First Live Video Conference Training for Administrative Assistants with Joan Burge, CEO, Office Dynamics
“It’s like we were in the room together!”
Thursday, May 23, 2013 we made history at Office Dynamics International. I gave my first video conference workshop for administrative assistants without getting on an airplane! It is not that I had never presented via this technology but it always happened where I first had to fly to a client’s location and then they broadcast me out to their various administrative and executive assistants around the country.
Jasmine found a great facility in town with awesome Cisco technology for me to be able to video conference workshops. The company is called Plus6. This is actually the second time I’ve used their facility. The first time, I presented an hour program for executives and assistants who were located in Columbus, OH. Both times, Plus6’s team did a great job. They made my life simple and the participants were very happy.
It was exciting for me to experience this technology whereby I can now reach assistants all over the world without getting on an airplane. The picture and sound quality were top-notch and I felt as if I were right in the conference room with the attendees. I had them do brainstorming activities and even got them out of their seats during the 3 hours for an energizer! We had such fun.
The client requested I speak on the following topics: calendar management and appointment scheduling, travel planning, setting priorities, organizing work space and tasks, and managing time. I also covered communicating with your manager or executive and the importance of daily huddles. I covered a lot of territory in 3 hours. The most significant ‘aha’ was that an assistant has to truly use their brain when it comes to all of these every-day tasks. When you are scheduling meetings and travel, a good assistant will approach this holistically. I have always said, “Just because a date is open on the calendar, it does not mean your executive is available.” So while software programs can search several individuals’ calendars for availability, the computer cannot think about all the variables.
Here are just a few little extra tips from the workshop handout.
Time Management Tips
Focus on tasks of high value.
Use the clustering technique. Cluster similar tasks and supplies.
Avoid backlogs of work by keeping information flowing.
Flexibility leads to control. Use your “to do” list or other tools,
but don’t let them control you.
When given a project or task, get all the information you can at once.
Establish some quiet time throughout the day to get reorganized
and mentally back on track.
Recognize the time of day you are most productive.
Excuse yourself from idle chatter after a few minutes.
Search for alternatives: a simpler, faster way.
Finish what you start; avoid jumping around (multitasking).
Keep an organized workspace.
I plan to create an online training program for administrative assistants this summer from this 3-hour workshop but will break it up into 8 or 9 short segments. Keep your eyes open for a big announcement. Or if you want to be added to the pre-release announcement, please write [email protected]. In the subject line, write: Managing My Day.