tag:blogger.com,1999:blog-15757778393122054712024-03-08T06:27:44.389-05:00Laughing All the Way to Work: A Survival Blog for Today's Administrative AssistantWe all have to work, but who says we can't enjoy it too!
My goal for this blog is to give good tips and ideas and occasionally put a smile on your face as you start your day!
Let's enjoy our day together.
© Copyright Patricia Robb 2018Patricia Robbhttp://www.blogger.com/profile/09077127934947422705noreply@blogger.comBlogger457125tag:blogger.com,1999:blog-1575777839312205471.post-45074164742084867242019-02-18T22:14:00.002-05:002022-08-31T17:10:05.794-04:00Practice makes perfectWhenever I go on an interview, I set up a mock interview with a friend and we go over questions that might come up. Whether they are the exact questions doesn't matter. It is the time spent practicing for the interview that helps.<br />
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You want to get over those initial jitters and not knowing what to say in the mock interview. Do this a few times and you will be more confident when you actually go for the interview. I call it getting into the interview mode.<br />
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What you really want to convey in an interview is confidence: confidence in what you know, confidence that you can do the job, confidence in conveying that information to the interviewers. <br />
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Don't forget to interview them too. You want to be sure this is the job for you. Sometimes we are so anxious about the interview, we really need the job or we think we have to say yes if it is offered to us, that we forget to notice the warning signs that this might not be the job for you.<br />
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And finally, you should do research on the company where you are applying. I asked one person I was interviewing if they had heard of our company and she said that she got an email alert that there was a position and she immediately applied for it. She didn't really know anything about us. Even after she told us this, she didn't ask any questions about the company. An employer likes to know that you are interested in what they are doing.<br />
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Patricia<br />
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<br />Patricia Robbhttp://www.blogger.com/profile/09077127934947422705noreply@blogger.com5tag:blogger.com,1999:blog-1575777839312205471.post-39556524168432310602019-01-15T01:19:00.002-05:002019-01-15T01:19:34.572-05:00Looking your best on video<br />
Good advice when doing meetings by video. <a href="http://onthejob.45things.com/2019/01/how-to-look-your-best-on-video.html">http://onthejob.45things.com/2019/01/how-to-look-your-best-on-video.html</a><br />
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My sister experienced this recently when she signed up for a multi-video meeting with other consultants. She didn't realize everyone would be able to see her so she ran out to get changed because she was in her housecoat. In the meantime, her husband didn't know she was online and casually walked by the computer in his underwear. It could have been worse... I'm sure they all got a good laugh out of that one.Patricia Robbhttp://www.blogger.com/profile/09077127934947422705noreply@blogger.com0tag:blogger.com,1999:blog-1575777839312205471.post-22572821873482323222018-12-14T16:37:00.002-05:002018-12-14T16:58:20.956-05:00Setting Rules in Outlook 2016I like to set a rule for the messages I receive from my boss. I have a new boss so had to figure out how to do this again and thought I should just write it down for the benefit of anyone else who may need it or for myself for the next time.<br />
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I want any emails sent from my boss to go into a special folder . I also want it to make a sound when the email arrives. I chose a ring tone so it is different than the default email notification. This way, when I hear the ring, I know it is from her and will check it right away. <br />
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In my case, I actually turn my regular email notifications off, so her email is the only one that makes a sound. I find the notification noise and the incoming emails floating across my screen are just too distracting. I have gotten in the habit of checking Outlook regularly. This is especially helpful when I am drafting minutes. It is nice to just focus on that and not be interrupted so much. Of course when I hear the ring, I do check …<br />
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Before you set up the rule, you should first set up the folder where you want it to go. To do this, right click on Inbox and choose New Folder. Name it and then press OK. I want it to go right under by Inbox so I name it _ Joan Brown (FROM). The underscore makes it file at the top:<br />
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<li>Choose File, Manage Rules & Alerts</li>
<li>Click on 'New Rule'</li>
<li>Go to 'Start from a blank rule' and click on 'Apply Rule on messages I receive'. Then click NEXT</li>
<li>Under Step 1, check the first box 'From people or public group' and then in the Step 2 box, click on 'people or public group' and that will open your Address Book. Choose the person you want the rule to apply to. Once you have found the name, click on the From button and the name will go in that box. Then press OK. Click on NEXT</li>
<li>Under Step 1, check the box 'move a copy to a specified folder'. Under Step 2, click on 'specified' and it will bring you to your Outlook Account and you can choose where you want it to go. If you want it to play a sound, in the same Step 1 box choose 'play a sound', then in the Step 2 box click on 'a sound' and a dialogue box will open with a list of possible sounds. Scroll down until you see what looks like a road pylon. Choose the sound you want. I chose the basic Ring 01 sound, click on it and then press OPEN</li>
<li>Press NEXT</li>
<li>Click FINISH and it is all set up. </li>
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Now when my boss sends me an email, it will go directly in the folder I identified it to go to and make a ring sound. I know it can seem scary to have emails go into a folder (out of sight/out of mind - What if I miss something important?). Since it is the first sub-folder under my Inbox, it is noticeable and if I step away from my desk and miss the ring, I will see the folder bolded to show there is an unread email in it. <br />
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I also check this folder regularly as I am doing work from there most of the time. Another benefit to having all the emails from my boss in one place is if I want to find something, I just go to her folder and they are all there. <br />
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I also like to keep track of emails I send her. I name this folder under my Sent box as _ Joan Brown (TO).<br />
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To do this:<br />
<ol>
<li>Choose File, Manage Rules & Alerts</li>
<li>Click on 'New Rule'</li>
<li>Go to 'Start from a blank rule' and click on 'Apply Rule on messages I send'. Then click NEXT</li>
<li>Under Step 1 click on 'Sent to people or public group'</li>
<li>Under Step 2 click on 'people or public group' and that will open your Address Book. Choose the person you want the rule to apply to. Once you have found the name, click on the To button and the name will go in that box. Then press OK. Click on NEXT</li>
<li>Press NEXT</li>
<li>Click FINISH and it is all set up. </li>
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I really like having all the emails I send to my boss in one place. It is so much easier to search and actually find.<br />
