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Today’s Administrative Assistant Has Power

administrative_assistant_training

(Excerpt from Become an Inner Circle Assistant book, Joan Burge)

For the first time in history, the administrative professional’s job description hints at the full engagement of cognitive powers. When the job description includes identifying goals for the coming year; meshing them with your executive’s goals and department and organization goals; being prepared to track progress at specific intervals; and being accountable for success or lack thereof, it’s easy to tell this is not a job for dummies!

You’re not a puppet, and someone else is not pulling the strings. You’re in charge. You have power. And if you’re to attain the inner circle assistant spot and maintain it, your intellect plays a large part in your success. So if the best career advice you’ve received so far is to dress for success, get ready to think bigger. And “think” is the operating word.

I am talking subtle power; not “walk-all-over-everyone” kind of power. As an administrative or executive assistant, your power will come from your brilliance! It comes from your thinking and fully engaging all your senses every day throughout the day. This is no easy feat but you can do it. Here are a few tips: [Read more…]

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Strategies for Advancing Your Career Outside of Administrative Services

My good friend and fellow expert in the administrative field, Julie Perrine, has a saying that goes something like this, “In admin, you can start here and go anywhere!”

Incidentally, if you don’t know Julie, you should. She’ll be at the annual Conference for Administrative Excellence this year and she is an absolute wealth of knowledge and insight.

But back to the point: Being an administrative professional, the world is your oyster. This is a career that can, should you desire, be a fantastic stepping stone into a wide variety of other careers.

Here at Office Dynamics, we focus a lot on those who have chosen administration as their career path. It’s a noble, exciting, ever-evolving world that can be incredibly fulfilling and lucrative. However, it’s not for everyone.

Some people may find that it’s not a good fit. Others may enjoy it for a period of time, but eventually feel called to other fields. [Read more…]

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Tips for the Traveling Administrative Professional

travel_tips_for_assistantsAdministrative professionals are the superheroes of travel planning. Admins use their telepathy to know what brands their travelers prefer, time travel to get days of work done in mere hours, and teleportation to support their travelers, even when they are halfway around the world.

Their only kryptonite? Themselves. Admins spend their days prioritizing other’s needs and often forget to think of themselves. Then, when it’s finally time to take a day off and relax, or travel for business, they’re starting from scratch and the planning process suddenly feels more stressful than ever! The checklist below is split up into different sections of the trip: booking, planning, packing, and flying! Use the checklist to help organize your travel planning superpowers so you can feel the joy of a stress free trip.

Calling all admins: celebrate admin day and treat yourself! [Read more…]

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How to Reignite Your Enthusiasm for Work

At some point, in any professional’s career, there comes a time when enthusiasm wanes. It’s natural, after all. Even as an assistant, a role where “no two days are exactly alike,” the day-to-day operations can eventually become monotonous.

When you feel a lack of enthusiasm for the work you do, it can really take a toll on your quality of life. You feel more tired and discontent. Ultimately, it can also impact your quality of work. When you’re not energized by what you’re doing, you tend to cut corners and settle for “good enough.”

So, what’s an assistant to do when he or she feels that lack of enthusiasm? How do you get back on track? Here are some simple, but effective, recommendations.

Tackle Stretch Projects

Nothing is more exciting than a project that challenges your capabilities. These kinds of projects give you goals that are outside the normal, everyday realm. They’re risky, no doubt. But hey, risk is exciting! It gets the blood moving. It forces you to think differently and deeper. It pushes you to see things from new perspectives.

Volunteer to do something you’ve never done before. Suggest an innovative solution to a problem that’s been plaguing your team for ages. Offer to own that project that no one else wants to do.

You are capable of much more than you (or your manager!) probably even realize. The feeling of growing is, in and of itself, a great energizer. Plus, as you tackle these challenging items, you’ll enhance your reputation and contribute more meaningful in your role. It’s a win-win.

Shake Up Your Routine

Routines are useful because they make us more productive. However, it’s easy to shift into autopilot when you’re doing the same things, in the same way, every day. Sometimes a minor shake up can help you re-engage. Even something simple, like taking a different route to work in the morning or climbing the stairs instead of using the elevator, can help you feel more awake and alert.

When I’m feeling a lack of enthusiasm personally, I rearrange my to-do list. I move the tasks I enjoy most to the end of the day, that way I can look forward to them. I’m able to power through the more unpleasant work with the knowledge that my afternoon will be filled with more enjoyable items. Or, I save the best stuff for Fridays. These are simple tricks that I find helpful when I’m struggling.

