Office Dynamics - Executive And Administrative Assistant Training

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Time Management Skills for Executive and Administrative Assistants

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One of the biggest struggles executive assistants report to me is mastering effective time management. Let’s face it: your days are chaotic. You’re pulled in a million different directions, and many of you have multiple leaders to support. Deadlines press down on you, distractions steal valuable time, and there never seems to be quite enough hours in the day to get it all done! I know what you’re up against.

There is no process, no to-do list, no time tracking trick that will help you until you begin your day with a positive frame of mind. That’s right: attitude is everything. Starting each day with confidence, positivity, and passion for progress often equates to a successful day. If your body and mind are in sync, you may surprise yourself with what you can accomplish in a day.

But you can’t just start the day in the right frame of mind. You should actively cultivate and protect that positivity (trust me…your day will try to steal it!). In order to maintain that outlook, make sure you make time for quiet in your day. Taking a few minutes to reevaluate and refocus on your work gives your mind and body the brief respite it needs to stay energized and in control. Find a place at your work that’s quiet (it may even be your own desk). Sit and breathe. Take stock of your day. Five minutes is all you need. Think about what you’ve accomplished and what still needs to get done. You can ask yourself these questions:

  1. What must get done before day’s end?

  2. What is the negative impact if I do not get this done?

  3. Am I currently focusing on the most important item in my leader’s eyes?

  4. What is coming up in the next few days that I must act on today?

Be future-focused while being in the moment! These five-minute breaks may be the most valuable time you spend all day. The day can’t wash over you if you stay more aware of yourself!

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Our new Time Management for the Modern Assistant: Proven Tactics for Taming Your Day eBook will help you take control back. Gone will be the days of feeling helpless and overwhelmed. Are you ready to stand up to the time robbers and chaos causers? Click here learn more!

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Administrative Professionals Day: Best Gift for Your Assistant

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When I worked as an executive assistant, I was always flattered on Administrative Professionals Day when my leader would generously give me a gift in recognition for my service and hard work. It made me feel special and truly meant a lot to me. Now as an executive myself, I’ve had the opportunity to experience both sides, and I have a much different suggestion for recognizing your stellar assistant today.

That’s right. I would like to address the leaders and executives out there and give you a word of advice. This year for Administrative Professionals Day, reconsider the bouquet of flowers and rethink the gift cards. Yes, they are appreciated, but to put it bluntly, your assistants are hungry for more. More enrichment. More skills. More preparation. And quite honestly, you’re going to be asking more of your assistants in the coming years, so it behooves you to ensure your administrative team is prepared and well-equipped for the future.

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11 Effective Ways for Assistants to Work From Home

Rare and unusual times have presented themselves as a result of the onset of Coronavirus COVID-19. As an office, we learned just how many Assistants across the nation and world have become impacted. While we anticipated learning of non-essential business closures leading to working from home, we did not anticipate the high number of Assistants around the world struggling with the uncertainties, isolation and communication barriers brought on by the circumstances.

Last week, we hosted an Understanding VUCA for Assistants webinar in which we shared adaptation traits to help our viewers navigate through constant change. During that webinar, we asked 800+ attendees around the world what their working situation was like as a result of COVID-19. The poll asked Assistants to select the option that described them: “Working from Home” or “Still Working from the Office.” The results showed that 80% of our webinar attendees are working from home (WFH).

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Survival Tactics for Administrative Professionals During Chaotic Times

Disasters and chaotic times dramatically impact our personal and professional lives. And while, with time most situations improve, reoccurrence in the future is inevitable.

How do you manage external responsibilities, such as children and family, keep up with workload demands and safeguard yourself from difficult times in the world? Adaptability.

At Office Dynamics International, Secretaries, Executive Assistants, and Administrative Assistants alike have approached us on skills, tactics, and traits to implement in order to achieve agility and survive the pressures of today’s society.

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Continuing to Navigate and Remaining Calm Through Difficult Times

The world around us is in a state of pandemonium. The threat of Coronavirus has highlighted our greatest fears and worst nightmares. Its tentacles have a firm chokehold on the economy, and basic infrastructures are grinding to a halt. Times like these remind us of an old concept developed during the Cold War era, VUCA. VUCA stands for Volatility, Uncertainty, Complexity, and Ambiguity. It’s an acronymized way of saying, “Buckle up. It’s a crazy world out there.”

Executive assistants, however, are probably more prepared than most to deal with crises of all kinds. Here are our suggestions for continuing to navigate and remaining calm through difficult times:

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How Assistants Can Have Staying Power

With all the buzz technology and workplace trends generate, it’s easy to forget that the foundation of every administrative professional should be built on timeless skills. Failing to develop these critical cornerstones for administrative assistants often means failure to thrive and succeed. There’s a reason some skills are needed decade after decade. Skills like:

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International Women’s Day 2020 – A Message From Julie Reed

Sunday, March 8

In a recent interview, I was asked, “What motivates you to be an Administrative Professional Trainer and Coach”? I made it clear: I am passionate about my career of choice. More importantly, I am driven by the concept of igniting the power of you, the opportunity to gain control over your outcomes, and to value your value. I am an advocate for those who feel undervalued, those who are victims of their circumstances, the overwhelmed and stressed— basically, the disengaged and passionless.

As a daughter, I was blessed with powerful role models and was uplifted by sisterhood. As a mom to four daughters, I lived out loud. Through my daily actions, I sent the message that you can do anything and “sisters stick together.” And finally, as an employee, I was fortunate to have managers and co-workers who provided me immense opportunities to lean in and lift up. 

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What Are Some Measurable KPIs for Executive Assistants? – Ask an Admin

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Ask an Admin was created by Office Dynamics to help administrative professionals with their problems through the help of their peers. We don’t always have an answer to each individual’s problem but we know some of you might. Please read the question and comment below.

Marje M asks:

My boss is making me write my own Key Performance Indicators.

What do you suggest for measurable ones for an Executive Assistant?

Thank you!

Please share your thoughts and advice in the comments below.

Want to learn more about Ask an Admin and how to submit your own question? Click here! 


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Grab your free Competency Assessment for assistants and see how you measure up!

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2020 Training Opportunities for Administrative Assistants

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There’s a saying that success is 5% strategy and 95% mindset. When you set your mind to improving your job skills, you take control of your life to reach your full potential. It results in you performing at your optimum level. That leads to opportunities for your career advancement.

We at Office Dynamics want you to grow and become highly efficient in your role. We offer a variety of live learning events, opportunities, and resources to increase your effectiveness. And in honor of our 30- Year Anniversary, we are offering more administrative courses, cities, and dates.

Here’s what we have in store for administrative professionals in 2020:

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I’m a Bored Executive Assistant – Is It Time to Move On? – Ask an Admin

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Ask an Admin was created by Office Dynamics to help administrative professionals with their problems through the help of their peers. We don’t always have an answer to each individual’s problem but we know some of you might. Please read the question and comment below.

EA with Brains asks:

How to approach this situation?

I work for a C-level executive who gives me tasks to do even though I’ve asked my executive if there’s anything I can do to assist with project-related work. I’m bored and not sure if it’s time to search for another job. I’m over 50 and may not get a match in salary (I’m highly compensated).

Thank you!

Please share your thoughts and advice in the comments below.

Want to learn more about Ask an Admin and how to submit your own question? Click here! 

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Las Vegas, NV 89113
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