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There are a number of rules you can apply in Outlook, but as my daughter used to tell me when she was a teenager, too many rules is not cool, and it really can get confusing so I limit it to these two and that works just right for me. <br />
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Patricia Robbhttp://www.blogger.com/profile/09077127934947422705noreply@blogger.com0tag:blogger.com,1999:blog-1575777839312205471.post-27541437312660599902018-11-24T20:19:00.000-05:002018-12-13T13:22:02.152-05:00Knowing when it's time to move onSomeone contacted me a year or so ago very fed up with her admin position. She was wondering how she could make her job more interesting. She was also having relationship problems with her colleagues. I could feel her frustration.<br />
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I found her email the other day so thought I would contact her just to see how she was faring and things have not gotten any better.<br />
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My red flag to go is when the joy is gone. I like to have a job where I have fun and can feel satisfied when I've done a good job. I also want to feel challenged and have a sense of accomplishment when I have figured something out. When I stop having that, I just go through the motions and that is never good.<br />
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There is always economics though and the need to earn a living so that has to be taken into consideration. Can I afford to move on?<br />
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Sometimes there are opportunities in your own back yard that you can try. A new boss, a new set of tasks and new work colleagues. I used to work for a law firm and I recall a move I made to another law firm just across the street. Nothing had really changed, except for the fact that I had a new boss, the area of law was different than I had done before and my desk faced a different direction. Where I was located had more sunlight because I sat near a corner office. Perhaps a change in direction will do the trick. <br />
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I was working with a young admin assistant. She was a good admin, but her passion was in graphics. She was pleased when she did a good job in her admin role, but when she had a chance to create something, you could see her come alive. She ended up staying for a short time and then signed up for a graphics course at the local college to pursue that dream. I wished her well. It is always nice to do something you are passionate about.<br />
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But sometimes, it is just time to move on. If you do decide to go, do your homework first. Check out the local job market, send your resume out to test the waters and look for something that gets your heart racing a bit. It might seem scary at first because it is a new challenge. If you read my previous article you will see I did that when I took the minute-taking job, but when I finally did it, I loved it and never looked back. That job too eventually became routine and I moved on to something else.<br />
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The main thing is to have joy in whatever you are doing.Patricia Robbhttp://www.blogger.com/profile/09077127934947422705noreply@blogger.com0tag:blogger.com,1999:blog-1575777839312205471.post-72626094265021357052018-11-20T20:18:00.000-05:002018-11-24T20:25:43.024-05:00Minute-Taking CoachI am one of those rare birds who actually enjoys taking minutes, although I avoided taking them for years. I wouldn't apply for a job if I saw that minute taking was a requirement and if an employer ever suggested it, I threatened I would quit. However, when I finally decided to try it, I found I really liked it. I enjoy the preparation leading up to the meeting, the actual taking of the minutes and the follow up afterwards. I particularly like senior executive meetings.<br />
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So how did I get into it? In 2007, I started this blog and wrote articles on various subjects of interest to an administrative assistant. I had never written on minute taking though and knew that was probably something people would want to hear about. So I bugged and bugged a friend of mine who was a Senior Executive Assistant and experienced minute taker to explain it all to me. After listening to her, I realized that once I knew the purpose for being there and what I needed to listen for and take down, I really thought I could do it. I'm not one to do things in half-measure so when a job came up for an Executive Assistant and Corporate Secretary to the Board of Directors, I thought, "Why not!" and plunged right in and went for the interview and was hired.<br />
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The CEO was taking a chance. He knew I had years of administrative experience, but he also knew I had never taken minutes before, except for a short time right after high school. The next Board of Directors meeting was in three months and nothing had been done to prepare for it so I plunged right in. Under the CEO's tutelage, and with what my friend had taught me, I organized the next Board of Directors' meeting and all its Committees.<br />
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What changed things for me was having the CEO on my side helping me along the way. I also had my friend I could call if I had any questions. What a help that was to me in those early days. When I finally did take the Board minutes, nobody at that table knew I was anything but a very professional and competent minute taker. Having people on your side can make the difference.<br />
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From all my years of giving minute-taking webinars and speaking to groups of admins, I found that the fear of taking minutes is one of the biggest hurdles to overcome. That is why at <a href="http://www.boomerangvirtualassistants.com/" target="_blank">Boomerang Virtual Assistants</a>, I wanted to offer clients my services as a minute-taking coach. I know from experience that it can make all the difference.<br />
Having a coach by your side providing encouragement, being available to answer any questions, reviewing the minutes, making suggestions and helping along the way can be a game changer. And yes, my friend who helped me all those years ago is also on my team and part of the baby boomer team who make up Boomerang Virtual Assistants.<br />
If you want to invest in your assistant, or are an assistant who wants help with minute taking, please contact me at <a href="mailto:patricia@boomerangvirtualassistants.com">patricia@boomerangvirtualassistants.com</a> or visit my website at <a href="http://www.boomerangvirtualassistants.com/">www.boomerangvirtualassistants.com</a> and fill out the enquiry form and let's talk minutes!Patricia Robbhttp://www.blogger.com/profile/09077127934947422705noreply@blogger.com0tag:blogger.com,1999:blog-1575777839312205471.post-27421187118758888312018-11-10T01:04:00.000-05:002018-11-24T20:22:59.609-05:00Working with an AssistantI was speaking with a senior Executive at my office today and she said one of the most valuable things that she has learnt over the years was how to work with an assistant. I think when we are first in the workforce we are going to the office expecting our boss will tell us what to do and we will endeavour to do it according to our skill set. However, there comes a time as we gain experience, that we will want to show our bosses what we can do and how we can help them. Here is a good article on that subject. Knowing how to work with your assistant is critical to your success and theirs: <a href="http://executivesecretary.com/training-an-executive-new-to-working-with-an-assistant/">http://executivesecretary.com/training-an-executive-new-to-working-with-an-assistant/</a><br />