Optimize Your Environment

This is another strategy that I rely on personally. The physical environment can have a dramatic impact on your mental perspective. When I need a good hefty dose of renewed energy, I reorganize and redecorate my workspace. It never fails to lift spirits. I can find new ways to enhance the functionality of even a tiny space, and when all is said and done, I can enjoy a fresh new perspective.

Try this and see how it feels: Remove all the clutter from your space and re-evaluate why it’s there. Exchange your personal pieces of flare for more recent photos or important mementos. Switch up the location of your computer, your phone, and your work-in-progress files. Empty your drawers and find new places for your stockpiles.

In my experience, a few minor adjustments can have a powerfully positive effect.

Reconnect with Your Value

Finally, one of the best things you can do to reignite your enthusiasm is to remember why your work really matters. Consider the impact you have on your executive and the organization as a whole. Imagine what things would be like if you weren’t there. Remember the overall goals and mission of the organization.

You are an essential part of something that is very important to many, many people.

Remember that work is not the same as play. It’s okay if you aren’t filled with an overwhelming sense of excitement each and every day. Save that for your trip to Disneyland. However, it is absolutely possible to find something at work, each and every day, that brings you a sense of joy, enthusiasm or fulfillment. It takes effort, but it’s worth it.

Chrissy Scivicque is a career coach and corporate trainer who believes that work can be a nourishing, enriching part of the life experience. Her website, EatYourCareer.com, is devoted to that mission. You’re invited to join the FREE Eat Your Career Resource Library where you’ll gain immediate access to dozens of tools to advance your professional skills and achieve career fulfillment.

Chrissy also has an amazing book called The Proactive Professional and some incredible ebooks and guides.

This blog is part of our 2017 Blog-A-Thon. Please leave a comment or share the blog for your chance to win one of our amazing giveaways! The more blogs you comment on and share, the more chances you have to win. If you’d like to learn more about our Blog-A-Thon you can do so here. Hint: Subscribe to our blog in the upper right-hand corner so you never miss a blog.

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10 Apps for Administrative Productivity and Organization

This is the second article in a two-part series on productivity apps for admins by Julie Perrine. You can read part 1 here.

As an administrative professional, you need to be productive and organized wherever you go. But hauling around your work laptop 24/7 isn’t exactly practical. The solution? Smartphone apps! Here are my 10 app category favorites.

  1. Travel Planning Apps: Whether you’re the one traveling, or simply attempting to get your executive from point A to point B, travel planning apps can be a life saver. Tripit, my personal favorite, creates a mobile itinerary available at the tap of your screen. Just forward your confirmation emails to the app (hotel, rental car, airline tickets, etc.), and Tripit will organize them all in one place including directions between locations. I also recommend SeatGuru, GateGuru, and the apps for a hotel, airline, and ground transportation companies you use the most.
  2. To-Do List Apps: Long on to-dos and short on time? Enter your habits, tasks, and hobbies into a to-do list app such as SuperNote, Wunderlist or Timeful. Timeful will suggest the optimal time to complete them. This smart app even “learns” your schedule and adapts to your busy and available times.
  3. Project Management Apps: Teamwork is, by far, my favorite project management app. It’s what I use to keep my own team on track. You can update statuses, track time and tasks, and get real-time updates on all your projects. Others you may want to research include Trello, Asana, and Basecamp.
  4. Virtual Meeting Apps: For far-flung teams or admins supporting on-the-go executives, online meeting apps help keep everyone on the same page. My team uses GoToMeeting, Skype, and Facetime to meet “face-to-face” using technology. Chat by phone or video conferencing, record meetings, and share screens to keep each other up to date, even if you’re continents apart!
  5. Cloud-Based File Storage: Tired of attaching documents to emails and relying on track changes to keep up with multiple people editing the same files? Need to access your work from any device, anywhere? Dropbox, Box, or OneDrive may be the solution. Update, backup, and share files with your executive and team – no flash drives needed!
  6. Note Taking Apps: A robust note-taking solution, such as Evernote or OneNote, makes it easy to organize, capture, and share everything from that awesome picture you took of the sunrise to your administrative procedures binder. Work from anywhere on any device and capture everything in one handy digital notebook!
  7. Currency Converter Apps: Quick, what’s the current exchange rate for the yen? I don’t know, either – but Convert Pad does. It quickly converts any currency, but it goes a step above and beyond by converting measurements, too – inches to centimeters, kilometers to miles, etc. There are a lot of free currency converter apps available, so search for the one that is simplest to use for your specific needs.
  8. Time Zone Converter Apps: Time zones can be tricky, especially if you or your executive is working virtually from another state or country. I use the Time Zone Converter by TimeAndDate. Another cool one is World Time Buddy. It not only lets you check the time in any part of the world, it also shows you color-coded business hours in your specified time zone, making it easier to schedule meeting times.
  9. Business Card Scanning Apps: Anyone who’s ever attended a conference or networking event knows just how quickly all those business cards stack up. WorldCard Mobile scans those cards, adds the info as a new contact or updates an existing one. It even allows you to connect to the person straight from their business card!
  10. iBooks, Kindle, or Other eReader Apps: Want to catch up on the latest industry trends on your lunch break or finally finish that novel on a long flight? Don’t lug your entire library with you. An eReader makes your bookshelf portable and saves space in your briefcase or carry-on bag.

