying for an executive assistant position or hope to use your administrative experience to move into another type of career, you must be able to show recruiters that your experience gives you a solid foundation for any job. Use these tips for translating your administrative experience into information recruiters can use to assess your skills.

Working as an administrative assistant gives you many opportunities to develop skills that are useful in every industry. Mary Nestor-Harper says that you can leverage these skills to advance your career, as working as an administrative assistant gives you great exposure to people at all levels of an organization. This administrative experience gives you an opportunity to develop excellent written and verbal communication skills. When speaking with recruiters, explain how the communication skills you gained as an administrative assistant will help you add value to the organization if you are hired for a new position. If you have experience preparing financial reports, for example, this information would be valuable for a recruiter trying to fill a position in an accounting or payroll department.

As an administrative assistant, you likely had to use word processing or spreadsheet programs to perform your job duties. Some administrative assistants also use presentation development software and basic database programs. These skills are valuable for almost any job, so make sure the recruiter knows about your administrative experience with technology. Instead of glossing over your experience, make sure the recruiter knows how frequently, and in what capacity, you used each type of technology. If you led any technology-related projects in your administrative position, tell recruiters about them so they know you have leadership skills that could apply to other types of jobs.

If you are interviewing for an executive assistant position or another job where people skills are important, you must be able to convince recruiters that you can work effectively with people from all departments. Ralph Coker, a columnist for the Corpus Christi Caller-Times, says that someone with poor people skills would not be a good candidate for a job that requires constant collaboration. If you are applying for a job that requires teamwork, give the recruiter specific examples that demonstrate your ability to resolve conflict or organize team projects. Providing examples from your administrative experience gives you extra credibility with recruiters.

Your administrative experience gives you several skills that translate well into any career. The key to landing a new job is being able to explain this administrative experience in a way that recruiters understand. Always use specific examples from your past jobs so that staffing professionals know how your skills might benefit their companies.

Nancy Anderson is the communities and article Editor for Beyond.com. Nancy has 10 years experience in the online job search business with Beyond. Nancy's team produces dozens of articles every month for top internet sites. Follow Nancy and the Beyond team on https://twitter.com/BeyondJobs.

Image courtesy of [image creator name] / FreeDigitalPhotos.net

How important is a college degree for an established admin?

Guest Blogger — Fri, 03 May 2013 02:06:00 GMT

Question of the month from our friends at Business Management Daily.

How important do you think a college degree is for an established administrative professional?

Original Post:

by MARY ELLEN SLAYTER on APRIL 17, 2013 4:41PM
in ADMIN PRO FORUM

Question: “I’ve been an admin for about a year, and am thinking about finishing my college degree studies at night. Since I really enjoy this field, I’m wondering if I’m better off just working hard and getting better at it rather than spending my nights for two years getting a degree mostly for the sake of having one. How much job experience do you think it will take to look as good on a résumé as a diploma would?” – Jane, Support Team Leader

This information is proudly provided by Business Management Daily.com:

http://www.businessmanagementdaily.com/35302/how-important-is-a-college-degree-for-an-established-admin

Giving Credit Where It's Due

Guest Blogger — Thu, 18 Apr 2013 00:01:00 GMT

Survey: Nearly All Executives Say Their Assistant Plays Important Role in Their Success

MENLO PARK, Calif., April 17, 2013 - - For many executives, one key to their success is no secret: It's their administrative assistant, a new OfficeTeam survey confirms. Nearly all (94 percent) of senior managers interviewed said their administrative professional is important to their success at work. Among those supervisors, more than 4 in 10 (44 percent) reported their assistant's contributions are very important. The vast majority of respondents (91 percent) also felt support staff should be recognized on Administrative Professionals Day (April 24), a 25-point jump from a similar survey conducted in 2005.

The survey was developed by OfficeTeam, a leading staffing service specializing in the placement of highly skilled administrative professionals. It was conducted by an independent research firm and is based on telephone interviews with more than 1,000 senior managers at companies with 20 or more employees.

Managers who have administrative assistants were asked, "How important is your administrative assistant's role to your success?" Their responses*:

Very important 44%
Somewhat important 50%
Not very important 5%
Very unimportant 1%
100%

*Respondents to this question included 947 senior managers who have an administrative assistant.

Managers were asked, "How important do you think it is to an administrative professional to be recognized on Administrative Professionals Day?" Their responses:

Very important 39%
Somewhat important 52%
Not very important 4%
Not at all important 4%
99%*

*Responses do not total 100 percent due to rounding.

"Managers are busier than ever and rely increasingly on their assistants to help address business needs," said OfficeTeam executive director Robert Hosking. "Although it's important to recognize the efforts of all employees throughout the year, Administrative Professionals Day provides a unique opportunity to give thanks to a group whose daily contributions often occur behind the scenes."

OfficeTeam offers five ideas for recognizing employees during Administrative Professionals Week (April 21-27) and beyond:

Acknowledge outstanding team members at a staff meeting so the feedback is public.
Hand-write a thank-you note acknowledging someone's great work.
Offer gift cards for coffee or the movies to employees who go above and beyond on a project.
Feature stand-out staff in the company newsletter.
Encourage employees to become active in professional associations and reimburse them for membership dues.

For additional ways to show appreciation to administrative professionals and other employees, download 30 Creative Ideas for Boosting Morale and Retention, a complimentary tip sheet available at www.officeteam.com/RecognitionIdeas. OfficeTeam's light-hearted "Recognition Gone Wrong" video series showcases examples of what not to do when acknowledging the achievements of colleagues. The videos can be viewed at www.officeteam.com/recognition.

In celebration of Administrative Professionals Week, OfficeTeam is offering a free webinar, "Using Intuition to Advance Your Career," on Tuesday, April 23 at 11 a.m. PDT. It will provide advice on how workers can use observation, analysis and similar abilities to help get ahead. Individuals can register for the event at www.brighttalk.com/webcast/8949/67763.

About OfficeTeam
OfficeTeam is the nation's leading staffing service specializing in the temporary placement of highly skilled office and administrative support professionals. The company has more than 315 locations worldwide and offers online job search services at www.officeteam.com. Follow OfficeTeam at twitter.com/officeteam, and gain insights into the latest administrative hiring and salary trends at www.officeteam.com/salarycenter.

Sitting All Day? How to Stay Healthy

Guest Blogger — Fri, 15 Mar 2013 20:47:00 GMT

Admin and clerical employees usually do their work in the comfort of an office chair. The problem with this is that over time that chair gets quite a bit less comfortable. Sitting too long during your day can lead to all sorts of health problems. Weight gain, back pain and countless other ailments can be traced back to chronic inactivity of the sort most office workers know all too well. All is not necessarily lost, however, as there are many ways to avoid office-related health problems and keep yourself fit and healthy.

The first area where most office workers can act to improve their health is also in many ways the easiest. Keeping to a healthy diet is a good idea for everyone, but it takes on a special importance for people whose jobs restrict their physical activity to a bare minimum. It stands to reason that if your day is spent conserving energy in a chair, it will be far more difficult to use up that surplus of energy you get from high-calorie foods. Try cutting back your intake of energy-rich meat to a single serving per day and fill that empty spot in your stomach with lower-calorie vegetables, especially salads. This will reduce the energy available from food that your body turns into fat if you aren't active.

Another good way to keep off weight is to step up your physical activity whenever possible. Sadly, it isn't always feasible to get yourself a full-service gym membership, but there are plenty of things you can do to increase your output, even during a workday. You might start by looking for any opportunity to get up out of your chair. Volunteer to run others' papers across the office for them, take the stairs whenever you can and try making two trips instead of one for supplies and other errands. The idea is to gradually introduce physical inefficiency into your routine, making your body work harder and filling the gap left by barely moving for the rest of the day.

It isn't all diet and exercise, of course. Of a somewhat more immediate and pressing concern in the office is to avoid injury. Acute injuries are often the result of safety hazards around the workplace, and most employers already have some kind of policy put in place to minimize the risks workers face. Chronic injuries usually develop over time and can be avoided very often by working closely with your office management to develop an injury-prevention program that begins with ergonomically correct equipment and ends with training on how to avoid workplace-related injuries such as back strain and carpal tunnel syndrome.

Keeping healthy isn't easy when your day job calls for physical inactivity for 40 hours per week. The good news is that by taking basic precautions to prevent injury in the office, combined with a careful regimen of diet and exercise, you can successfully fight back against the slings and arrows an admin or clerical job can inflict on your physique so as to live a longer, healthier life.

What Do You Hate About Your Boss?

Guest Blogger — Thu, 21 Feb 2013 03:47:00 GMT

Guest Blog by Nancy Anderson, Beyond.com

There's a reason that movies like Horrible Bosses and the classic film Office Space strike such a chord with workers everywhere. At some point in most people's lives, they'll come across a boss that they at best don't like and at worst truly despise. You may be in that situation now. If so, you know that having a boss that you hate is truly one of the easiest ways to increase your stress level and decrease your overall quality of life. Listed below are a few of the things that you may hate about your boss and what you can do about it.

There are probably few things more frustrating than a disorganized boss. This is the one who never has receipts but expects you to have expenses tallied and input for reimbursement. This may also be the one who turns to you the minute before a major presentation and asks you for files you've never heard of before. With this type of boss, you'll need to go through your own massive reorganization. Make sure that you keep a detailed schedule that keeps both you and your boss on track. If you have the access, input important files and meetings directly into your boss's smartphone or tablet, complete with reminders. Sync that information with your own computer and mobile devices so that you are always aware of what's coming up. Once you set up a system that you control, everything should begin to run seamlessly.

Another extremely annoying type of boss is the dishonest one. This is the boss who swears you were told to do something when you clearly weren't. The first few times, you may think your boss merely forgot that it wasn't mentioned, but after awhile, a pattern emerges and you realize there is something more insidious afoot. This type of boss can be quite dangerous and most likely wouldn't hesitate to throw you under a bus at a moment's notice. In this case, you'll want to follow up after every meeting that you have with your boss with an email detailing exactly what you understand your boss expects of you. You can say that you need to list everything out to make sure that you're clear on your responsibilities before you start attacking the list. You can even ask your boss to edit the list in case of errors. That way, everything you need to do is in writing and has your boss's written confirmation.

Another boss personality type that can fill a worker with rage is the one who takes credit for absolutely everything, even the work you've done. Even though it's galling to watch someone else take credit for a report you spent the entire night working on, the good news is that it's been well received. This means that you know exactly what you're doing, and that bodes well for your future job prospects. You may be in an administrative or clerical position now, but the fact that your boss wants to take credit for your work means that you are destined for bigger things. Keep a detailed record of everything you do; you'll need it when you're interviewing for your big break.

Bad bosses are sometimes a fact of life. How you respond to them will determine your career path. You are not defined by what your boss does to you but by how you respond to it.

Nancy Anderson is the communities and article Editor for Beyond.com. Nancy has 10 years experience in the online job search business with Beyond. Nancy's team produces dozens of articles every month for top internet sites. Follow Nancy and the Beyond team on https://twitter.com/Beyond_com.

How to Succeed in Business: Trying is Not Optional

Guest Blogger — Wed, 20 Feb 2013 03:42:00 GMT

I recently saw an advertisement for an event at a local college called "How to Succeed in Business Without Really Trying." I was appalled you can't succeed in business without trying, I thought. Outraged at the idea of someone selling snake oil solutions to people looking for ways to improve their careers, I did some research. Turns out it's a play. A musical, actually. But it got me thinking. What's the number one thing that every worker can do to get ahead in business? What really gets you ahead? Networking.

I could espouse the merits of networking until I'm blue in the face, but let's face it you don't want theories you want proof. I might be a little bit late to the party on this, but I was catching up on business news and started reading up on the next CEO of Ernst Young, Mark Weinberger. The chief executive-elect, as he's officially called, has a solid educational background and a an impressive resume. A February article in the Washington Post tells Weinberger's story in his own words. Since his first "real" job at Ernst Young, he's worked for a Senator, co-founded a successful lobbying firm, returned to EY, served as Assistant Secretary of the Treasury and returned, yet again, to Ernst Young.

Networking has grown to be a buzz word. What Weinberger has done so well through his career is to build relationships. During his time working for Sen. John Danforth, R-Mo., he had a "thirst for knowledge and would talk with many members of Congress." More than just handing out business cards, shaking hands and kissing babies, he was creating relationships and positive impressions.

His lobbying firm grew and eventually sold to Ernst and Young. He also returned to EY. Weinberger clearly hasn't burned bridges along the way. Neither is he showy. He's no Donald Trump, shouting for all the world to hear how fantastic he is. I haven't met Weinberger and I don't have any insider information about him but he seems to be every bit the journeyman responsible and steady with the kind of reputation everyone wants, but few people seem to develop widely.

The problem, as I see it, is the steady and responsible types rarely self-promote. They are often reluctant to boast and spend more time on work than marketing their potential. How can the meek inherit the earth, so to speak, if they don't let anyone know they are ready, available and willing?