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I also wrote another article on this subject, which I thought would be useful for this discussion: <a href="https://secretaryhelpline.blogspot.com/2008/04/teaching-your-boss-to-be-boss.html">https://secretaryhelpline.blogspot.com/2008/04/teaching-your-boss-to-be-boss.html</a>Patricia Robbhttp://www.blogger.com/profile/09077127934947422705noreply@blogger.com0tag:blogger.com,1999:blog-1575777839312205471.post-44304718355881349802018-10-27T11:00:00.001-04:002018-11-24T20:29:26.611-05:00On to the next task...The way I work is to get things off my plate as soon as possible and move on to the next task. The problem is it is now filed in the back burner of my mind. It is still hovering in the background somewhere, but I've completed the work, done whatever I needed to do with it and diarized whatever needed to be diarized and moved on until I need to know it again. My boss may come out a month or so later and ask me questions about it and sometimes my mind initially draws a blank. I need a minute to go back and check and then I am completely up to speed again.<br />
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I find with the volume of work admins deal with throughout the day, week and month, we need some system to keep things straight. For me, the thing that helps is to document everything . I put items in my calendar as a reminder, but the problem with calendar reminders is unless you know which day you put it on or what you named it, you can't easily find it. <br />
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For each meeting or event, I create what I call a meeting sheet. Most everything I do as an admin revolves around meetings. I'm either organizing a meeting or responding to someone else about my boss's availability. When I receive an email relating to a meeting, I create a meeting sheet and cut and paste the email in there and make any relevant notes. If I put a reminder in the calendar, I note the date on the meeting sheet. If I am waiting to hear back from someone, that is documented as well. It started out that the meeting sheet was just for my information, but now I use it as a filing of sorts about each meeting.<br />
This system keeps me straight. I know others who keep folders in their Outlook account and drag and drop emails that have to do with a particular meeting. Whichever way you do it, you need a way to keep track because ultimately your boss will come back and ask where you are at with a meeting or want to know the background of how they got where they are.<br />
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I do the same for all my tasks. I document what I need to do, I document what I've done so far and I document what I need to do to get me to the end. This way I'll never forget and can come back at any time to see my progress.Patricia Robbhttp://www.blogger.com/profile/09077127934947422705noreply@blogger.com0tag:blogger.com,1999:blog-1575777839312205471.post-15414485269199786462018-10-13T04:48:00.004-04:002018-10-18T14:07:59.987-04:00Introducing Boomerang Virtual AssistantsI finally launched my new website and am open for business. If you want to take a peek here is my URL address <a href="http://boomerangvirtualassistants.com/">Boomerangvirtualassistants.com</a><br />
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It's very exciting! Sometimes you just have to do it and quit trying to figure everything out. My esthetician, who opened her own shop about a year ago, said she is learning the business side as she goes. Of course you need to know the basics, but some things you really do learn on the go. <br />
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I have the right resources to help me along: a bookkeeper to handle that part of the business. My website is hosted on another platform so I have the security of being under someone else's umbrella and they have to do all the security work. I bought a new computer and subscribed to a plan for IT support so I have an IT person at my beck and call. I upgraded to the professional package offered by Dropbox so I can receive documents and recordings (I was already running out of space). So I think I have all those bases covered. <br />
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I am hoping my niche will set me apart from the rest. We are a group of Baby Boomers who are not quite ready to retire (hence the name Boomerang) so we have a lot of experience to offer. What I can't do or don't have time to do, the others can.<br />
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What we are offering is administrative services, but also minute taking. Many people don't like taking minutes, but I do, so I am hoping that will help us stand out. I also prepare electronic meeting packages using Adobe Acrobat Pro and have had many compliments over the years on the ease of using it so I hope to market that as well. We also offer other services like travel arrangements, email management, meeting scheduling and all the regular admin services, but there are some things we don't do. We don't want to get involved in any kind of budget work, social media help, graphic design and things like that. It's just not our thing. That is when I refer them to another virtual assistant service. I think I'll need to get to know my virtual neighbours better. <br />
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Thought I'd share. <br />
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Have a great weekend all!Patricia Robbhttp://www.blogger.com/profile/09077127934947422705noreply@blogger.com0tag:blogger.com,1999:blog-1575777839312205471.post-23347882627156412572018-10-08T11:25:00.000-04:002018-10-09T13:49:47.615-04:00Having an assistantRecently, my sister (a long-time assistant) retired. We were doing some work together and because she knew how busy I was at my day job, she immediately took over and started to do the small tasks she knew I didn't have time to do. I appreciated all over again how nice it can be to have an assistant, and not only an assistant, but a very experienced one. I didn't have to worry about a thing because I knew she was taking care of it. It took a real burden off my shoulders. Unfortunately, this arrangement will be short lived, but it did remind me again how important our role can be.<br />
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I have also seen what it is like when it doesn't work. If a boss and their admin are not communicating expectations, that can create more work for both of them. It is important that you both know what the other does and where the assistant can take over and the boss can leave it. This way it can work beautifully.<br />
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For instance, I have a flagging system with my boss for her emails. If I have handled it, I put a checkmark so she knows I have done whatever I need to do and she can just read it for information knowing it is being taken care of. If it is an item she needs to read, I flag it for her and wait to see what her instructions will be. She usually cc's me on the email when she replies and then I get to work on whatever it is she wants me to do.<br />
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This system has been working well, but it took awhile for her to catch on. At first she was replying to a lot of the emails I had already handled. Thankfully, we were saying the same thing, but I needed to reiterate a few times that I was handling it. I think she finally got it because the last time I was in her office, she mentioned she saw the checkmark beside it so knew I was handling it. It sometimes takes awhile for your boss to really have trust that the work is being taken care of and will be done, but if you are consistent, over time they will see you are on it.<br />