The days of being tied to a desk or a computer are long gone. With these apps, productivity and organization are literally at your fingertips. Take a few minutes to explore the app store for solutions you need, and turn your smartphone into a productivity powerhouse!

What are your favorite productivity and organization apps? Share your favorites in the comments below.

About Julie Perrine

Julie Perrine is an administrative expert, author, and all around procedures pro. She is the founder and CEO of All Things Admin, a company dedicated to developing innovative products, training, and resources for administrative professionals worldwide. Julie’s upbeat, step-by-step approach to handling the opportunities and challenges facing administrative professionals provides proactive strategies for developing a plan, creating forward motion, and achieving great results.

She is the author of two books: The Innovative Admin: Unleash the Power of Innovation In Your Administrative Career and The Organized Admin: Leverage Your Unique Organizing Style to Create Systems, Reduce Overwhelm, and Increase Productivity.

Julie will be one of the featured speakers at the 2017 Conference for Administrative Excellence in Las Vegas this October. She will be presenting a general session on What To Do When There’s Too Much To Do: The Productive Admin’s Guide to Managing Time.

Connect with All Things Admin on LinkedIn and on Facebook. Follow Julie on Twitter.

This blog is part of our 2017 Blog-A-Thon. Please leave a comment or share the blog for your chance to win one of our amazing giveaways! The more blogs you comment on and share, the more chances you have to win. If you’d like to learn more about our Blog-A-Thon you can do so here. Hint: Subscribe to our blog in the upper right-hand corner so you never miss a blog.

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5 Productivity Apps You Probably Already Have on Your Smartphone

Productivity_Apps_For_AssistantsThis article is part one in a two-part series on productivity apps for administrative professionals by Julie Perrine.

While there’s certainly a case to be made for banning phones from the workplace – confidentiality concerns, Facebook faux pas, employees who spend more time on Snapchat than spreadsheets – some smartphone apps, when used properly, can make your job a lot easier. The following are five apps you probably already have on your phone, and how you can use them to be more productive.

1. Audio recorders. Have you ever been in a meeting where the information comes fast and furious or sat across from your executive as he or she verbally dumped out the details for an important trip or memo they need drafted? Wouldn’t it be nice if you had a way to record those words, rather than giving yourself carpal tunnel syndrome attempting to scribble down notes?

Enter audio recording! Simply push the button on your app to capture their words verbatim, and then transcribe it when it’s convenient for you. If transcription is a pain point, these three apps will do it for you: Dragon Dictation, Evernote for Android, and Voice Assistant!

2. Notes. We’ve all been there. Your executive says something in passing that you need to remember, so you hunt down a pen and a sticky note to jot it down.
But why? Your most powerful note-taking software is already in your pocket or sitting on your desk! Whether you use OneNote, Evernote, or the default notes app that came with your phone, you’re just a few keystrokes away from documenting these important comments in a place where they won’t get misplaced or thrown out.

3. Tasks. As an admin, your to-do list is usually a mile long, and it can be difficult to remember what you need to do and when.

A task app can help! Enter the specifics – description, due date, etc. – and you’ll be able to see at a glance what needs to be done and when.