Mark Weinberger should teach a course about quality networking and building relationships. Asking thoughtful questions of colleagues and business acquaintances sends the message that you're serious about being the best at what you do. A pleasant attitude and genuine greeting can be tremendously memorable, especially in these impersonal days of internet-only social interaction. You don't have to totally eschew social networking platforms like LinkedIn, Twitter and Facebook but you should make a concentrated effort to maximize real-world interactions. Attend networking events, get involved in local business organizations and get in front of people beyond those you work with day in and day out. Without a solid network, you may never hear about the career opportunity of a lifetime.

Austin Gregory

Austin writes travel, business and financial articles from his home in Detroit.

What do you tweet when your company’s a tough sell? Discussion

Guest Blogger — Fri, 08 Feb 2013 02:35:00 GMT

What do you tweet?

by MARY ELLEN SLAYTER on JANUARY 31, 2013 8:00AM
in ADMIN PRO FORUM

Question: "Help! My company, which sells insurance for small businesses, wants to establish a Twitter feed, and I’m going to be in charge of it. It’s a nice opportunity, but what sorts of messages can I put out there that will generate any attention when what we do isn’t exactly fascinating to most people?” – Ellen, Assistant Office Manager

This information is proudly provided by Business Management Daily.com:http://www.businessmanagementdaily.com/34461/what-do-you-tweet-when-your-companys-a-tough-sell

Let's discuss! Please share your thoughts here in the comments section below or head over to Business Management Daily to share your replies and see what others have suggested.

BYOD Improves Customer Service Workflow

Guest Blogger — Tue, 05 Feb 2013 01:21:00 GMT

Imagine being able to assist customers from the comfort of your own home, or even better, imagine being able to reach a customer service representative without having to be put on hold. These two concepts have the potential to become a reality with the latest trend in customer service, BYOD or "bring your own device." BYOD is a trend that supports employees with policies of use their own mobile and laptop devices in the workplace or at home in order to complete company related projects.

Sheelagh Connelly of ThinkCustomerBlog.com says IT managers are beginning to work with the idea; based on a recent survey, Connelly found 80 percent of the managers believe BYOD will give their customer service staff the competitive advantage and 64 percent said they believe adopting BYOD will make their employees more productive.

Many, like Rob Pepper of GetVoip.com, are still dubious about how productive employees will be with the distractions that can occur when an employee is working on their own device. This is a problem that plagues office workers regardless of whether employees are using their own devices or company owned laptops and mobile devices. BYOD could be the one of the customer service solutions the world of communication and customer service have been waiting for.

Keeping it Together

Implementing BYOD in the workspace allows customer service reps to keep all of their data and customer information in one place and allows them to access this information all of the time; whether it's from their mobile device, laptop, company owned computer or tablet. Having access from all of these devices can increase the reps chances of better serving their customers needs because it optimizes application performance and reduces risk when evolving your infrastructure.

Seamless Workflow

If a customer service rep is off-site, they can still respond to a customer's query by email and then follow up with a phone call if necessary. Workflow can be seamless on and off-site when reps can take work on their own devices.

Increase in Productivity

BYOD can allow customer service reps to work from home or on the road and that means an increased amount of productivity for employees. It can also simplify IT operations, thereby increasing productivity.

Decrease in Overhead

For companies that can't afford to have their customer service reps come in to work in an office, or for companies that don't have the extra overhead available to purchase computers for all reps, BYOD is perfect. Customers will have an increased chance of reaching a rep, if there are more available to be reached, but employers don't have to request that reps come into an office to support customers; the rep can work from home and be more comfortable. Alexandra Cain, of SMH.com says working from home can increase an employee's focus and therefore increase their motivation.

Jessica Savage

A bank manager and freelance writer for tech sites, Jessica is a strong supporter of BYOD and cloud computing technology. She shares her insights on the future of tech in finance.

Distractions at Work & How to Manage Them

Guest Blogger — Wed, 16 Jan 2013 00:08:00 GMT

Guest Blog submitted by Sara Bowman.

From social media to chatty co-workers, it's easy to get distracted at work. Learning to manage these time wasters can not only increase your productivity but improve your overall workday. With eight hours in the average workday, here are some common distractions and ways to eliminate them:

Strong Smells

Whether it sparks hunger pangs or leaves you feeling nauseous, it can be distracting whenever someone takes a smelly snack break at their desk. Odors have the ability to make us lose focus and even decide to take an unplanned break because we all of a sudden feel hungry, too. To avoid this distraction, consider talking to your co-workers about certain smells that distract you. If needed, inform your HR manager about the problem. He or she may enact a break-room-only eating policy. Or, pay attention to your co-workers' snack patterns and plan your regular breaks during that time. Keeping snacks at your desk or lighting a candle may help mask unwanted odors.

Germs

Constantly coughing co-workers who come to work sick can send you straight to the web to fill out online job applications. No one likes to be in a sick working environment, and not only because illnesses can easily spread — a sick co-worker can be distracting. To thwart this problem, encourage your neighbor to go home and get some rest. Offer to help with projects or cover their phone for the day. Make sure to keep disinfecting wipes nearby, regularly use hand sanitizers and stock up on vitamins or immune system boosters.

Loud Co-workers

Sitting next to loud colleagues who don't use his or her inside voice may be costing you serious time. If noise-canceling headphones won't do the trick, try nicely asking your co-worker to keep it down. Through email or in-person, inform your co-worker that you're easily distracted by loud music and/or talking, and ask them if they have any suggestions on how to overcome this problem. Recognize that it may be a losing battle, but not always — in some cases the culprit may not have even known he or she was being the loud one.

To shush co-workers who use their computer speakers to listen to music, leave a brand new pair of headphones on their desk. If you don't think they'll grasp the subtleties of the message, leave a (signed or unsigned) note. You'll be out $5, but the quiet will be well worth it.

Minor Messes

Make a point to clear your desk before you leave work everyday or before you start every morning. Take inventory of what occupies space and determine if those desktop fountains, large posters or knick- knacks make you lose or keep your focus. If it's your co-workers' mess that bothers you, offer to help them tackle a project because you've noticed they're swamped.

Surfing the Internet

Probably the biggest time waster of all, the Internet is a temptation that can keep office employees distracted all day. Regulate your surfing time to certain allotted time frames throughout the day, such as during breaks or lunchtime. When browsing for work-related content, don't let yourself get sidetracked by social media or informational articles. If you come across something interesting, bookmark it for later. StayFocused, a Chrome app, can help you increase productivity by limiting the time you are allowed to spend on certain websites during work hours. Once your allotted time has been used up, the sites you've chosen to monitor will be inaccessible for the rest of the day.

Email, Phone & IM Notifications

If email pop-ups have you constantly switching gears to answer a question or respond to junk mail, easily end the problem. Set your notifications to appear only once or twice a day or close the program when you aren't using it. Turn on an auto-reply message to let people know your probable response time and how they can reach you for urgent matters.

Sara Bowman Sara is a Jill of all trades who started out in medical administration, shifted to retail management, teaches power yoga and writes for several online and print publications.

Are Administrative Assistants Being Phased Out?

Guest Blogger — Fri, 11 Jan 2013 01:55:00 GMT

As you look through lists of clerical and administrative positions during your job search, you may find yourself wondering if administrative assistants are being phased out in the workplace. This may be a valid concern; after all, much of the work done by administrative assistants in the past can now be accomplished by office automation equipment or advances in technology software. Despite that, more work for administrative professionals can be found in an office setting than you might assume. The United States Bureau of Labor Statistics estimates that the number of administrative assistants in the workplace will actually rise by 12 percent before 2020.

Executives rely heavily upon their administrative support staff to perform common work functions, such as appointment setting, phone answering, and event planning. Although smartphone apps and computer programs exist to help make some of those tasks easier, the senior employee is likely too busy to attend to them. This work may comprise much of what you may do as an administrative assistant for many different organizations.

Depending on the level of the supervisor you work for in an administrative support role, you may find yourself as that person's right hand. Whereas they may get information from the internet or trade publications, they'll probably still rely on you, their administrative assistant, to find relevant data, collect it into an easy-to-digest format, and distribute it to other interested parties.

If you want to ensure that your future as an administrative assistant is viable, you can take a few very important steps. First, if you are already in an administrative position, work with your employer to find ways to work on different projects. This broadens your work experience and makes you more valuable to both your current employer and any future companies you work with. Ensure you do not let any of your current duties suffer when you take on new roles.

Second, look for ways to stay current on skills necessary to you as an administrative professional. When technology changes, so will your duties. Many software platforms offer free or low-cost classes through the internet. If you are currently employed, your employer may be willing to pay for these classes to keep your skills up-to-date. Additionally, read articles and publications relevant to your industry, to keep your knowledge fresh, and take advantage of free or low-cost training or seminars in your area.

Third, get involved in professional organizations or online groups to network and learn. By connecting with other administrative assistants, you can increase your knowledge, enhance your skills, and learn about opportunities that may be open at other organizations. Discussing trends, issues, and expectations with others in the same role can make you a stronger current and prospective employee. Group involvement can also allow you to take advantage of online or in-person seminars.

Administrative assistants are often the backbone of an organization. When you work to broaden your knowledge, involvement, and skills, you are also working to ensure your future job prospects.

Beyond.com is the premier Career Network focused on helping people grow and succeed professionally.

What are the admin’s ironclad rules?

Guest Blogger — Fri, 04 Jan 2013 00:52:00 GMT

What are the admin’s ironclad rules to live by?

by MARY ELLEN SLAYTER on DECEMBER 26, 2012 8:31PM
in ADMIN PRO FORUM

Question: "For the company policy guide, our team is submitting a set of three rules—just three—that administrative assistants should keep in mind as they go about their work in order to be the best they can be. Does anyone have any good ones that we should make sure to include?” – Toby, Receptionist

This information is proudly provided by Business ManagementDaily.com:

http://www.businessmanagementdaily.com/34175/what-are-the-admins-ironclad-rules-to-live-by

Photo credit: iStockPhoto.com

CAREER Pillar What does success look like to you?

Guest Blogger — Wed, 05 Dec 2012 01:28:00 GMT

Brian leads us this week in a Career Pillar during our daily huddle. We enjoyed discussing what success really is and we want to know in the comments section below, do you have it?

Thanks for stopping in and giving this a listen.

Employees Acting Out? Put Away the Bandages and Create a Safe Workplace

Guest Blogger — Thu, 15 Nov 2012 13:45:00 GMT

If you've ever wished that you were the boss because you think it's so easy to sit in a comfy reclining chair in your own office, playing Angry Birds while telling everyone what to do and just raking in the money, think again. Employers have to pay special attention to regulations, reports and more importantly, they are responsible for the health and well-being of all of their employees. That means if any harm should come to you while you are on the job, they are likely to be responsible.

Regardless of the size or how many employees are working for a company, it must comply to the safety regulations that have been outlined by the Occupational Safety and Health Administration (OSHA), which is the branch of the government that deals with enforcing health and safety laws within the workplace.

Sevenson Environmental

In the case of a Sevenson Environmental lawsuit, which was settled last year, the land and water remediation company was faced with charges of endangering the captain of a truckable tugboat. The Tennessee captain was assigned to work on a fly ash recovery and removal project when he checked on the tugboat's engine and realized the ladder for descending to the lower level was compromised by Sevenson. The captain of the tugboat slipped on the treadless ladder that had hydraulic oil on the steps. He fell down the ladder, hitting his head, arm, back and hip on the way down. The accident rendered him disabled and the plaintiff won under terms of the Jones Act, which states that an employer must provide a vessel that is reasonably safe.

According to a spokesperson from Sevenson Environmental, the captain was awarded a reasonable compensation and that Sevenson has a goal of on having zero-incidents for every project that they organize. Their OSHA compliant program is comprised of:

Medical monitoring of employees who are involved in waste remediation.
In-house training that is designed to meet OSHA requirements.
Defined responsibilities for onsite safety personnel
Site Specific health and safety plans
Jobsite audits to comply with associated rules and regulations.

Cal-OSHA

Recently, a lawsuit, Bautista vs. Cal-OSHA, was brought against the California division of OSHA for failing to enforce regulations protecting outdoor workers in California. The plaintiffs of the case were farm workers and family members of farm workers who had died as a result of the poor working conditions they experienced. The main plaintiff of the lawsuit, Margarita Alvarez Bautista, filed the suit on behalf of her mother, who died four years ago while picking grapes. Since 2005, Cal-OSHA has failed to enforce the regulation that workers must be provided shade, water and rest, and as a result, 28 farm workers died from heat-related illness.

Since the recent case being brought to light, Cal-OSHA is investigating more cases of heat-related regulations in workplaces and attempting to enforce these regulations to protect outdoor workers.