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It also depends on your boss. My previous boss had no problem handing over things to me and expected I would have the work done. I don't think it ever crossed his mind I wouldn't do it. His expectation actually helped me to be focused when going through his emails to ensure I handled whatever I needed to. Having a one-on-one meeting afterwards, was always a good way I could catch him up on the things I had done and where we were at. Communication and consistency are key. As your boss gets used to the new working arrangement, things will go smoother.<br />
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I also find we have a role to play to help our bosses have more confidence that the job will be handled appropriately. If my boss asks me to do something, I write it down as she is telling me. She can see that I am writing it down and that helps her to have confidence that it won't be forgotten. Sometimes I will repeat it back to her to satisfy myself that I have it right, but also to help her to know I have it right. If there is a misunderstanding, that will be a good time to clear it up and get on the same page.<br />
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I also ask questions if I don't fully understand what she wants me to do. Don't say you understand, if you don't. Sometimes you may think you understand, but when you get back to your desk and start the task, you have more questions. Never be afraid to ask questions. This will also give them confidence that you understand the task. Of course, it is always good to go into a meeting with all your questions in one meeting rather than asking here and there, but at times you need to ask to make sure you are doing what is required.<br />
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When the assistant/boss relationship is working, it can be great!<br />
<br />Patricia Robbhttp://www.blogger.com/profile/09077127934947422705noreply@blogger.com0tag:blogger.com,1999:blog-1575777839312205471.post-68075601760225179842018-09-09T20:26:00.000-04:002018-09-09T20:27:56.617-04:00Trouble in the officeI always enjoy Anita's insights. This is a good read on <a href="http://onthejob.45things.com/2018/08/4-ways-to-handle-passive-aggressive.html" target="_blank">ways to handle passive/aggressive colleagues</a>.Patricia Robbhttp://www.blogger.com/profile/09077127934947422705noreply@blogger.com0tag:blogger.com,1999:blog-1575777839312205471.post-45971335898843117312018-09-02T15:16:00.004-04:002018-09-09T20:08:07.782-04:00Virtual Assistance: What a way to work!I have recently been doing some online work and it has opened up a whole new world for me. Of course others have been on the bandwagon for some time and are doing quite well. What do they know that I don't and why have I not moved on this before now?<br />
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Striking out on your own can be frightening. Especially when you are used to the traditional workplace of going to an office, getting a steady paycheck, being on the company pension and benefit plan, etc. There are definitely things to consider, but the opportunities can be limitless.<br />
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I always thought the ideal situation would be if you had two incomes, as in a spousal relationship. Then if the other partner had a 9 to 5 job with all the trimmings, striking out on your own would not be as risky. But what if you are on your own like I am? <br />
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I think I just answered my own question about being an entrepreneur. The definition of an entrepreneur is exactly the opposite of security. Some people have a dream and go for it. Right now, I'm sitting on the fence so it would seem that I am not currently an entrepreneur, but I could be. I have always been a late bloomer, but when I put my mind to something, watch out!<br />
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I have spoken to a few individuals who have done well on their own. They have taken the things they are really good at and have effectively marketed it. But where do I start? <br />
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I found a good article on the importance of the virtual assistant website that is worth a read if you are curious about it and a must read if you are planning on it. <a href="https://www.blogger.com/">8 Must-Have Elements For Your Virtual Assistant Website</a> <br />
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Also, I plan to continue to talk to people about it. I want to get all the information I can before I move forward. Here are some virtual assistant sites that inspired me to think that I could do this:<br />
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<a href="https://canadianvirtualgurus.com/" target="_blank">Canadian Virtual Gurus</a><br />
<a href="http://virtualofficeguy.com/" target="_blank">Virtual Office Guy</a><br />
<a href="https://www.hiremymom.com/" target="_blank">Hire My Mom</a><br />
<a href="http://jennielyon.com/" target="_blank">Jennie Lyon VA</a><br />
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Baby boomers, of which I am one, are on the move. We are all at the age where we can leave if we can afford it. At the organization where I currently work it seemed for a time there was an announcement of someone's retirement every week. A few were done in clusters because there were two or three leaving at the same time. And as I walk the halls, I see a lot of gray heads that are either contemplating retirement soon or have already given their notice.<br />
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I am anticipating retirement, but can't see that I will be happy with the traditional idea of retirement such as travelling, cottage life, cruises, etc. It's not that I don't want to do those things, I do, but I want a little more than that too.<br />
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People are healthier than they used to be at this age and I don't think we are ready to throw in the towel quite yet. I remember when some of the people I knew growing up retired. Of course I was younger at the time, and I thought they were so old, but now that I've reached that age, I don't feel old at all - well, except for the natural creaks and groans that come with age, I feel pretty darn good and I still have a lot to offer professionally.<br />
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I do want to take time to smell the roses in my retirement though. I have two lovely grandsons that I enjoy spending time with, but they are getting older and at some point they won't want to spend as much time with their Granny as they do right now. If I call them to go for ice cream and play in the park, they are excited to go. In a few years time one of them will be a pre-teen and I just can't see that happening anymore. I'll miss it like I do now when I think back to my daughter when she was younger, but I'm happy she is grown and independent with her own family and I feel the same about my grandsons. <br />
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So what will I do with my time? Working virtually seems to be a nice answer to that question. I won't have to go to work and can work as much as I want from the comfort of my home. I also have friends who have retired and are skilled as an administrative professional, who also want to work now and again and earn some money to take a vacation. Sounds like a recipe for a good business.<br />
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Stay tuned...<br />
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<br />Patricia Robbhttp://www.blogger.com/profile/09077127934947422705noreply@blogger.com0tag:blogger.com,1999:blog-1575777839312205471.post-49963954859374865752018-05-02T16:24:00.002-04:002018-07-29T23:03:29.385-04:00Meeting with your BossIt is always good to be prepared when meeting with your boss. The purpose of the meeting should be to ask questions, get direction, provide and/or receive information.<br />