4. Calendar. When is that important meeting? What date is the budget report due? What time is your executive’s flight to Cleveland for the big conference?
With a calendar app, you’ll never forget an important date again. Set reminders, alerts, and alarms, sync to Outlook or other email programs, and never miss an important meeting or event.

5. Podcasts. If you want to develop your business acumen, you’ll need to stay up to date on the latest industry trends, news, and developments. But as a busy admin, where will you find the time?

With a podcast app, you can download and save relevant streams and peruse them at your leisure – during your morning commute, on your lunch break, or as you relax on the couch after a long day at the office.

While there are numerous productivity apps out there – these five likely don’t require any research or downloading since you (probably) already have them. So pick up that phone, test them out, and put them to use today!

About Julie Perrine

Julie Perrine is an administrative expert, author, and all around procedures pro. She is the founder and CEO of All Things Admin, a company dedicated to developing innovative products, training, and resources for administrative professionals worldwide. Julie’s upbeat, step-by-step approach to handling the opportunities and challenges facing administrative professionals provides proactive strategies for developing a plan, creating forward motion, and achieving great results.

She is the author of two books: The Innovative Admin: Unleash the Power of Innovation In Your Administrative Career and The Organized Admin: Leverage Your Unique Organizing Style to Create Systems, Reduce Overwhelm, and Increase Productivity.

Julie will be one of the featured speakers at the 2017 Conference for Administrative Excellence in Las Vegas this October. She will be presenting a general session on What To Do When There’s Too Much To Do: The Productive Admin’s Guide to Managing Time.

Connect with All Things Admin on LinkedIn and on Facebook. Follow Julie on Twitter.

This blog is part of our 2017 Blog-A-Thon. Please leave a comment or share the blog for your chance to win one of our amazing giveaways! The more blogs you comment on and share, the more chances you have to win. If you’d like to learn more about our Blog-A-Thon you can do so here. Hint: Subscribe to our blog in the upper right-hand corner so you never miss a blog.

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Teamwork Strategies for Administrative and Executive Assistants

There is no great month than April to talk about the power assistants create when they work together. In April, we honor administrative around the world for one full week. What does that tell you about the importance of the role?

For more than two decades I have been teaching assistants about the benefits of working together. While I often hear about the challenges and issues assistants have with their peers, assistants can find strength in community and unity. [Read more…]

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Take Extra Words Out of Your Writing and Add Clarity

writing_tipsTo Whack Wordiness, Delete Wobbly Words

This is part of a series by editor Barbara McNichol to provide tips for writing like a pro.

To take extra words out of your writing and add clarity, the easiest approach is to attack wobbly words. What do I mean by wobbly words?

Well, they’re words that are vague, indefinite, and don’t add much to the meaning of a sentence. In fact, they can add word clutter your paragraphs and detract from what you strive to say.

In their classic guide The Elements of Style, Strunk and White call word clutter “the leeches that infest the pond of prose, sucking the blood out of words.” Count the following six wobbly words among the word clutter culprits! [Read more…]

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Strategies for Advancing Your Career in Administrative Services

As a career-minded assistant, it’s easy to get to a place where you wonder, “Where do I go from here?”

Advancing as an assistant can take many different forms. For some, it involves climbing to the next level, becoming a “senior” support staff member or an administrative manager. For others, it means moving into a support position for a higher-level executive, assisting a CEO or CFO for example.

Regardless of what path you’re on, if you’re interested in moving up the ladder as an assistant, there are several strategies to better position yourself for success. These tips will help demonstrate your higher-level abilities and support your bid for promotion when the time comes.

Master the Fundamentals
As Joan says, “You have to master the fundamentals!” You can’t expect to move up if you aren’t already fully and completely (even exceptionally) competent with the basic duties and responsibilities of the role. If you’re still struggling with time management, organization, professional presence, and communication, focus on amplifying your skills in these key areas.

There’s no substitution for mastery. Proficiency isn’t enough. Become an expert in everything you do. [Read more…]

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Spring Cleaning For Office Professionals

spring_cleaning

I thought I’d keep this bonus blog on the lighter side.  With the onset of spring, now would be a good time to do a little cleanup.  Here are a few ideas.

Spruce up your work area with fresh flowers

Purge files; clean up computer files

Rearrange furniture

Inform your team of new concepts

Negotiate your workload

Gather information on new office products

[Read more…]

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5575 South Durango Dr. Suite 106
Las Vegas, NV 89113
Phone: 800-STAR-139
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