Fukushima

A former employee of a Fukushima nuclear power plant, known as Shinichi, filed a lawsuit against TEPCO, claiming that the company did not adhere to regulations when directing employees to enter potentially harmful, radioactive work areas, without proper protection. The man alleges that TEPCO sent workers into an area that was flooded with radioactive water and did so knowing of the dangerous consequences. Shinichi filed a claim with the Japanese labor office to seek higher safety standards.

Martin Valdez A vegan environmentalist who loves crossword puzzles and Tetris, Martin would like to one day create a video game that is both entertaining and educational about how to protect our planet.

Host a Legendary New Year's Eve Party

Guest Blogger — Tue, 30 Oct 2012 08:12:00 GMT

The holiday season is rapidly approaching and it's time to start planning. Once you've taken care of Halloween costumes, settled on Thanksgiving plans, ordered your photo holiday cards and started your Christmas shopping list, it's easy to forget about New Year's Eve. Don't let this year be a dud! Host your best party ever by starting with a theme.

Themes can be simple and subtle or pervasive and over the top — either way it's a great way to help inform your decision making every step of the way. Here are some of the best themes we've come up with to say farewell to 2012.

It's the End of the World

Remember how the Mayan calendar scheduled the world to end in 2012? Use it for your inspiration and remember: YOLO (you only live once)! You can take this in many directions — corny Michael Bay astronaut style, Mayan-themed mayhem, 90s R.E.M. inspired grunge or find your own interpretation. Expect this party to get a little wild if you really embrace the carpe diem philosophy.

Sartorial Send-Off

A common New Year's resolution is giving something up, usually a food or bad habit. Celebrate the terrible fashion choices of the previous year by encouraging guests to wear something they swear to never wear again. Give that terrible trendy sweater one last hurrah and get a good chuckle out of the silly things your friends and family have consigned to the waste bin. It's like an ugly Christmas sweater party, but more inclusive.

Back to the Future

Why? Why not?! Any excuse to wear a quilted vest and Nike high tops works for us. Re-label all soft drinks with Pepsi Free labels, put out a "Welcome Home Uncle Joey" cake and encourage attendees to dress in character. If there will be any chance of dancing at the party, you'll need to decorate a section to look like the Enchantment Under the Sea dance.

Masquerade

If you're looking for a fancy-dress party, a masquerade is the way to go. You can encourage guests to dress as a character or to simply add a mask to formal attire. Midnight is a natural time for attendees to unmask and reveal their true selves. Masquerade is a pretty vague term so use the invitation to help inform guests of what they should wear and what they can expect.

Vice Party

2013, like every year before it, will start with quitting vices, bad habits and unhealthy foods. Give your guests one last chance to indulge in sinfully good chocolate desserts, fantastic mixed drinks and all sorts of other goodies. You can also use this theme as a basis for a potluck or "dish to pass" and ask guests to bring their favorite food or drink that they'll be giving up when the clock strikes twelve. Be sure to let guests know what the dress code is: casual, sinfully sexy or somewhere in between!

Authored by:

Nicole Young Nicole is a blogger and Pinterest fanatic who loves anything that has to do with home decor and design. She drives her family nuts by rearranging the furniture every couple months.

Creating a Win/Win for Admin and Executive

Guest Blogger — Fri, 17 Aug 2012 06:09:00 GMT

Win/Win a guest blog by Pamela J. Baird

How? That's the question. What steps would we like our leadership team to take in creating stronger partnerships with their administrative partners? How can our organization simultaneously elevate performance, increase job satisfaction, and develop this integral portion of employees? Where do we begin? There is no formula. This is mostly based on feelings and you know how difficult that can be to understand.

I've had many assistants share with me the challenges they face on a daily basis and how their managers endeavor to make them more effective in their department. Administrative professionals are not miserable at work, but they don't feel as enthusiastic as they once did. They would like some nourishing. In their professional direction.

Have you seen the Hierarchy of Career Needs? Great read by the way...

Spiritual Needs: Purpose, Participation, Passion, Power and Principles

Mental Needs: Challenge, Engagement, Enjoyment, and Stimulation

Physical Needs: Income, Security, Stability, Comfort, and Safety

Social Needs: Relationships, Sense of belonging, Respect, and Personal Interaction

Many of the administrative partner responses are fascinating and I'm using them as a roadmap to an acronym I came across. "ELEVATE."

E - ENGAGE

All employees, including administrative assistants excel most when they feel enthusiastic about their work and deeply involved in (and committed to) the success of the business. Engage your admins by providing ample development opportunities; facilitating two-way communication between administrative professionals and management; and helping administratve partners understand the priorities of the business and how their role contributes to the bottom line.

L - LEVERAGE

Few administrative teams are properly leveraged. This doesn't mean they are not busy; they simply are not contributing to the fullest extent possible. Your administrative peers have talents and interests that go beyond the typical day-to-day tasks assigned.

Leverage your administrative team's capabilities by offering a greater variety of challenging tasks that allow them to utilize and expand their unique skill set. You and your department will benefit from the added productivity, and the administrative partner will experience increased motivation and job satisfaction.

E - EMPOWER

Administrative partners are sometimes stifled by micromanagement and lack of authority. Empower your administrative professional to make decisions and take action based on their own sound judgement. Give them access to the necessary resources and hold them accountable for the consequences. Doing so will give your administrative partner a greater level of confidence, a better understanding of business, a deeper investment in the outcome, and a greater sense of purpose within the organization.

V - VALUE

Everyone wants to feel valued and valuable and administrative professionals are no different. Administrative partners will rise to meet the expectations placed on them. The more you think of them, and treat them, as valuable team members, the more they will act as valued member of your team.

Show that you value your partner by offering sincere public and private praise, acknowledging their victories, and using respectful language when discussing their contributions.

A - ARTICULATE

Don't force your administrative partner to play detective. When you offer clear, accurate and timely communication, administrative professionals know exactly what is expected of them. They are able to work faster, make fewer mistakes and better utilize their skills to meet the demands of the job. Ultimately, they are positioned for success and better equipped to support you.

T - TRAIN

While business leaders enjoy large budgets for training and development, administrative partners often get little to no support in this regard. Invest in your administrative professional and watch them flourish.

With regular training and education your administrative partner will hone their skills and network. This allows them to take on more responsibility, complete tasks more efficiently, and require less supervision. Perhaps the more important picture, they will feel valued. Their commitment to your organization will strengthen as they feel the company's commitment to them.

E - ENRICH

Help make a more enriching experience for your administrative partner by giving them the space to grow personally and professionally. Support volunteer efforts, encourage a healthy lifestyle, and allow for sustainable work-life balance. As human beings, we all want to feel that our work supports our bigger life goals.

Administrative partners, like all employees, perform best when they feel rewarded on a level deeper than a paycheck. Implementing these seven simple steps will help you lift your administrative partners - and your business - new heights.

Pamela J. Baird, Guest Blogger

Credentials: Pamela has a degree in Computer Science from Michigan State. Her prior employment was General Motors Corporation for 16 years in product design/development in Detroit and Pontiac, Michigan. Pamela has been at Intel since March, 2005. She was previously at Intel from 1995 through 2001. Pamela has been a Sr. Admin Assistant for Carlene Ellis, VP, Education, and is presently supporting Rosalind Hudnell in Corporate Diversity. Pamela would tell you her positions have been very exciting

What she loves about her work: I really enjoy seeing the new faces at Intel. It’s very important that people feel connected to Intel Corporation as well as the community they will reside in. The new employees all have such fresh outlooks and are so eager to be here. It should be a top priority to Intel to make them welcome and valued. We want the best from our new employees, and we should give them our best foot forward. I get a sense of Intel’s future as I listen to their ideas, feedback, and questions. It is a privilege to meet them first! I must also say that I have had excellent supportive managers who encourage me to instruct these classes. Both Carlene Ellis and Rosalind Hudnell can see the value added to Intel and my personal growth.

What she loves to do for fun: In my spare time, I take off to the Atlantic Ocean. I am a “cruise ship fanatic”. Ask me about any Caribbean island…I’ve been there.

Family: Four children! Owen, 39, Ebony, 37, Deborah 33, and Synnamon 20. Of course, I cannot leave out my dachshunds, Linus and Roxie.

When the sick day really isn't one, how do you explain it?

Guest Blogger — Fri, 10 Aug 2012 06:56:00 GMT

I noticed this question was a hot topic and I certainly had an opinion on it. I am looking forward to hearing your thoughts on this one as well.

From our friends at Business Management Daily.

When the sick day really isn't one.

Question: “Like many companies, mine differentiates between sick time and personal time. Sometimes, I wake up in the morning and just feel like spending the day at home or running errands, but because we’re supposed to schedule personal time in advance, I’m stuck with having to invent an illness or some emergency. How can I just take a spur-of-the-moment ‘well’ day without having to lie and feel ridiculous?” – Marla, Bel Air, Md.

This information is proudly provided by Business Management Daily.com:http://www.businessmanagementdaily.com/32361/when-the-sick-day-really-isnt-one-how-do-you-explain-it

What's the best way to deal with username and password avalanche?

Guest Blogger — Fri, 27 Jul 2012 06:29:00 GMT

What’s the best way to deal with the username and password avalanche?

by MARY ELLEN SLAYTER on JULY 5, 2012 8:14AM
in ADMIN PRO FORUM
Question: “Between all my different computer applications at work and at home, I’m absolutely drowning in usernames and passwords—many of which require updating every couple of months. Has anyone finally thought of an easy, secure way to wrangle all of these things?” – Eve, Customer Service Associate

This information is proudly provided by Business Management Daily.com: http://www.businessmanagementdaily.com/32082/whats-the-best-way-to-deal-with-the-username-and-password-avalanche

10 E-mail Etiquette Pet Peeves and How to Handle Them

Guest Blogger — Thu, 28 Jun 2012 06:31:00 GMT

From guest blogger, Pamela Baird, Intel.

Additional Rules to Remember as You Write or Respond to Online Messages

So how many times have you read or written an email today?

According to a 2011 study by IBM Research, more than 2.8 million emails are sent or read each day. People also spend more than three hours per day reading or writing those messages. That’s a lot of work – meaning what you see or do had better be worthwhile. Problem is, quality and quantity aren’t always on the same page.

Some time ago, we asked readers for a list of their pet peeves with emails. The results led to our first “Email etiquette” story. It also resulted in even more suggestions on how to improve online communication. Here’s another sampling of readers’ complaints – and how you can prevent or rectify matters.

Top 10 Email Pet Peeves

1. Pet peeve: The disorganized email

“Nothing wastes more of my time than an email that rambles on about everything, or looks like a page out of ‘War and Peace’.”

Quick fix: Make messages easier to read by using bullets and short, one- or two-sentence paragraphs that focus on your main points. If you need to go more than three deep with your bullets, you’re probably too detailed for an email.

Bonus fix: Try to stick to one thought per sentence. Even better, keep to one topic per email. Add spaces between paragraphs to make them easier to read.

The “oops” factor: If you need more than two paragraphs to cover your topic, you’re better off using the phone, or attaching a Word* file.

2. Pet peeve: Unclear use of the “Action Required (AR)” subject line

“I hate it when an email has several people in the To: line with a request for information or action in the body, but no clear assignation of the action to a particular individual. Who’s supposed to do what?”

Quick fix: Include the name of the person who owns the action in the body of the email, or break out owners if more than one action is required.

Bonus fix: Using a separate field indicator (“Flag for Follow-up”) is better than pre-fixing subjects with “AR”. Too many emails with an “AR” prefix will require too much effort to distinguish the actual subject.

3. Pet peeve: Fancy signatures

“I’ll get emails where it looks like there are multiple attachments, but most of them turn out to be parts of the person’s signature, and not something I needed to waste time looking at.”

Quick fix: This problem typically results from when people embed images in their signature. These look like attachments to Outlook*, which makes them look like there's something else to read. Send emails as plain text, not HTML (under Format Text tab > Format section) to prevent this situation.

Bonus fix: Outlook 2007 users can fix this problem on an individually received email-by-email basis by clicking on the Office button, then choosing Advanced > Display Email Content > Show picture placeholders. Microsoft is still looking into how to correct the problem in Outlook 2010.

4. Pet peeve: Forgetting to check recipients’ names before sending email

“One of my biggest pet peeves is getting an email where people use the wrong name – or worse, wrong gender – when addressing you. This is especially common across cultures, where names may not be properly recognized.”

Quick fix: Pretty obvious here: Use your organization's internal phone book’s Employee Search tool to verify names and ensure that you have the right person in mind.

The “oops” factor: Take extra care with the use of surnames. In an organization that is a multicultural company, it’s easy to get surnames and first names mixed up. What’s a first name for one person can be a surname for another (e.g. “Henry,” “Scott,” or “Boris”).

5. Pet peeve: Calendar invitations with attachments

“People often send me calendar invites that include attachments. These can stay in my inbox for months and fill up my space quota without my knowing it.”

Quick fix: Send attachments in a separate email, not with your calendar notices.