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I would suggest the following:<br />
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<li>If you have access to your boss's email Inbox, go through it as that will be a good place to start. As you go through the items, you will have questions about meetings he or she is attending, questions about events they may or not be attending, etc. Also check their Sent items in case the answer lies in there. Sometimes I have checked the Sent items to see my boss has already emailed the organizer to send her regrets to a meeting.</li>
<li>Review the items you want to discuss before the meeting with your boss. Sometimes you may have a list of items, but don't get to see your boss face-to-face for a few days. It is better if you go in prepared. It will be a better use of both your time. You do not have to spend a lot of time reviewing, but quickly go through the list so you are familiar with each item.</li>
<li>Bring a notepad and pen, or if you prefer electronic, then bring your laptop. </li>
<li>Some people like to use their cell phones and write on the Notes app any actions they have, but unless you are provided with a cell phone from your organization, I would <u>not</u> recommend using your personal cell phone for work related items. As convenient as it may seem, it is always best to separate your work and personal life. If your position requires a cell phone, then your organization should provide one. There are also work privacy issues that could be compromised if you combine the two.</li>
<li>I bring a folder with printed emails/letters etc. that I have questions about or want to provide her with information. This can also be done on your laptop by making a list of what you need, but whichever method you use, it should be available at a moment's notice. Sometimes my boss has called me from out of town and asked if I had anything to discuss while she has me on the phone. I grab my folder and go through the items with her that I need an answer to sooner rather than later. The rest I leave for our regular meetings.</li>
<li>Meet at the beginning of the work day. If you meet too late in the day, you will undoubtedly leave the meeting with a whole slew of action items that may not be able to wait until the next day. If you want to leave work on time, have your regular meetings with your boss in the morning.</li>
</ul>
Be prepared to come out of the meeting with work to be done, with answers to questions so you can move forward on a project and marching orders for other things your boss might want you to do. It is better to get this information in a regular meeting with your boss, than on the fly. If you are in a meeting for this purpose then you can ask all the questions you need while you have your boss in front of you. Sometimes it is hard to get them in one place. <br />
<br />
My current boss is not good at answering emails and quite frankly, I don't really want to clutter up her Inbox with my items when I can ask her by phone or in person. Previously, in another position, my boss worked great by email and always knew to check anything from me right away. If that is the case for you, then you should make sure every email you send counts and you do not send reply to all emails or any other clutter that they don't really need to see.Patricia Robbhttp://www.blogger.com/profile/09077127934947422705noreply@blogger.com0tag:blogger.com,1999:blog-1575777839312205471.post-85399693964265454122018-02-16T11:59:00.000-05:002018-03-07T11:20:45.835-05:00Viewing Gridlines in a Table in WordWhen I create a table in Word I like to see the gridlines (the faint lines that tell you there is a line there, but if you print the document you won't see any lines). I like this especially for minute taking as I use a minute template with tables. I prefer creating it this way because I don't want to be fussing with formatting while in a meeting. The end product will look like it is one area on the document, but really it is many rows of cells. By doing this it makes it easy to jump from cell to cell. <br />
<br />
Setting the gridlines is done by clicking on the View Gridlines button under the Layout Tab, which is in the Table area (located at the bottom on the ribbon). See screenshot below:<br />
<br />
<div class="separator" style="clear: both; text-align: center;">
<a href="https://1.bp.blogspot.com/-7TTlqtsRMzE/WocKA5s9TAI/AAAAAAAABAQ/UdrcCTS34e45FAysq8cgrrs1-k1Iy6S_wCLcBGAs/s1600/Gridlines.PNG" imageanchor="1" style="margin-left: 1em; margin-right: 1em;"><img border="0" data-original-height="113" data-original-width="903" height="50" src="https://1.bp.blogspot.com/-7TTlqtsRMzE/WocKA5s9TAI/AAAAAAAABAQ/UdrcCTS34e45FAysq8cgrrs1-k1Iy6S_wCLcBGAs/s400/Gridlines.PNG" width="400" /></a></div>
<br />
This is a toggle button so once you set it, it will be on for all your documents, which is what you probably want if you like this feature. To take it off you just click on it and then it will return to having no gridlines.<br />
<br />
I go through this every time I change jobs and start over again with a new computer. Since this setting is not the default in Word, when you start over on a new computer, it won't be turned on. I don't change jobs very often so every time I have to change it I am kicking myself for not writing the instructions down as I know it is not intuitive and will take me some time to find the answer. Also, when you Google it, the answer that usually comes up is for turning on gridlines in your document, which would be used in drafting or in art, not the kind I am looking for. <br />
<br />
See below for screenshot on how to turn on the other gridlines. It can be found under the View tab in the Show area and you would just tick the Gridlines box to get it to show. <br />
<br />
<div class="separator" style="clear: both; text-align: center;">
<a href="https://3.bp.blogspot.com/-5OtrwX71Wq4/WocJGba00II/AAAAAAAABAE/84adotjergULIYAZaMNiRoLSdR1_0tCBACLcBGAs/s1600/Capture.PNG" imageanchor="1" style="margin-left: 1em; margin-right: 1em;"><img border="0" data-original-height="111" data-original-width="665" height="66" src="https://3.bp.blogspot.com/-5OtrwX71Wq4/WocJGba00II/AAAAAAAABAE/84adotjergULIYAZaMNiRoLSdR1_0tCBACLcBGAs/s400/Capture.PNG" width="400" /></a></div>
<br />
Of course, the fact that in both cases they are called gridlines is confusing as well. <br />
<span style="background-color: red;"></span><br />Patricia Robbhttp://www.blogger.com/profile/09077127934947422705noreply@blogger.com0tag:blogger.com,1999:blog-1575777839312205471.post-29584879204982078342017-05-24T11:37:00.003-04:002017-05-24T11:37:42.090-04:00Who or Whom?An easy way to remember when to use who or whom:<br />
<br />
<span class="_Tgc">If you can replace the word with “he” or “she,” use <strong>who</strong>. If you can replace it with “him” or “her,” use <b>whom</b>. </span><br />
<span class="_Tgc"></span><br />
<span class="_Tgc">See some examples at this link: </span><br />
<span class="_Tgc"><a href="https://www.grammarly.com/blog/who-vs-whom-its-not-as-complicated-as-you-might-think/">https://www.grammarly.com/blog/who-vs-whom-its-not-as-complicated-as-you-might-think/</a></span><br />
<span class="_Tgc"></span>Patricia Robbhttp://www.blogger.com/profile/09077127934947422705noreply@blogger.com0tag:blogger.com,1999:blog-1575777839312205471.post-82561902657509849142017-04-25T16:43:00.000-04:002017-04-25T17:00:39.645-04:00Looking the PartI attended an event today on minute taking. Our organization set it up for Admin Professionals' Week. Unfortunately, my first impression of the speaker was not very good because she was dressed down and looked rather frumpy. I don't believe in judging a book by its cover, but I was amazed at how easily my mind went there and how I equated how she looked to what she had to say. <br />
<br />