Bonus fix: Use a SharePoint* meeting site or shared drive for attachments.

6. Pet peeve: Too many attachments on an email

“Sometimes people feel that they need to send me every document at once. Getting a few items is fine – but who wants an email with a dozen files attached?”

Quick fix: Use best judgment here: Carefully consider whether the recipient needs all the items you’re trying to send, or if they have to be emailed. A link to a shared drive, where all files can be stored, can be an easier way for people to access your data.

Bonus fix: To reduce confusion, send an advance email, or contact the person via instant message, and let them know you’re sending numerous files. Consider sending multiple files with fewer attachments instead. If you choose this option, remember to include a reference (“1 of 4,” “2 of 4,” etc.) in the subject line that tells the recipient how many emails they’re looking for. And, always tell the person how many total files they’re looking for, to ensure they know if they’re missing anything.

The “oops” factor: Also consider whether you really need to include meeting minutes or status reports with your email. For many people, if it’s not in the body of the email, it’s not worth reading.

7. Pet peeve: Incorrect time and date references

“(Within our organization) many people forget that they’re in a global company and talking to a worldwide audience, and lapse into giving dates and times in their own parochial local formats. If you see a date given as ‘12/10/12,’ there are at least three dates that could possibly mean.”

Quick fix: Avoid using the numerical date reference, opting instead for a spelled-out month: December 10, 2012, or 12 October, 2012.

The “oops” factor: Keep a careful watch on time zone references as well. It’s easy to confuse “standard time” with “daylight saving time (DST).” DST, in which the clock is set forward one or more hours, generally runs from spring to fall, but is not observed by all U.S. states or nations. Standard time, in which the clock is moved back by an hour or more, generally runs fall to spring. Make sure your time reference matches the area that you are directing an email to.

8. Pet peeve: Excessively long message threads

“I get emails with super-long threads that I have to wade through to understand what’s going on. I don’t have time to read 10 months’ worth of back-and-forth scribing.”

Quick fix: The message thread – the record of all responses to the original email – can be important when you’re trying to keep up with all the discussion of a topic. If you are forwarding a long email thread to a new person, summarize the content before forwarding so the recipient isn’t forced to read multiple responses. Or better yet, send a new email with a quick update and attach the original email for reference.

Bonus fix: Don’t be afraid to edit. Shorten the thread by keeping only the most recent or relevant responses, and certainly eliminate any unnecessary chatter-like comment.

9. Pet peeve: Important information at the bottom of an email

“Nothing is more irritating than getting a much-forwarded email with a subject line like, ‘Can you support this?’, and then having to scroll through a dozen threaded emails and finding the subject all the way at the bottom, when the email first started.”

Quick fix: If threads are necessary, keep vital information up top. You can delete unnecessary parts of a thread, or add a summary of the information at the top of the email to make things more clear.

The “oops” factor: Don’t go too far. Cutting out nearly all past references might work if it’s a constant email between two people. But if the pared-down version ever goes to a new party, you’ll have to add additional information to bring that person up to speed.

10. Pet peeve: The angry email

“All I did was ask the person when he thought we might be able to meet. His reply sounded like I had questioned his ability to do his job. I almost sent a response back that was as bitter-sounding as his.”

Quick fix: Okay, you’re not happy with the person who just contacted you. Or you’re in a bad mood for some other reason. In either case, venting your anger through an email can have bad repercussions. No matter how much of a hurry you’re in, don’t hit that Send button until you’ve calmed down.

Bonus fix: From a DE reader: “Do not reply to the email right away. Turn the computer off, get up, and take a walk around the block or campus. Then sit down and look at the email again. If it still makes you angry, repeat this process. I never regret doing this.”

The “oops” factor: Avoid forwarding the “sour grapes” email to your manager or the sender’s manager. Unless it’s a really out-of-line response, neither manager has time to deal with a writer’s occasional moodiness. It won’t improve your standing with the email writer, either.

Pamela J. Baird, Guest Blogger

Credentials: Pamela has a degree in Computer Science from Michigan State. Her prior employment was General Motors Corporation for 16 years in product design/development in Detroit and Pontiac, Michigan. Pamela has been at Intel since March, 2005. She was previously at Intel from 1995 through 2001. Pamela has been a Sr. Admin Assistant for Carlene Ellis, VP, Education, and is presently supporting Rosalind Hudnell in Corporate Diversity. Pamela would tell you her positions have been very exciting

What she loves about her work: I really enjoy seeing the new faces at Intel. It’s very important that people feel connected to Intel Corporation as well as the community they will reside in. The new employees all have such fresh outlooks and are so eager to be here. It should be a top priority to Intel to make them welcome and valued. We want the best from our new employees, and we should give them our best foot forward. I get a sense of Intel’s future as I listen to their ideas, feedback, and questions. It is a privilege to meet them first! I must also say that I have had excellent supportive managers who encourage me to instruct these classes. Both Carlene Ellis and Rosalind Hudnell can see the value added to Intel and my personal growth.

What she loves to do for fun: In my spare time, I take off to the Atlantic Ocean. I am a “cruise ship fanatic”. Ask me about any Caribbean island…I’ve been there.

Family: Four children! Owen, 39, Ebony, 37, Deborah 33, and Synnamon 20. Of course, I cannot leave out my dachshunds, Linus and Roxie.

Is it worth it to belong to a professional organization?

Guest Blogger — Fri, 08 Jun 2012 09:18:00 GMT

Hello!

Each month we take a partner from our friends at Business Management Daily (The Admin Pro Forum) and share it with you. My hope is to open up a dialog here with you. What are your thoughts on the question below? Please share in the comments below the post.

“I’m wondering if it’s worth it to join some professional organizations that relate to my job, or if it’ll just result in more emails and news of events I can’t attend. In general, is there real use in being a part of groups like these?” – Melissa L.

Is it really worth the time and money to belong to a professional organization?

What will I gain from my involvement with a professional organization?

Share you comments below.

This information is proudly provided by Business Management Daily.com. For original post and more answers from administrative professionals like you click here.

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

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...

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

After 22 excellent years, I’ve reached the salary cap–so, now what?

Guest Blogger — Fri, 06 Apr 2012 06:29:00 GMT

by ALICE BUMGARNER, MODERATOR on MARCH 14, 2012 2:47PM

in ADMIN PRO FORUM

Question: “I have been with my firm as a legal secretary, purchaser, database manager, etc. for 22 years. I have always received excellent reviews and raises. However, at my last review, I was told I was getting to the cap for legal secretaries. I’m at a loss … I work anywhere from 40 to 45 hours a week (at my regular pay for 37.5 hours). I pick up others’ slack, I do what no one else wants to do, and now I’m told I’ve reached the cap and I probably won’t get any more raises. How is a person supposed to respond? I feel as though I’m being penalized for being a loyal, hardworking employee. Any suggestions?” —Capped legal secretary

This information is proudly provided by Business Management Daily.com:

http://www.businessmanagementdaily.com/30576/after-22-excellent-years-ive-reached-the-salary-cap-so-now-what

Part Time Assistant with Full Time Workload

Guest Blogger — Fri, 02 Mar 2012 20:17:00 GMT

From our friends at Business Management Daily:

I’m supposed to work part time, but the load is full time

by ALICE BUMGARNER, MODERATOR on FEBRUARY 15, 2012 2:39PM
in ADMIN PRO FORUM

Question: “I work in a small office of 10 employees (an insurance company). I work 9 a.m. to 2 p.m.; all the other employees work full time. At times I need to pass work to others to handle in the afternoon hours. When I take the issues to the supervisor, she directs me to distribute the work to other employees, which they don’t appreciate. I get that. But my absence in the afternoon means that others are fielding my return customer calls. Regarding accountability and productivity, I feel that my boss and owner want to see completion of a full-time work load in 62.5% time. Any advice on the best way to handle this? —B.B.

Check out the full conversation at Admin Pro Forum.

In ‘jobless recovery’ … do you still have an ‘official’ admin team?

Guest Blogger — Fri, 03 Feb 2012 07:34:00 GMT

by Alice Bumgarner, Moderator on January 11, 2012 2:50pm
in Admin Pro Forum

Question: “In this ‘jobless economic recovery’ many cut jobs were not replaced, including those of both managers and admins. My question: Does your company have an ‘official’ admin team? If so, what is the scope of the team? Do managers pitch in with admin tasks and vice versa? Which ones? Are there tasks you have dropped? Thanks for sharing.” – Carolyn

Join the conversation.

The Very Near Future of Executive Assistants

Guest Blogger — Tue, 17 Jan 2012 19:11:00 GMT

This is what we have been talking about and we find it very exciting that this is the forecasted direction of the assistant. Please read on and tell us what you think! This is an excerpt from a recent newsletter we received from Leni Miller, Founder & President, EA Search.

The new year has arrived and with it, a significant increase in search activity for top executive and personal support professionals.

We are seeing a growing demand for highly qualified candidates, along with an evolving shortage of talented and proven professionals in the job market.

We consulted our crystal ball (and our 30+ years of experience) and this is what we predict will happen over the next twelve months:

Top level Executive and Personal Assistants will be in increasingly high demand.
There will be a job market shortage of candidates -- more demand than supply for top EA and PA professionals.
Salaries will escalate, due to the increased responsibility expected of top level support staff, as well as the smaller number of of qualified people available.
There will be more "hybrid" support staff positions at both the "C" level and small business management level in executive support. These new Executive Assistants/Chiefs of Staff will function in management, strategic and administrative partnership.
There will be more demand for "hybrid" Estate Management/PA positions with increased responsibility for administrative, supervisory and financial management.

From Leni Miller, Founder & President, EA Search

Do you provide royal service?

Guest Blogger — Fri, 13 Jan 2012 07:25:00 GMT

by Julie Perrine

I recently stayed at a Fairmont hotel while I was traveling. I was immediately impressed from the moment I was dropped off in the front of the hotel and the bell hop addressed me by name. How in the world did he know who I was when I hadn’t even introduced myself yet? He had quickly gathered my name from my luggage tags while I was still getting out of the car. It made an immediate impact and it got my visit at their hotel off to a very positive start.

But the positive first impressions didn’t stop there. When I got to the registration desk, the bell hop introduced me to the desk clerk by name as if I were his personal guest. He made sure I was carefully and politely passed off to the next person who could help me before he left the counter. The desk clerk was just as lovely addressing me by name and ensuring I knew several key things about the hotel and the conference I was attending so I would have a more enjoyable stay.

When I arrived in my room, the small refrigerator that I had called ahead to request was already in my room and ready for use. I was impressed because usually you have to call and remind the hotel staff at most hotels and they require several hours to cool down before they are ready for use.

As I reviewed the hotel materials in my room, I noticed a common phrase throughout their information – For Royal Service call x. XXXX. Royal Service? Hmmm. Was that a special type of room service? Did it cost extra? Or was that the explanation behind the most positive first impressions ever left upon me by hotel staff immediately upon my
arrival at a hotel? It was the latter.

What were the little things they did that made a BIG difference?

They ALWAYS addressed me by my name. Every single time.
They handled my requests almost immediately.
They made me feel like a true guest – not just another customer.
They made me feel like I was the most important guest who ever set foot in their front door.
They didn’t make me feel like I was being a nuisance or a bother when I asked questions or made requests. I was their special guest.
They gave me ROYAL SERVICE without being asked.

The Fairmont’s mission statement sums it up: Turning moments into memories for our guests. And genuine hospitality is achieved when engaging service and attention to detail elevate each stay into cherished memory. Mission accomplished.

As admins, we have the opportunity to provide ROYAL SERVICE for not only the executives and team members we support, but the customers and clients we interact with each and every day. As you pick up the phone to answer a call, do you provide royal service? When you are coordinating meetings with visiting guests, do they receive royal service? When you are working on projects with your executive or colleagues, do they get royal service?

If you’re looking for a way to stand out, be remembered, and have everyone you work with RAVE about you…provide ROYAL SERVICE. Every single time.

Share your tips on how you provide royal service by commenting below.

Julie Perrine, CAP-OM, is a personality strategist, personal brand analyst, and administrative mentor who teaches administrative professionals and entrepreneurs how to increase their professional opportunities and achieve more productive and meaningful relationships by utilizing innovative technology, ideas, and people. Learn more and request your FREE copy of our special report “Creating Your Strategic Administrative Career Plan” at www.AllThingsAdmin.com

How important do you think a college degree is?

Guest Blogger — Fri, 06 Jan 2012 07:02:00 GMT

by ALICE BUMGARNER, MODERATOR on DECEMBER 8, 2011 12:43PM

in ADMIN PRO FORUM

Question: “I have a college degree, and $20,000 in student loan debt to show for it. I’ve now been in the workforce seven years and I’ve noticed that the degree (I’m still paying for it) gives me a level of respect that others—even those who have years more work and life experience—don’t get. Do you think there’s a bias against those who don’t hold degrees? This is the second place I’ve worked where I see someone working longer hours, producing more work than others who hold degrees, yet in meetings she gets no recognition while the “professional” workers (who pile the work on her) get recognized. Should I suggest she take the time to earn her degree after hours or online? Knowing she’s already stressed out—and that she doesn’t actually need one to do her job well? I think she hesitates to put her foot down because she fears job hunting (many good jobs screen out people without degrees). Or is there something else going on?” —Why the disrespect?