I was happy that my first impression had been wrong. The presentation had all the key aspects of basic minute taking, and because that was her audience, it was helpful and informative to the group. I appreciated the work the speaker had put into the presentation and the fact she made herself available to our group. She was however a paid speaker so I would have expected more. <br />
<br />
This incident today just reinforced to me again that whether we like it or not, how we present ourselves really does make a difference in how we are received. We only have a few seconds to make a good first impression and whether we are speaking or going to a job interview, we should make it count, because it really does matter.<br />
<br />
That is why I appreciate the charity <a href="https://www.dressforsuccess.org/" target="_blank">Dress for Success</a>. Donations of business clothes are collected for people who are going on an interview or just starting a new job and otherwise couldn't afford clothes for the office. It can make all the difference before you get your first pay cheque.<br />
<br />
This Administrative Professionals' week, if you are able, why not consider donating to this worthy cause. Or if you are in need, look them up in your city and take advantage of this very needed support.<br />
<br />
Happy Admin Professionals' week everyone!Patricia Robbhttp://www.blogger.com/profile/09077127934947422705noreply@blogger.com0tag:blogger.com,1999:blog-1575777839312205471.post-39974398663779547412017-02-27T17:02:00.000-05:002018-03-24T10:39:28.183-04:00Reading Other People's MinutesIt is important to read other people's minutes. Especially from meetings that your boss may have something to do with. It can be beneficial for a number of reasons:<br />
<ul>
<li>It will give you a broader idea of what your boss is involved in and will help you assist him or her better;</li>
<li>It will help you understand the business better, which will help you in taking your own minutes;</li>
<li>It can give you pointers on how to minute better by looking at how they worded a sentence or handled a discussion. You can use some of the words they used. Whenever I learn a new word or phrase, I add it to my list and if I'm ever stuck, I go back to the list and choose something appropriate;</li>
<li>It will also give you good tips on what not to do. Many times I have read minutes and there was a lot of he said/she said in it, or it was so point form it didn't make a lot of sense. Looking at it as an outsider helped me to see how that was not the best way to record minutes.</li>
</ul>
Patricia Robbhttp://www.blogger.com/profile/09077127934947422705noreply@blogger.com0tag:blogger.com,1999:blog-1575777839312205471.post-85395118189572431892017-01-23T16:52:00.002-05:002018-03-24T12:36:23.695-04:00Annotated Agenda<br />
<span style="color: black;">It is very useful to prepare an annotated agenda when going into a meeting. For those who have never used one (or heard of it), it is simply an agenda with notes on it. <span style="color: black;">For the agenda that I send to the meeting participants, I annotate it to let them know why an item is on the agenda or if there are any attachments. In my example below you will see that I put brackets around the notes and italicize them.</span></span><br />
<span style="color: black;"><br />
</span>Call to Order:<br />
1. Adoption of Agenda <em>(Motion Required)</em><br />
2. Approval of Previous Minutes of December 25, 2016 <em>(Attached) (Motion Required)</em><br />
3. ABC Matter <em>(Deferred from November meeting) (For Discussion)</em><br />
4. Staff Communications <em>(15 minutes to discuss any concerns from staff)</em><br />
<span style="color: black;"></span><br />
For the agenda for the Chair and myself, I prepare it as above, but with cheat notes so he will not forget some points he wants to make or that I want to remind him to bring up. My new boss had never used an annotated agenda before so when I started using it he kept telling me how useful it was. You will see in my example below that I use red font, but you can use any colour that stands out or highlight it in yellow. Whatever works for you and the Chair.<br />
<br />
Call to Order:<br />
<em><span style="color: red;">- Remind them about the upcoming retreat on Feb. 10. </span></em><br />
<em><span style="color: red;">- Finance Committee signed off on budget.</span></em><br />
<span lang="EN-US" style="color: red; font-family: "franklin gothic book" , "sans-serif"; font-size: 11pt;"><span style="mso-list: Ignore;"><span style="font-size-adjust: none; font-stretch: normal; font: 7pt/normal "Times New Roman";">
</span></span></span><!--[endif]--><span lang="EN-US" style="color: red; font-family: "franklin gothic book" , "sans-serif"; font-size: 11pt;">- <em><span style="font-size: small;"><span style="font-family: "times" , "times new roman" , serif;">Mr. Roberts will be
the new Co-Chair of the Finance Committee (Mr. Brown is stepping
down as Co-Chair of this Committee as of January 26, 2017).</span></span></em></span><br />
1. Adoption of Agenda <em><span style="background-color: white; color: black;">(Motion Required)</span> </em><em><span style="color: red;"> </span></em><br />
2. Approval of Previous Minutes of December 25, 2016 <em>(Attached<span style="background-color: white;">)<span style="background-color: white;"> <span style="background-color: yellow; color: black;">(Motion Required)</span></span></span></em><br />
3. ABC Matter <em>(Deferred from November meeting) (For Discussion)</em><br />
4. Staff Communications <em>(15 minutes to discuss any concerns from staff)</em><br />
<em><span style="color: red;">- Dress code</span></em><br />
<em><span style="color: red;">- Opening of new staff parking lot</span></em><br />
<em><span style="color: red;"></span></em><br />
<span style="color: black;">I highlight it if a motion is required, just so he doesn't forget. Some Chairs are good at that, while others are not, so it will depend on the Chair you are working with, but it doesn't hurt.</span><br />
<br />
My boss will tell me things he wants on the annotated agenda throughout the weeks and days leading up to the meeting. The day before the meeting I then print the Chair's annotated agenda and take a copy with me as well. <br />
<br />
The annotated agenda is also helpful for me to refer to when I am typing up the minutes. Since I know what he is planning to talk about, I am one step ahead of the game when I draft the minutes.<br />
<br />Patricia Robbhttp://www.blogger.com/profile/09077127934947422705noreply@blogger.com0tag:blogger.com,1999:blog-1575777839312205471.post-35954233751374037592016-10-21T08:59:00.002-04:002019-04-14T23:28:59.892-04:00Then or Than?<div class="_oDd" data-hveid="27">
<span class="_Tgc">I have always had trouble knowing when to use the words 'then' or 'than'. Sometimes it is easy to figure out, but other times I struggle. Well, today I came across a sentence where the person used 'then' and I was pretty sure it should have been 'than', but wasn't positive. Rhymes like the following have always helped me like:</span><br />
<br />
<span class="_Tgc">- 30 days has September, April June and November, all the rest have 31 excepting February, which has 28 days clear, 29 days each leap year</span><br />
<span class="_Tgc"> </span><br />
<span class="_Tgc">- 'i' before 'e' except after 'c' <em>(but there are exceptions)</em></span><br />
<br />
<span class="_Tgc">- or what a school teacher I worked with taught me about when to use 'I' or 'me' in a sentence. If you can change the sentence around and use 'we' then you would use 'I' in the sentence, if you can change the sentence around and use 'us' then you would use 'me' in the sentence. For example: "We went to the store." Because you used 'we' it would be 'Robert and 'I' went to the store'. OR "Darlene walked to school with us." Because you used 'us' it would be Darlene walked to school with Robert and 'me'.</span></div>