Becoming Real, Gifts from Wise Administrative Professionals

Guest Blogger — Thu, 15 Dec 2011 16:25:00 GMT

One of my favorite stories is the children's book, The Velveteen Rabbit by Margery Williams Bianco. If you haven't read it, this would be a great time...and please share it with the people who matter most to you. It's a tale about being REAL; about LOVE; about being TRANSPARENT; about LIFE; and the benefits of AUTHENTICITY. We have a choice in life, and that is to either build walls around who we really are and what we really feel OR to be vulnerable and expose our real self, the one we were truly born to be. You probably know the difference.

Some people have a self-constructed shield of protection. They are guarded, by choice. They protect their emotions, their true feelings, their whole being. Yet, other people voluntarily expose their inner core, allowing others to see them from the inside out, and to live life as if they are here to make a difference. The truth is, they DO make a difference.

I have met thousands of people in my career as a training professional over the past 20+ years , and it is those REAL individuals who truly make a profound impression on others. At the Office Dynamic's 2011 Annual Conference for Administrative Professionals in Las Vegas this past September, I facilitated a breakout session where the participants, in their small groups, were asked to share an experience in life that taught them a lesson. Based on that experience, they were to share their advice, or what they learned, with the members of their group. It was amazing! With many participants, there was an instant connection, a bonding, a comradery that took place between strangers. I believe that when we become real, we become "one". It is a sacred experience to discover that we, as human beings, are really all the same inside. But we will never know this experience if we aren't "real". So, this holiday season, take time to "get real" and feel every moment of our human experience!

Below, is a brief excerpt from The Velveteen Rabbit. Following this selection, I have compiled the "advice" from the participants of the breakout session from the conference. Enjoy!

The Skin Horse had lived longer in the nursery than any of the others. He was so old that his brown coat was bald in patches and showed the seams underneath, and most of the hairs in his tail had been pulled out to string bead necklaces. He was wise, for he had seen a long succession of mechanical toys arrive to boast and swagger, and by-and-by break their mainsprings and pass away, and he knew that they were only toys, and would never turn into anything else. For nursery magic is very strange and wonderful, and only those playthings that are old and wise and experienced like the Skin Horse understand all about it.

"What is REAL?" asked the Rabbit one day, when they were lying side by side near the nursery fender, before Nana came to tidy the room. "Does it mean having things that buzz inside you and a stick-out handle?"

"Real isn't how you are made," said the Skin Horse. "It's a thing that happens to you. When a child loves you for a long, long time, not just to play with, but REALLY loves you, then you become Real."

"Does it hurt?" asked the Rabbit.

"Sometimes," said the Skin Horse, for he was always truthful. "When you are Real you don't mind being hurt."
"Does it happen all at once, like being wound up," he asked, "or bit by bit?"

"It doesn't happen all at once," said the Skin Horse. "You become. It takes a long time. That's why it doesn't happen often to people who break easily, or have sharp edges, or who have to be carefully kept. Generally, by the time you are Real, most of your hair has been loved off, and your eyes drop out and you get loose in the joints and very shabby. But these things don't matter at all, because once you are Real you can't be ugly, except to people who don't understand."

Be strong and know that you are important and your strength can enlighten those around you, personally and professionally.
Our timing is not always God’s. When troubles hit, usually you are not alone. Trust that better things are waiting ahead in the future. Bottle the love, take sips, and shine!
There is no better life than yours. Live it to the fullest.
Even when things seem dark and bleak, try to discover the lesson; learn from it and take heed to those lessons. Remember and use them when that wonderful new opportunity comes. It’s not “wasted” time if you learn from it.
You have to appreciate yourself and be happy with the person you are.
When you know your spiritual gift, you may have to try several ways of expressing your gift before one really sticks!!
Have faith in God, faith in yourself.
Trust in yourself. Believe in yourself! Have faith that something positive will happen.
I shared that I had a child at 15 and also got married. It was a very huge, sudden change that shaped my future instantly. It made me who I am today. I am stronger, wiser, more spiritual and blessed because of this experience. My son, who is now 23, saved me and together growing up, we saved each other!
Get enough sleep before driving.
Trust in yourself. In every negative there is a positive. Have a good network of friends.
Keep a constant, positive belief of what you want as if it already happened – it takes time, but IT or something BETTER will happen.
Trust your inner voice. Never give up! Share your experience so that others may benefit.
Be a fighter when you need to be!

Watch for the rest of these tips throughout the rest of the month, many were shared!

Is your life running you or are you running your life?

Guest Blogger — Fri, 09 Dec 2011 07:54:00 GMT

Guest post by Jennifer Lier.

Is your life running you? … Meaning you never have time for the things you want to do or you always feel stressed, overworked and overscheduled? Well one tool that will help you to get of the merry-go-round of life is to start taking time for YOU.

What does taking time for YOU really mean and why should we do it?

The talk shows say it, the books write it, the preachers preach it, the motivational speakers tout it… but what is the real why? Yes, it’s better for your health, stress level and overall state of well-being, but I found an even deeper meaning. Taking time for you gives you the mental and spiritual energy to tackle your day with strength, stamina and groundedness. It allows you to stay deeply connected to YOU so you can handle all stressful situations and make smart choices for yourself. This process will even make you happier.

I’ll tell you why and how.

Years ago I heard a mother of nine children talk about how she keeps her sanity. She mentioned how she would wake up an hour before anyone in the house did to have her ME time. She said how healthy in mind, body and soul she became and the value it added to her life. She schedule her ME time in the morning so she never had to worry about NOT getting to it the rest of the day!

Her method was crazy to me as I was not a morning person at all. My pattern was to wait until everyone was in bed at night to do things I needed to get done. This pattern began to create negative repercussions for my health. I started staying up too late and get sucked into social media. If I wasn’t on my computer, I was using TV to unwind and eat late night snacks. I usually woke up groggy and feeling unrested because I went to bed too late and with undigested food in my stomach. I was constantly fatigued and I didn’t know how to change it. As you know, humans typically don’t change until they have to. I was burning the candle at both ends and feeling like I was going to implode. Now it was time to change.

After evaluating my non-effective daily routines, my holistic doctor told me to slow down and start re-evaluating what I was letting INTO my life. He asked why was I letting my life run me. I told him with kids and work plus extra responsibilities, my days were over-booked! He said those magic words - You need to have some time for YOU. Go to bed earlier and rise at 5am. Cut down on social media and TV and use those times to get your busy work done. Begin to discern what has a place in your life and what doesn’t. Start saving time like you would money. Use that time you saved to awake earlier in the morning to balance and feed your mind consciously. Go to bed between 9 and 10pm and rise before the sun. Take time at that moment to reflect, write in a gratitude journal, pray or meditate, stretch or exercise – whatever brings peace to your heart. Make yourself a priority so you can be more effective in your life toward others.

To change my daily habits was a challenge at first and I have to say they didn’t change overnight. In the beginning, I took a little time for myself each morning and started loving it so much I wanted more! Now I make sure I get everything done at night so I can get to bed early and rise before everyone else.

At this point, my morning routine starts at 5 or 6am before the kids wake up. The beautiful silence and peace I experience is because there is no one else around. No TV, no husband and no distractions. The city is still sleeping and this is my time to have a conversation with myself. The more I do it, the more peace I feel. I create, read, pray, meditate, exercise, have coffee and listen to the silence, work out problems, write in a journal, anything… and most of all I feel free. The more at peace I feel, the happier I am and the easier it is to help and assist everyone else because I am on a full tank! No more masking the empty tank with coffee, energy drinks and eating too much food because I am on a full tank already.

How does this process help the rest of your day?

It helps by giving your mind room to expand. It grounds you for the rest of your day because you’ve already been filled. You know the old rules “pay yourself first, then everyone else” and “put your mask on before assisting someone else?” Well, this is the same principle. You are taking care of you so you can take care of everyone else. No one can fill you but you. Imagine, if every morning you do this for yourself, what you would be capable of handling throughout the day? You’d be armed with such a loving and abundant space that nothing could shake you! People will start being more attracted to you; bosses and colleagues will start asking you what’s different in your life. The best part is, you will instinctively start treating yourself better throughout the day. You will start weeding things out of your life that don’t matter. As you know, life is a process and a journey. Some of us have become human beings that have turned into human “doings.” We must get back to reconnecting to our spirit. Our life depends on it.

Try it and see what happens ;-)

About Jennifer:

At nineteen, Jennifer Joseph Lier arrived on the world famous stages of her hometown, Las Vegas, performing with a popular lounge band. After winning the title of Miss Nevada 1995 and receiving the talent award at Miss America, she went on to headline many shows around the world, including Legends in Concert, and the world famous, Follies Bergere. Jennifer received the rarely given standing ovation on Showtime at the famous Apollo Theatre in Harlem, New York. Exhibiting excellence in a competitive environment, she became a finalist in the reality show "The Entertainer, Starring Wayne Newton" on E! Entertainment, then took the ball and ran developing and performing her self-titled one woman show as well as touring with Wayne Newton and the legendary Don Rickles for over 2 years.

With 20 years of international performing experience and interview expertise, Jennifer Joseph is a highly sought after vocalist and coach. Currently, she is the headlining vocalist in the high energy "Show in the Sky" at the Rio Hotel and Casino, in Las Vegas. Jennifer has gained popularity as a speaker, especially with women’s organizations. She has a deep passion for coaching young women and assisting them to prepare themselves for the world today and live the life they dream. Married with 2 children, Jennifer is also an author working on her second book based on her strategies to an extraordinary life due out at the end of the year.

Transforming her life by losing 100 pounds, and breaking out of her adolescent introverted shell to becoming Miss Nevada and traveling the world as a headline performer, Jennifer knows what it takes to overcome adversity. From a shy, unmotivated, overweight teenager to an illustrious career in the entertainment industry and living the life of her dreams, Jennifer willingly shares her success strategies on how to live an extraordinary life with her mesmerizing delivery of warmth and compassion.

What is the best way to handle and minimize office gossip?

Guest Blogger — Fri, 02 Dec 2011 07:46:00 GMT

by ALICE BUMGARNER, MODERATOR on NOVEMBER 11, 2011 11:48AM

in ADMIN PRO FORUM

Question: “I work in a small organization and often say that I find out things about myself from co-workers before I even know them! I have stopped socializing after work hours, especially when alcohol is involved, because of the rampant gossip of co-workers. What is the best way to handle—and minimize—office gossip?” —Not a gossip

Time Saving Tips for Planning Events

Guest Blogger — Thu, 10 Nov 2011 07:34:00 GMT

Has your boss ever asked you to throw together a last minute meeting with details that made your head spin? Specific requests for warm winter destination, rooms for at least 75 attendees, meeting space for general sessions and breakouts, and a team building activity? Where do you even begin? If planning meetings isn’t your main focus at the office, you may be asking yourself the same question.

Elite Meetings recognized a need for a one-stop shop to search and submit RFPs (Request for Proposal) to the best hotels and resorts for meetings. Searching on EliteMeetings.com helps you select the perfect venue and find rates and availability within a few clicks. Once logged in, you can start searching by destination (city or state) or by multiple destinations using the advanced search. Once you get to the search results page, you can refine your results by the criteria of your meeting. The results are refined by number of guest rooms, meeting space requirements, golf, spa, beach and even ceiling height. This allows you to quickly filter through hotels only viewing hotels that meet your specific criteria. Once you narrow the hotels, you can create a SpeedRFP including the details of your event (number of guest rooms, meeting space, and requested concessions). This RFP will be sent to the selected hotels and within 48 hours, you will receive responses directly from those hotels. Once you have received all proposals, our favorite feature of SpeedRFP system comes to life. There is a button in your RFP list called “Compare Proposals” and this creates a spreadsheet of each of the hotel responses (dates, rates, additional concessions) so you can compare the hotels. HUGE time saver! You can share this spreadsheet with your boss and then select the perfect venue for your next meeting.

To begin your search, create a free account on EliteMeetings.com: http://bit.ly/w1Nr0u

In addition to EliteMeetings.com, we have three Elite Meetings Alliance events slated for 2012 which allow you to meet face-to-face with over 70 hotels, learn best practices and network with your peers. Our upcoming schedule is below and we hope you can take advantage of these beneficial events!

• Rancho Las Palmas Resort & Spa, Rancho Mirage, California, January 29-31, 2012
• Omni Dallas Hotel, Dallas, Texas, April, 2012
• Revel, Atlantic City, New Jersey, August 26-28, 2012

For more information and to register: www.EliteMeetingsAlliance.com

We look forward to welcoming you to Elite Meetings!