<div class="_oDd" data-hveid="27">
<span class="_Tgc"></span> </div>
<div class="_oDd" data-hveid="27">
<span class="_Tgc">Well, thanks to Google Search, I have found a little trick about using the words 'then' and 'than' that I thought was worth sharing to help remember when to use these two words. I hope you find it helpful. It worked for me!!</span></div>
<div class="_oDd" data-hveid="27">
<span class="_Tgc"></span> </div>
<div class="_oDd" data-hveid="27">
<span class="_Tgc">"A good trick to keep track of these words is that <b>then</b> is usually used to indicate time. Both <b>then</b> and time have a letter “E” in them. <b>Than</b> is used to make comparisons. Both <b>than</b> and comparison have a letter “A” in them.</span></div>
<!--n--><br />
<div class="g">
<!--m--><br />
<div class="rc" data-hveid="29">
<h3 class="r">
<a href="http://writingexplained.org/then-vs-than-difference"><span style="color: #1a0dab;">Then vs. Than: What's the Difference? - Writing Explained</span></a></h3>
<div class="s">
<div>
<div class="f kv _SWb" style="white-space: nowrap;">
<cite class="_Rm">writingexplained.org/<b>then</b>-vs-<b>than</b>-difference"</cite></div>
</div>
</div>
</div>
</div>
Patricia Robbhttp://www.blogger.com/profile/09077127934947422705noreply@blogger.com1tag:blogger.com,1999:blog-1575777839312205471.post-24663508046493374622016-04-12T22:13:00.001-04:002016-10-29T07:59:55.280-04:00Sharing your Skills<span style="color: black; font-family: "arial" , "helvetica" , sans-serif;">Do you want to get better at what you do? Share it!! </span><br />
<span style="color: black; font-family: "arial" , "helvetica" , sans-serif;"></span><br />
<span style="color: black; font-family: "arial" , "helvetica" , sans-serif;">You wouldn't believe how much I learn each time I give a minute-taking or travel webinar. Because I am giving the webinar I have to review the material and make sure I know my stuff. The audience will certainly know if I don't. </span><br />
<span style="color: black; font-family: "arial" , "helvetica" , sans-serif;"></span><br />
<span style="color: black; font-family: "arial" , "helvetica" , sans-serif;">The same can apply in your workplace. If there is sharing of information among the admins, then we can learn from each other and we all grow. You can do it formally in a teaching setting or informally talking to each other at a team meeting. Some things that the more experienced admins could teach would be minute-taking, travel arrangements, meeting scheduling, event planning and organizing your boss. Some of the younger workers could teach us new tricks with technology to do all of the above. </span><br />
<span style="color: black; font-family: "arial" , "helvetica" , sans-serif;"></span><br />
<span style="color: black; font-family: "arial" , "helvetica" , sans-serif;">The next time you figure out how to do something, send an email to your team and share it. They might already know, but then again it might be just the thing they were trying to figure out. Especially when it comes to technology. If you throw it out there, it gets others thinking about what they can share and then you have an environment of sharing information and growing.</span><br />
<span style="color: black; font-family: "arial" , "helvetica" , sans-serif;"></span><br />
<span style="color: black; font-family: "arial" , "helvetica" , sans-serif;">Here are a few tips I will throw out:</span><br />
<ul>
<li><div class="MsoNormal" style="margin: 0in 0in 0pt;">
<span style="font-family: "arial" , "helvetica" , sans-serif;"><span style="color: black;"><span lang="EN-CA" style="color: #1f497d; mso-ansi-language: EN-CA;"><span style="color: black;">If your menu bar disappears in Internet Explorer, <strong>press F11</strong> to bring it back again.</span> </span></span></span></div>
</li>
<li><div class="MsoNormal" style="margin: 0in 0in 0pt;">
<span style="font-family: "arial" , "helvetica" , sans-serif;"><span style="color: black;"><span lang="EN-CA" style="color: #1f497d; mso-ansi-language: EN-CA;">I</span><span lang="EN" style="mso-ansi-language: EN;">f you find yourself all of a sudden churning out
weird characters when you're typing along, try <b>pressing the left CTRL +
SHIFT keys at the same time</b> to switch it back over <em>(You might need to press
them a few times)</em>.</span></span></span></div>
</li>
<li><div class="MsoNormal" style="margin: 0in 0in 0pt;">
<span style="font-family: "arial" , "helvetica" , sans-serif;"><span style="color: black;"><span lang="EN" style="mso-ansi-language: EN;"></span></span></span><span style="font-family: "calibri";"><span lang="EN" style="mso-ansi-language: EN;"><span style="color: black; font-family: "arial" , "helvetica" , sans-serif;">If you are at a meeting and have a PowerPoint presentation on screen (in Slideshow mode), but are not ready to show it yet, <strong>press B and the screen will go black, or W and the screen will go white</strong>. When you are ready to start the presentation, press any key to bring the presentation back on screen.</span> </span></span></div>
</li>
<li><div class="MsoNormal" style="margin: 0in 0in 0pt;">
<span style="font-family: "arial" , "helvetica" , sans-serif;">In Excel, if you want to go to the next line, but stay in the same cell, <strong>press Alt Enter</strong>.</span></div>
</li>
</ul>
<u5:p><span style="font-family: "arial" , "helvetica" , sans-serif;">Do you have anything to share?</span></u5:p><br />
<br />
<br />
<br />
<br />Patricia Robbhttp://www.blogger.com/profile/09077127934947422705noreply@blogger.com4tag:blogger.com,1999:blog-1575777839312205471.post-54147834844367271792016-03-15T23:12:00.001-04:002018-03-24T10:42:12.252-04:00The Executive AssistantBeing an Executive Assistant is more than just a title. When you get to this level it is expected you will take on leadership responsibilities. <br />
<br />
I am in an Administrative Assistant role again and am really enjoying it, but having just finished my career as an Executive Assistant, I am appreciating the work that they do.<br />
<br />
Now that I am looking at it from an Administrative Assistant's perspective, I see the EA role as being someone to look up to and seek guidance from. It should be someone who has experience and knows their way around an office. The person should also have initiative and be an ideas person. When I was an EA I loved coming up with new ideas, but I also had to listen to what others on the team thought because together we came up with the best ideas.<br />
<br />
Some things that an EA can do to show leadership:<br />
<ul>
<li>chairing (or starting) an admin team</li>
<li>planning for and organizing a schedule for replacements when other administrative staff are away</li>
<li>organizing educational events for the other administrative staff and/or teaching them</li>
<li>succession planning to ensure someone will be able to take over when people leave</li>
</ul>
It can include any number of these things or all of them depending on your organization, but don't be afraid to make suggestions if your organization isn't there yet. Sometimes it takes time to build the reputation of the Administrative Team. Most bosses know the value of their Assistants, they just need to see how it can work as a team and the added value to the organization.<br />
<br />
The last place I worked was very progressive in that way and looked to the Admin Team as professionals in our field. It was probably the best model I have ever seen in all my career, but it came about by having the support of senior management. Most Executive Assistants work for the CEOs, Presidents and Vice Presidents of the company and what better place to be to initiate change. Having your boss on your side goes a long way to paving the way for implementing some new ideas. Some of the best ideas I received were actually from my boss. He saw the value of the administrative staff and helped me to see it in a new way too. It helped that he was the CEO, but he expected me to be a leader too.<br />