Skye
Skye Holyfield | Regional Director
Elite Meetings International
p: 805.879.3930 | m: 949.291.3545
www.elitemeetings.com

Why should I join LinkedIn? I don't need one more thing to check!

Guest Blogger — Fri, 04 Nov 2011 06:46:00 GMT

by ALICE BUMGARNER, MODERATOR on OCTOBER 7, 2011 12:30PM

in ADMIN PRO FORUM

Question: “Can I ask: Exactly what is the advantage of LinkedIn? (And I want specifics, not just for general business networking.) Many people I know are on it, but no one can say what they get out of it. Is it kind of like Facebook? I joined reluctantly because I was asked so often, but really, I don’t need one more thing to check. All I see is a limited number of people showing off (by getting their friends to recommend them). Is it just me? What’s the advantage of having ‘connections’ if most are silent anyway?”—I don’t get it

Leave a comment here and see more comments at Business Management Daily.

Business Management Daily publishes the monthly subscription newsletter Administrative Professional Today. Administrative Professional Today is the nation's premier newsletter for administrative professionals.

CONSIDERATION

Guest Blogger — Fri, 21 Oct 2011 06:06:00 GMT

CONSIDERATION
By Nancy Fraze

“Consideration for others can mean taking a wing instead of a drumstick.” – Garth Henrichs

Consider whether or not you are a considerate person. The definition of considerate is, “having or marked by regard for the needs or feelings of others.”

Do you stop and consider how you affect others in your office? Do their needs always drown under the seeming urgency of yours? Do you think about whether or not you are having a positive or negative effect on your co-workers, your managers, your team leaders and your network?

We bring with us a cloud or a rainbow, every day. We influence the “weather” around us. If we are self-centered consistently we are not considerate. If we choose to not interact with our office mates, or fail to communicate our out of office plans in advance, we are not considerate. If we take all the prime vacation weeks before others get a shot at them, we are not considerate. If we take the last donut, well, you get the idea!

Try taking a wing. Open the door for others. Let someone else pick first. Give space and opportunity for someone else to have their say, make their wish and get their drumstick.

After all: isn’t that the world you want to succeed in, anyway? I think Addison Walker said it best, “It’s not true that nice guys finish last. Nice guys are winners before the game even starts.”

You don’t know what others around you are dealing with, what bad news they received before work, or what the doctor’s prognosis for their mom was. Be kind. Be considerate. And be gracious.

That is what success is made of.

How do you schedule meetings with multiple VIP participants?

Guest Blogger — Fri, 07 Oct 2011 06:49:00 GMT

by ALICE BUMGARNER, MODERATOR on SEPTEMBER 23, 2011 12:00PM
in ADMIN PRO FORUM

Question: “As an EA, scheduling meetings is one of my more challenging duties, especially when the participants are all C-level executives. I’m in the process of scheduling several meetings for next month. Has anyone come up with a ‘better mousetrap’? Is the old-fashioned method of offering a few dates and using a basic chart to narrow down a mutually convenient date and time still the best way? I’m looking forward to hearing some new tricks to make this easier!” —Trisha Heil

The luminous brilliance of SIX Supernovas outshines nighttime Las Vegas Strip!

Guest Blogger — Tue, 04 Oct 2011 15:46:00 GMT

Press Release

The luminous brilliance of SIX Supernovas outshines nighttime Las Vegas Strip!

Spectacular galactic convergence occurred this past Thursday night at the Red Rock Casino Resort and Spa, during The Red Carpet & Recognition Gala sponsored by Office Dynamics at the international 18th Annual Conference for Administrative Excellence.

Las Vegas, NV October 4, 2011: Office Dynamics issues a special announcement regarding six stellar supernova administrative professionals and executive assistants who were recognized by their peer attendees for Best Outstanding Performance in six professional-attribute categories throughout the three-day conference themed, “The Path Forward: Adding Value Every Day.” Winners were nominated and voted for by the 240 attendees who traveled from across the globe – the largest Annual Conference attendance ever – epic in Milky Way proportions!

The luminous, brilliant winners who received certificates for Best Outstanding Supernova are:

Outstanding Performance in Networking: Joan Hassler, TIAA-CREF
Outstanding Performance in Congeniality: Robin Watkins, Walter Reed Army Institute of Research Entomology
Outstanding Performance in Bright-Idea Sharing: Christine Buchner, Humana, Inc.
Outstanding Performance in Professional Presence: Linda McFarland, Livescribe
Outstanding Performance in Comedic Relief: Judy Calhoun, Conoco Phillips
Outstanding Performance in Creativity: Michael Cox, RJ Reynolds Tobacco Company

Everyone was treated like a Shining Star at The Red Carpet & Recognition Gala, an Oscar-like event held at the Red Rock Resort Pavilion Ballroom. Guests enjoyed cocktails, a Red Carpet walk (celebrating the administrative superstars they are everyday) while a dazzling array of paparazzi snapped their photos and begged for autographs. Today’s administrative professionals easily juggle myriads of tasks, emerging technologies and gate keeping for busy executives, while radiating a supernova light and confidence that keeps companies rolling during changing economic times. That is “adding value every day,” this year’s conference theme.

Congratulations to all of the winners!

The Power of Tenacity

Guest Blogger — Fri, 23 Sep 2011 16:03:00 GMT

Do you have goals and dreams that seem incredibly out of reach? Or, maybe you feel like you need to put job, family and other responsibilities first—so your personal goals get pushed off. You are not alone!

I’m certain there are many books and podcasts that address this challenge, but today I wanted to look at it from a more personal point of view. So if you don’t mind, I’m going to share a piece of my dream with you.

First though, I must start with my sister. My sister is older by four years. She dropped out of high school to be with the man she loved. Started out raising his two children (both under three years old), then had two more of their own. She never whined. She went back and got her GED. Time moved forward and she landed a job as an EMT. She loved that job, but some bumps in the road came along and she left the field. She bounced through a few jobs, but kept focus on supporting her kids and her husband and decided she was going to go back to school. She landed a position at the local hospital as an LPN and earned a reputation as a hard working, no-nonsense kind of co-worker. Suddenly on a holiday weekend, she lost her husband of almost 20 years to a cerebral hemorrhage. My sister was a widow at 40 with four kids.

Fast forward. Over the past 10 years, my sister intermittently took courses to try and improve salary and career opportunities. She approached her employer about helping her with financial assistance and schedule flexibility to help her go back to school for her Associates Degree and RN. This past spring, she sat for two exams that would admit her into this program at a local college and passed. She started her courses two weeks ago. When she completes all of her courses with passing grades this year, she will graduate alongside her youngest daughter in May 2012.

We talked about how long it took her to get to this point and told her how I love her and admire her for her tenacity. Her response to me: “Just because it takes a long time to get there, doesn’t mean it won’t get finished.” Needless to say, I really am quite proud of her.

For me, for my dream, it’s about not getting bogged down in discouragement, frustration or perfectionism. Every day I am aware and feel the challenges because I already KNOW what I want to be doing (Storytelling)—but must take care of many other responsibilities along the way. Like many others, I have to work full-time and I’m a mom to a teenager. It is taking a long time to get there. Putting some of the pieces in place as time permits--- feels like I haven’t quit or given up hope that I will actually get there. Just might not be on my timetable…but that doesn’t mean I won’t get there eventually.

Sara Ban Breathnach writes in her September 28 meditation [Simple Abundance: A Day Book of Comfort and Joy, Warner Books, 1995]

When we cannot do it all at the same time, we are meant do only some of it. In order to find out what that “some” is to be, we need to ask: What is it I truly want right now? What is it I truly need? How do I get it? How much does it cost in life’s currency?

This might be the season for you to wipe a runny nose. That doesn’t mean the season of running your own business won’t occur. This might be the season of living out of a suitcase. That doesn’t mean the season of restoring a colonial farmhouse will never come. Making deals doesn’t mean that someday you won’t be making school lunches. The seasons of life are not meant to be frenetic, just full.

The power of tenacity shows itself in the joy of a professional athlete- reaching the pinnacle of their career after many starts and stops. (See Ray Bourque- Colorado Avalanche.) It is the administrative professional being hired as an executive assistant to the CEO after dozens upon dozens of interviews and applications. It is the small child shrieking with glee after getting those training wheels off and barreling down the hill on their two-wheeler. It is the afterglow of the accomplishment of a long-loved and arduous effort; the soul-freedom of truly knowing you gave it your all and have not a single regret. It is a 50 year old mother of four, grandmother of eight- receiving her associates degree and RN designation.

Friends and colleagues understand when we turn away from our dreams or goals because the obstacles (imposed and self-imposed) continue to block our direct path. Only you know if you have the inner determination, grit and persistence to pursue the goals that make it all worthwhile. Tenacity is not the glamorous facet of life- it’s not the celebration or the cocktail party. It is, however, the vehicle to drive you there.

Kemetia MK Foley, CPS/CAP

Kemetia Foley has more than twenty years experience providing administrative support to senior level executives in health care, higher education, corporate entities and not-for-profit organizations. Ms. Foley earned her Bachelor’s degree in Business Administration from Mary Washington College and also served on the university's Alumni Board of Directors from 2006-2008. She attained her Certified Professional Secretary (CPS) rating in 2006, and her Certified Administrative Professional (CAP) rating in 2007. She has been a member of the International Association of Administrative Professionals since 2001, and has served as an officer since 2006. She currently serves as chapter president for Old Town Alexandria Chapter in Alexandria, Virginia. [@OTACPresident/Twitter]
During daylight hours, she happily trots off to work at The American Staffing Association, located in Alexandria, Virginia. [www.americanstaffing.net]. She is employed as the Director of First Impressions and Staff Assistant to the Director of Finance.

Kemetia’s has been accused of being an insomniac as she loves to blog, tweet, and post up on LinkedIn and Facebook. Make a point to visit her blog: http://superppn.blogspot.com, which she created as a way of communicating some of the more humorous and subtle challenges of the administrative profession.

The Office Dinosaur

Guest Blogger — Fri, 16 Sep 2011 06:03:00 GMT

The Office Dinosaur
By Nancy Fraze

You’ve probably heard the old adage, “The only thing constant is change.”

Today’s work environment so fluid, and the speed in which new technology is developed so quickly that often, trends expire before they go mainstream. Sometimes, it may seem like you don’t know what you don’t know!

So let’s take a multi-generational trip down memory lane in the office workplace. Whether you’ve been an executive assistant or admin for two or twenty years, surely you’ll relate to at least some of these:

Liquid Paper – the white thick fluid that covered errors in typing.
Carbon Paper – sandwiched between paper and inserted in a typewriter to provide easy, instant multiple copies before (photo) copiers.
Dictation Machines – verbal letters and memorandums spoken into a tape recorder, and later transcribed by an assistant.
Typewriters – large, bulky typing machines used in offices to prepare correspondence.
Cassette Tapes, 8-tracks, Floppy Discs – media for training courses, programs, data storage and music.
Tabulating Devices – also called adding machines. Users would punch in buttons labeled as numbers, and the machine would “tabulate” the sums.

How about these?

Facsimile Machines – these were a marvel when introduced, but with the advent of scanners and internet they are all but gone from today’s offices.
Standard Mobile Phone – these single-function devices are evaporating into history as more smart phones ease the transition between work and play time.
Servers – offices are moving ‘to the cloud’ thereby eliminating costly servers onsite. The move toward business “anywhere, anytime” necessitates flexibility and reliability.
Desktop Computers – most companies are replacing the heavy, bulky equipment with notebook or tablet computers for mobility and ease of transport. Again, the move toward business “anywhere, anytime” make this a no brainer.
3-Ring Binders – today’s business embrace recycling and “working green.” The ability to now store information and draft with automatic revision organizing on a secure, electronic share site with joint access dispenses the need to print courtesy copies or have the embarrassment of two “draft 3” versions.

What items would you add to the list?

The point: technology advancements are quickly changing the way we work more rapidly than ever before. It’s critical to remain flowing with the tide of the advancements to avoid becoming extinct like the dinosaurs. Regardless of your chronological age, everyone used to the current technology and office tools will be amazed at the passage of time on things they hold dear as the years (maybe even months?) pass by.

You Are What You Read

Guest Blogger — Fri, 09 Sep 2011 06:58:00 GMT

You Are What You Read
By Nancy Fraze

Are you a reader? I hope so, because reading [information gathering] is a hot commodity in today’s business environment. I think it always will be!

Reading the Wall Street Journal, online technology journals and travel websites are just three areas that will open worlds of expertise to you.

Are you known to your management and in your department as a resource go-to person? When you hear a word, an acronym or a phrase you are not familiar with, do you write it down or change the subject because you are uncomfortable not knowing?

Recently, I read in the Wall Street Journal that several airlines had experimented with “random boarding” of passengers and found time-savings as well as less-filled onboard storage in rows near the entrance of the plane. The airlines next tried “window-middle-aisle” boarding patterns and that too proved highly favorable for speed and organization of passenger boarding. The article concluded by naming several carriers who had chosen to roll out “window-middle-aisle” boarding in the coming months.

I passed that information along to those I support and they were A) unaware and B) very grateful.

It’s not hard to begin reading for business. Find regional and national resources, such as USA Today, the Wall Street Journal, and online sources of current information. If you do not understand everything in the economics section, for instance, keep reading and try to focus on gleaning a single worthwhile tidbit. Grow your knowledge!

When you talk to your travel agent, ask what travel blogs or websites they find useful. When you visit the Notary Public, ask the same thing. When you coordinate a meeting at an off-site hotel, talk to the events planner about a site for the newest restaurants or food trends.

The point is to read consistently for business purposes. Explore what you do not know and gain more expertise in what you do excel in.

Having your managers’ back by consistently exercising good reading habits that helps form day-to-day success will increase your value. “You are what you read!”

Same Job, New Title Signals Feelings of Demotion

Guest Blogger — Fri, 02 Sep 2011 06:42:00 GMT

Question: “Our company just reorganized and changed our job titles from Administrative Assistant to ‘Office Assistant.’ None of the job functions changed. Should we go to our manager and speak to him about our displeasure or just be quiet and not say a thing? I feel demoted and inadequate.”

— Unhappily 'Reorganized' Admin

Engage in the conversation here or see what others have to say by visiting Admin Pro Today.

Me and Michael Jordan

Guest Blogger — Fri, 26 Aug 2011 06:48:00 GMT

Me and Michael Jordan
By Nancy Fraze

Let me start by saying I blame it all on Michael Jordan.

Recently I did something quite astonishing and unpredictable: I joined a six-week outdoor Fitness Boot Camp. We meet Tuesdays and Thursdays after work, and for an excruciating hour, ply ourselves with the most amazingly painful activities: pushups, crunches, lunges and squats with weighted balls. In gym shorts. In broad daylight.

The first class created an assessment baseline. I did 29 pushups in one minute, followed by 16 full crunches in one minute. Then I did the almost 2 mile walk/run (any doubt which pace I took?) in 29 minutes and 14 seconds, in shoes that pinched.

My favorite moment was when Coach Denise instructed us to get into a pike. “What’s a pike?” I asked myself. I had no idea. It was like a foreign language.

Nothing prepared me for the painful walk to my car following class. Or for the next day when my body communicated very clearly that it thought I was completely out of my mind.

So why did I subject myself to this experience? It’s all because of Michael Jordan.

Recently, due to a stressful life change (selling our home of 12 years and moving to a new town, in less than 30 days), I regretted a work task I wished I had completed differently. I lamented to my husband that if only I could be an expert, a complete specialist, each and every moment of each and every work day, I’d be so happy.

With a smile, he told me to research Michael Jordan, so I did.

Mr. Jordan is the number one NBA player of all time. He is “The Man” in all things basketball, and throughout his lengthy career dominated the sport so completely that many analysts say no one before or in the future will ever surpass his record. His stats are number one in NBA history:

Career totals:

• 12,192 – Completed Field Goals
• 581 – Completed 3-Point Shots

However, consider this: he attempted 24,537 field goals, so his percentage of success was only 49.7%. And those mighty 3 pointers? He attempted 1,778 of them, so his percentage of success was just 32.7%.

Michael Jordan is celebrated for being the best player in history. But he often failed. He often missed shots. He just came back, repeatedly; and he didn’t let the last miss dominate him from succeeding at the next opportunity.

So I decided that “me and Michael Jordan” would work together [okay, I have a vivid imagination!]. I decided to attempt activities and tasks without regard to miss/success results. Just get in the game and give it my best that day.

And I decided to place myself into new situations to immerse myself in that philosophy. So, though I have no experience or success at it, I now consider myself an athlete.

My goal is simple: move along the continuum of fitness. Try as many new things as I can. Develop expertise where possible. Don’t let my attempts be dictated by previous results [good or bad].

Today’s challenge: pick something in which you have no experience, success, or understanding of -- and get into the game with Michael Jordan. Show up, give it your best, and don’t be afraid to not be good at something. To coin a phrase: Just do it. Anyway.

Nancy Fraze is a member of Office Dynamic’s Media Team and a frequent contributor to the OD blog; she also blogs about film at allbestfilms.wordpress.com.and is employed as a Senior Legal Assistant at Chevron Corporation. She is Poet Laureate Emeritus for the Town of Danville. Nancy runs a creative writing and editing business, “Phrase, Ink” and published her first poetry book, “Paper Wait” in 2008. She is married to Mark, a man who doesn’t know he’s a prince. They have two tuxedo cats who definitely know they are princesses!

Excel Pivot Tables: Getting Your Data to Talk

Guest Blogger — Fri, 19 Aug 2011 13:14:00 GMT

Today we're sharing with you an upcoming webinar available through Business Management Daily. If you are interested in learning about Excel Pivot Tables (don't run off yet) then this webinar is for you. Check out what you will learn in this webinar below.

Excel Pivot Tables:
Getting Your Data to Talk

Delivering all the business data everybody needs is just a lot of bits and bytes … until it gives you information you can actually use.

Pivot tables are the answer for extracting usable information from all that data. When Excel users hear the term pivot tables, they usually run for the hills, believing that skill set is out of reach. Let us shatter that myth by showing you step-by-step:

How to prepare your data for use in a pivot tables
The fastest method to create and modify a pivot table customized for your specific needs
How to use report filter pages, calculated fields and other powerful pivot table features
Easy, simple ways to chart and graph your data into pictures that are clear and easy to understand.

While this presentation will be shown from Excel 2007, all information will be applicable to Excel 2010 as well. (Some concepts of pivot tables will be transferrable to 2003, but the screens, tools and navigation are different.)

Join us Sept. 13 for the newest webinar in our Office Technology Series, Excel Pivot Tables: Getting Your Data to Talk. Our tech expert and Microsoft® Certified Trainer Melissa Esquibel will teach you:

Structuring data for use in Pivot Tables
Working with the Office 2007 Pivot Table format
Modifying Pivot Tables
Creating Pivot Charts
Advanced Features: Report Filter Pages, Calculated Fields, working with GETPIVOT

In just 75 minutes, learn how Excel Pivot Tables can help you in your work:

Why Pivot Tables?
- What are they used for?
- What cumbersome procedures can they replace?
How do you know if your data will work?
- What kind of data can be pivoted?
- How can you clean up datasets, so you can pivot them?
Crafting Pivot Table Reports
- Tables
- Formatted Tables
- Interactivity: Sorting and Filtering
- Filter Pages
- Totals and Subtotals
Validating Data: Great tips for double-checking your analysis
Automatic Updating
- What happens when the data changes?
- Should you allow pivot tables to automatically update?
Pivot Charts
- Creating Pivot Charts in one keystroke
- Modifying charts
- The relationship between Pivot Charts and Pivot Tables
Advanced Features
- GetPivotData
- Calculated Fields

You'll also be able to ask your pivot table questions directly to Melissa Esquibel - Microsoft® Certified Trainer and editor of Office Technology Today. And there is NO LIMIT to the number of colleagues who can join in at one site!

Constantly Left Out of the Loop, Help!

Guest Blogger — Fri, 05 Aug 2011 06:33:00 GMT

Our friends at Business Management Daily have a page called Admin Pro Forum where readers submit questions for posting and other readers (administrative professionals) answer with their advice and points of view. Today we're sharing a question with all of you and would love for you to answer in the comments section below and engage in the conversation. For more topics, check out the Admin Pro Forum.

Question: “I constantly feel like I’m left out of the loop! When I need further information on anything I have to dig for it! How can I get management to pay attention to me? If I ask questions, I get the ‘don’t bother me’ looks or I'm told to come back later. I need help." —Sandra

To have your Admin Pro Forum blog posts delivered to your email, sign up at www.businessmanagementdaily.com/adminproforum.

Link: http://www.businessmanagementdaily.com/articles/26967/1/Out-of-the-Loop/Page1.html

Executive Assistant Desk Extras

Guest Blogger — Fri, 29 Jul 2011 07:59:00 GMT

Now that I have been an executive assistant to a software company president for two years, I have come up with a list of “extras” that I find handy to keep at my desk. These go beyond the standard supplies one usually keeps handy and can make you the hero in a variety of situations. In no particular order:

Breath Mints Staff members appreciate grabbing a peppermint as they head into a meeting with the president. I know I sure do!

Sham Wow! Really! But I’ve been very glad to have this little beauty at my desk to mop up when my boss or I accidentally tip over a beverage or overwater a plant. It’s great and you can wring it out into a trash can and keep using it – without using up paper towels.

Hand-held Carpet Roller We make the president’s office available to the cleaning crew once a month. In the interim, this little, dishwasher safe tool sweeps up all kinds of dirt, pebbles, confetti, and dead bugs without having to haul out the vacuum cleaner or dust buster.

Cough Drops / Day Cold Relief Enough said!

Notary Supplies and Handbook Our executive team finds it very handy to have me available to notarize documents. My supplies and log are kept in a locked drawer of my desk, ready at a moment’s notice.

Notecards I keep a supply of Thank You, Congratulations, and Condolence cards nearby since our president and chairman frequently like to mail personal notes.

Dental Floss It’s not so good to have an exec head into a meeting with a bit of something stuck between the front two teeth! Very distracting.

Sewing Kit Make sure it has several needles, lots of color spools, and some safety pins for the really quick repairs that are needed.

Extra Pens / Refills If your exec has a preferred type of ink pen, keep a supply of them (or refills) in your desk that only you can get to. Then, as you peruse the exec’s office for tidiness, you can resupply the pens a needed with no worry about those particular items being missing from the supply closet.

Tool Kit With a hammer, screw drivers, pliers, utility knife, and measuring tape. I found a set from Orvis years ago that was flowered and included a pair of scissors. I have them close by when they’re needed, yet if they get borrowed they are always returned!

Hand Cream / Moisturizing Lotion The office gets dry and the building maintenance team does not always supply bathroom with this.

Blanks Hanging folders, binder dividers, and manila folders. Ready Johnny-on-the-Spot when you have to do some organizing for your exec.

I’d love to hear what other invaluable extras you keep at your desk!

Lisa Geyer has worked for basys, inc., for 11 years (9 as the office administrator and the last two as the executive assistant). basys (yes, always lowercase “b”) is a benefits administration software company with expertise in providing solutions for labor unions. Lisa has a bachelor’s degree in journalism from Ohio University and is an avid needlepointer. Lisa also owns a red miniature poodle, a rascal named Neo.

Purple Squirrel

Guest Blogger — Fri, 15 Jul 2011 06:38:00 GMT

Purple Squirrel: Are You Willing to Become One,
or Will One Replace You?
By Pat Barber

The term “Purple Squirrel” recently caught my attention. As I must do when my curiosity is peaked, I investigated! Urbandictionary.com gives this definition: “The elusive candidate with exactly the right qualifications to match a business’s needs.” Then I ran across an October 11th 2010 CBSNewYork.com article describing it this way: “Businesses are looking to do more and more with fewer people, so they want people who are able to take on a wide range of duties.”

But wait! Aren’t “exactly the right qualifications” and “wide range of duties” conflicting terms? Perhaps – perhaps not. Here’s the thing. The term “Purple Squirrel” has been around for a number of years now, mostly familiar to HR and recruiting professionals who coined the term to describe businesses whose candidate expectations were, in their opinion, impossibly unrealistic.

The recent global recession, however, forced business expectations to change even more drastically. In short the age of “It’s not in my job description!”, or “I haven’t been trained in that!”, or “I have seniority - I shouldn’t have to work so hard!” can no longer be tolerated. And in fact, it does not have to be! Realistic or not, impossible or not, in a job market saturated with thousands upon thousands of job seekers, businesses hold the upper hand and their demands are being met! Progressive and college prep high schools, college career counselors, HR representatives, and even recruiters – all are scrambling to make the impossible possible. The formerly elusive and near-extinct Purple Squirrel is not only alive and well, it is fast becoming prolific!

Businesses need people, at all levels, to be willing (and able) to wear many hats. They need extremely flexible people: those willing to ignore stereotypical job descriptions, those willing to overlook set-in-stone work and break schedules in order to do whatever it takes to get the job done. They want (and are getting) employees consistently willing to go where none in their professions have gone before! Those who regardless of seniority or expertise are willing to continually learn and grow, to consistently push themselves (and others) past comfort zones! They want and need employees who hold an ever present and unshakeable conviction that nothing is ever beyond them and their ability to learn, is “bigger” than them, or beneath them, or is “someone else’s” job!

They want and need Purple Squirrels!

And if their existing staff cannot or will not become the Purple Squirrels they need, they will simply go elsewhere for them! And so I respectfully submit that the question for every employee today - no matter where, in what profession, or at what level - truly does become:

“Are you willing to become a Purple Squirrel … or will one replace you?”

About Pat: On December 1st 2011 I will celebrate 11 years with Avaya. I am a Management Associate at Avaya Inc, at the Westminster Colorado office. In addition to supporting my Director and several departments, I also provide global division level document security services; I am co-founder and current lead of AWAN, Avaya's global assistant network; I am an active member of Avaya’s Ambassador Program; and I help to plan, organize and host one of our most important annual in-house events, our R&D Summit/Symposium. ). I am a breast cancer survivor 9 years now (double mastectomy surgery on 11/29/01, followed by chemo which ended 3/31/02).

My email: chinablue@avaya.com
My LinkedIn site: www.linkedin.com/in/PatBarber
And I am on Facebook

How To Create An Admin Community

Guest Blogger — Fri, 24 Jun 2011 06:40:00 GMT

How To Create An Admin Community - and Then Become Its #1 Cheerleader!

By Pat Barber

Let me ask a question (raise your hand virtually if your answer is yes. Oh go on, no one’s looking!): How often in your Admin career have you arrived at a new job, full of excitement and chomping at the bit to help your executive(s) conquer the world, and equally eager and excited to team mightily with all those extraordinary assistants already there – only to find you (and your executives) were pretty much on your own?

And how many of you hate this sinking realization as much as I always have?

I’ve been with Avaya since December 2000, and until April 2008 this was pretty much my (and every other Avaya Assistant’s) reality. Then in 2008 Avaya (a business communications and collaboration solutions company, with offices spanning the globe) began tearing down its internal business “silo” structures. Simultaneously, I teamed with other like-minded Avaya assistants to tear down assistant siloing within Avaya. Together we formed AWAN – Avaya’s Worldwide Assistant Network – pronounced “A-1”, because we ARE Avaya’s A-1 team!

Our motto is simple: Assistants Helping Assistants to Succeed!

We hold once monthly web meetings (our Web.Alive meeting product helps knock down time zone barriers), we have a SharePoint website that is communally owned and operated by each of us, we hold global training events (on both internal and external applications/systems), our membership, enthusiasm and participation have grown steadily … and I have happily become AWAN’s #1 Cheerleader!

Did we know what we were doing when we started? Nope, not a clue! Did we know that we could not or (maybe even) should not? Again – not a clue! And that turned out to be extreme good fortune for everyone: AWAN, our executives, Avaya, and I dare say even Avaya’s customers!

So what do I think were some of the most important decisions we made early on, contributing to our initial (and ongoing) success? Hmmm, let’s see…

First and foremost, our motto! And then being vigilant about sticking to it and not getting sidetracked!
Recognizing that our titles neither define nor separate us: whether EA or clerk we are all ultimately in the same boat and with the same goal: to help our Executives and our departments/divisions excel!
That our survival as a community is identical to Avaya’s 3-pronged survival as a company: we must focus on our client’s needs (not our needs), we must collaborate together effectively, productively and efficiently, and we must be willing to continually grow and learn no matter the economic hurdles (if funding is not available, and it usually is not for Avaya Assistants, then we simply train each other or utilize free training resources such as Joan’s videos!)
That AWAN is not about telling assistants how to do their jobs. We need to be a valuable resource for assistants so they want to participate and contribute. Membership in AWAN is always 100% voluntary.
That networking is vital, but even more important is learning to network professionally and productively!
That no one person or committee can or should lead AWAN. It’s just too big and quite honestly, no one has time! We are one cooperative, collaborative, cohesive community – with me as its de facto cheerleader!
That if we are to enjoy longevity then adaptability and flexibility must become the bywords by which we are known! And lastly …
That we need ongoing support from and name recognition with Avaya’s top leadership. This is crucial! AWAN simply will not go far nor last long without it. I’m happy to report that support and recognition is gaining more and more traction every day!

So bottom line: Do I feel a united assistant community is integral in helping a company achieve success? You bet! Is there one blueprint for creating a successful assistant community? One that fits every company? Nope! Just as each company’s structure is different, each assistant community must also be different.

What I do know without a doubt is: unity and community trump silos every time!

My email: chinablue@avaya.com
My LinkedIn site: www.linkedin.com/in/PatBarber
And I am on Facebook

Beware of Black Holes

Guest Blogger — Fri, 17 Jun 2011 07:32:00 GMT

A few weeks ago, I participated in a Star Achievement class where we discussed the different varieties of stars in the universe: pulsating stars, twin stars, and exploding stars. During the small group discussion, I couldn’t help but think about another type of star, the black hole.

In simple terms, a black hole is a star that is collapsing in on itself. Around this region of space is a boundary or “point of no return,” the point at which the gravitational pull becomes so great that nothing can escape, not even light.

Have you encountered someone who is a “black hole” in your personal or professional life? If you get too close, they start pulling you into their negative sphere. And once you’re there, it can take a tremendous amount of effort to extricate yourself.

Star performers know that we have to employ healthy boundaries to keep ourselves from being sucked into pessimism and darkness. As Joan often says, attitude is a choice. We can choose to deal tactfully with the black holes in our lives to keep our attitudes positive, or we can choose to allow them to suck us into negativity. Attitude is a choice. Choose well.

Karla Weaver is a technical writer and editor at Sandia National Laboratories and has 17 years of experience in the administrative profession.

Attitude of Gratitude

Guest Blogger — Fri, 10 Jun 2011 06:56:00 GMT

Guest Blog by Brenda Mason

Attitude of Gratitude. You see these outlined on the Successory signs in some of the conference rooms at work. Do people just pass them by, or do they use it everyday towards their work attitude, as well as life attitude. You can read gratitude books, hear about it in church on Sunday, about giving thanks for whatever is sent your way. But do we really live the life of gratitude. I know that I didn’t, until recently when I was able to confront my attitude about career changes. I enjoyed going into work everyday because I had the opportunity to work for a wonderful Senior Vice President for the past 13 years until he decided to leave the company. My life as I knew it had ended because I had a boss unlike any upper management, he truly cared about people. The fears of change and how my future was going to be affected was all I thought about. Thoughts of “why is this happening to me” were just a few attitude problems that consistently came to mind.

During this time change, I was not thinking about changing my attitude to gratitude for having the opportunity to learn something new. My true excellence as an administrative professional began to change when I reflected on something that Joan had said “Blossom where you are planted.” I began to think differently about this opportunity and even posted that saying at my desk. I began to change the way I saw things and excellence began to guide me towards my journey. We should all take a step forward and reflect on how our attitudes can affect our excellence as an administrative professional. We as professionals should seize all opportunities to learn a new side of the business, and to begin a new strategic partnership when the opportunity arises.

In excellence, we as administrative professionals should all remember that if you change the way you look at things, the things you look at tend to change.

Brenda Mason CPS/CAP, CWCA
Brenda began her career at Nationwide in 1978. She joined the Heart of Ohio Chapter in 1994 holding various positions on the Heart of Ohio and Dublin Chapter boards, as well as, membership, scholarship, social committee, nomination and seminar chair. As Membership Chair, Brenda assisted the Heart of Ohio and the Dublin Chapters win awards for membership. She facilitates the CPS and CAP classes as well as facilities the exam at the Dublin location in May and November.

She is a member of International Association of Administrative Professionals – Dublin Chapter, CPS Academy Member, Nationwide’s WCA Mentoring Program, and until disbandment, a member of the Mid-Ohio CPS Society. Due to Brenda’s achievements, she was placed in Who’s Who of Professional Management in 2002.

Leadership Is An Influence Game

Guest Blogger — Fri, 27 May 2011 07:21:00 GMT

Leadership is an Influence Game
by Annette Brown

Do you have friends who would do anything for you, no matter what? My husband has several such friends who regularly jump in trenches, dig dirt, turn wrenches, build walls, get greasy and work up a sweat—out of commitment, not compliance.

One of the most fascinating executives I’ve worked for was an absolute master at inspiring others to want to do the things that he saw needed to be done rather than making them do things out of fear for losing their jobs. First, this leader had high personal credibility—he did what he said he would do. But he also got to know people and what’s important to them. So when he had a vision for something that needed to be done, he could help people see the WIIFM (“What’s In It For Me?”).

As his executive assistant, I would have rather cut off my right arm than let him down or drop the ball. It wasn’t uncommon for me to stay late, come in early and work through lunch, and I absolutely loved every minute! This leader got people to act out of commitment, not compliance. I’ve come to realize that leadership is an influence game.

Who is in your circle of influence? And do you know what’s important to them, what their priorities are, and where they spend their time? Can you frame what you’re asking them to do in a way that showcases how it helps them? Building lasting relationships with the people you work and interact with, getting to know what’s important to them and showing how they benefit from doing what you’re asking can help you shine as a leader. (As a parent, I’ve found it works with teenagers, too!)

Be sure that while you’re adding colleagues to your Linked In profile and friends to your Facebook account, that you’re also investing energy in building meaningful relationships. Get to know what’s important to the people you rely on. Most importantly, build a reputation as a person of your word—when you do what you say you will do, people are more likely to want to do what you what you see needs done.

I find that administrative professionals often make great leaders. For helpful information and articles on leadership, check out this website: www.i-lead.com.

Annette Brown, Professional Development Specialist, Luxottica

Annette Brown is a learning and development specialist for Luxottica with 30 years of proven business experience and is both a certified Star Achievement and Star Manager Trainer. Having spent the first 18 years of her career in administrative roles, she was among the early founders of Luxottica’s team of office professionals, now known as the L.E.A.P. Team (Leadership, Education, Achievement, Partnership). To convey what Annette does in her role at Luxottica, a learner from one of her Star classes described it this way: “she provides H.O.P.E.—that is, Helping Other People Evolve.” Annette is a wife of 24 years, mother of a college student and works as a Development Specialist for Luxottica, world-class manufacturer and optical retailer for familiar brands such as LensCrafters, Pearle Vision, Sears Optical, Target Optical, Sunglass Hut, Ilori, Oakley, and EyeMed Vision Care. Luxottica’s North American Headquarters is located in Mason, Ohio, just north of Cincinnati.

Cool AA - Poem by Reader

Guest Blogger — Tue, 26 Apr 2011 06:02:00 GMT

Special thanks to our reader who submitted this poem during our 3rd Annual Blog-a-thon!

“COOL AA”

I’m a “Cool AA” and I’d like you to know

I can juggle many balls and I go with the flow.

I start out every week with Monday Motivators

The things Joan shares are success generators.

Technology is changing-getting better and faster

I update my skills; I’m the best you can ask for.

My attitude is great and my pride says it all

I’m your go-to gal when you’re up against the wall.

I say what I mean and I mean what I say

And I always follow up by the end of the day.

I think out-of-the box when I’m “under the gun”

I adapt to the task and impress everyone.

I’m creative to the core and keep an open mind

My brain is like a sponge-soaking up all the time.

We may not all agree, but we get the job done

Working one for all and working all as one.

My professional behavior has taken me quite far

I’m a “Cool AA” and I’m proud to be a Star (Achiever)

-Patty O’Connell

Every Day Is Different In The Administrative Profession

Guest Blogger — Thu, 14 Apr 2011 07:15:00 GMT

Every Day Is Different In The Administrative Profession
By Chrissy Scivicque, Eat Your Career

For me, what’s COOL about being an administrative professional is the variety of work you get to do. When I was an Executive Assistant, no two days were the same so I never knew what to expect.

Oh sure, I’d try to plan my day. But inevitably, unforeseen fires had to be put out—both figurative and literal—and sudden, unanticipated wrenches would get thrown my way. My job was to adapt. Roll with the punches, so to speak. I had to remain flexible so my boss always felt things were running smoothly, even when I was completely frazzled under the surface.

While that might sound overwhelming to some people, this is one area where administrative professionals excel. We understand that plans change. We know the most meticulously planned schedules get off track, bizarre and sometimes unbelievable emergencies come up, and last minute demands are just the nature of modern business. And we take it all in stride.

Every day is a surprise when you’re in admin. You might plan a company retreat today, and tomorrow you might take minutes at a board meeting. You might frantically schedule a dozen meeting for your boss’s big international trip this week, only to find out the next week that it’s been rescheduled and everything needs to be moved. There’s never a dull moment!

When you walk through the door each morning, take a second to appreciate the COOL factor of this. The future is unknown. But as an admin, you’re definitely a part of it. You’ll be called on to fix what’s broken, turn chaos to calm, and make the impossible look effortless. It’s all in day’s work for you.

So stay nimble. Be ready to spring into action when needed. And consider doing a few stretches at your desk so you don’t pull anything!

Please share your own thoughts on the variety of work you encounter and the unexpected nature of the job. How do YOU plan your day? And how do you deal with the “fire drills”?

Chrissy Scivicque is a writer and career coach. She helps professionals develop strategies and take meaningful action toward achieving career goals. You can find her at EatYourCareer.com. Stop by and pick up your FREE mini-workbook to find out just how nourishing your career really is and how you can make it even more so.