<br />
However you are showing leadership in your role as EA, lead by example. If you are a professional in your position, the others will look up to you and want to learn from you. Be willing to do the work you want them to do.<br />
<br />
Yes, being an Executive Assistant is much more than just a title.Patricia Robbhttp://www.blogger.com/profile/09077127934947422705noreply@blogger.com0tag:blogger.com,1999:blog-1575777839312205471.post-68629976010793390622016-03-15T21:56:00.000-04:002016-03-15T21:59:20.439-04:00Minute-taking Q&A<span style="font-family: Arial, Helvetica, sans-serif;">In preparation for the AdminPro Forum on June 15-17, 2016 in Orlando, Florida, here is an article with some </span><a href="http://www.businessmanagementdaily.com/45787/minute-taking-qa-3-expert-answers" target="_blank"><span style="font-family: Arial, Helvetica, sans-serif;">Question and Answers about Minute taking</span></a><span style="font-family: Arial, Helvetica, sans-serif;">. </span><br />
<span style="font-family: Arial, Helvetica, sans-serif;"></span><br />
<span style="color: #1f497d; font-family: "calibri" , "sans-serif";"><span style="font-family: "arial" , "helvetica" , sans-serif;"><span style="color: #1f497d; font-family: "calibri" , "sans-serif";"><span style="font-family: "arial" , "helvetica" , sans-serif;"><span style="color: #1f497d; font-family: "calibri" , "sans-serif";"><span style="color: black; font-family: Arial, Helvetica, sans-serif;">For more information on AdminPro Forum 2016, please click on the </span><a href="http://www.adminproforum.com/?campaigncode=APF16PR" target="_blank"><span style="font-family: Arial, Helvetica, sans-serif;">website</span></a><span style="font-family: Arial, Helvetica, sans-serif;"><span style="font-family: "arial" , "helvetica" , sans-serif;"> and if <span style="color: black;">you are able to join us, please register at this</span></span><span style="font-family: "arial" , "helvetica" , sans-serif;"> <a href="https://order.businessmanagementdaily.com/olp/bmd/63051/admin-pro-forum.html?campaigncode=APF16PR" target="_blank">link</a>. </span><span style="color: black; font-family: "arial" , "helvetica" , sans-serif;">I hope to see you there!</span></span></span> </span></span></span></span>Patricia Robbhttp://www.blogger.com/profile/09077127934947422705noreply@blogger.com0tag:blogger.com,1999:blog-1575777839312205471.post-42693042545873053652016-01-30T15:22:00.000-05:002018-03-24T10:42:36.649-04:00The little thingsWhen learning something new it is usually the little things that can seem overwhelming. I just learnt a new program to search patient names for information and medical records. I recall the person telling me how to use the program and it seemed very complicated: Log in, enter your password, press F1 if you want to do this, F2 if you want to do that. When you get to this screen, look on the right-hand side and press F11 ... You can see what I mean. I thought I was never going to get it as there seemed to be just too many things to remember. But after a few times using it, the little things started to become common place. I didn't need to think about them anymore as they were now part of how I used the program. What seemed hard at first is now very easy. And isn't that how it is when starting a new job or taking on a new task? <br />
<br />
I only knew one person when I started my new job, but now I am putting names to faces and don't even have to think about it anymore. I was nervous the first day I had to take minutes at an advisory committee meeting. It was a big group and I wasn't sure how I was going to get the attendance straight when I hadn't met most of the participants before. Now after my second meeting, I only had to ask my colleague who one person was. Everyone else has become familiar.<br />
<br />
That also goes for new processes and tasks. I support two meetings and there is lots to do for each meeting. Some of the things are becoming routine. Now all I have to concentrate on is taking the minutes, everything else is falling into place.<br />
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So if you are starting a new job or have something new to learn, keep in mind that in a relatively short time everything will start to make sense and become part of the routine. Give yourself time to learn and you will eventually get it. Patricia Robbhttp://www.blogger.com/profile/09077127934947422705noreply@blogger.com0tag:blogger.com,1999:blog-1575777839312205471.post-53521740116848773602015-12-30T15:50:00.000-05:002018-09-02T15:20:34.151-04:00Different Strokes for Different Folks<span style="font-family: "arial" , "helvetica" , sans-serif;">It's funny how as I have moved through my career from office to office the way I organize myself has changed. </span><br />
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<span style="font-family: "arial" , "helvetica" , sans-serif;">When I was at the law firm, I used tasks extensively and had a wait bin where I put things I was waiting on. I had a lot of trigger dates I needed to remember such as when to file a statement of defence after receiving a statement of claim, or putting in a reminder when the mandatory mediation kicked in. It was important that I pay close attention to my task reminders as these dates were critical to the lawyers I worked for. I had a few mediation and arbitrations to set up and telephone calls to schedule with clients, but the bulk of my work was preparing documents on time and reminding the lawyers I worked for what needed to be done and by when. I can count on one hand the amount of travel I arranged for them in the 15 years I worked there as their meetings were usually local meetings with clients or short flights to nearby cities such as Toronto, which is only an hour's flight and rarely required an overnight stay.</span><br />
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<span style="font-family: "arial" , "helvetica" , sans-serif;">When I started work as an EA to the CEO and Corporate Secretary of the Board of Directors of a non-profit organization , that didn't work as well for me so I had to adapt and use other methods such as meeting sheets. I had so many meetings to keep track of that I needed a method of finding the details quickly from the various emails I had about the meeting. The CEO also was a frequent traveller to cities near and far. I became very familiar with time zones and making travel arrangements. I started a travel sheet so I could remember all of the things that needed to be done, especially for international travel. I very rarely needed to use task reminders, but did use them on occasion. Colour coded file folders also became very important. I managed a Senior Leadership Team meeting as well as the Board of Directors' and all of its Committee meetings. Having different coloured file folders, certainly made it easier knowing which folder went with which meeting.</span><br />
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<span style="font-family: "arial" , "helvetica" , sans-serif;">Now that I am working in a hospital, I am back to using tasks again and as soon as I get around to putting in a supply order, I will order a tray to put things in that I am waiting on. I also use a stackable file tray and put folders in for the two meetings I organize. Nothing as extensive as I used at the last organization, but it is still handy to have these meeting folders on hand. I don't need colour coding though as I only have two meetings to manage.</span><br />
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<span style="font-family: "arial" , "helvetica" , sans-serif;">There <span style="font-family: "arial" , "helvetica" , sans-serif;">isn’t a cookie cutter way of doing things. What works
for one office, may not work as well for another. Or maybe you will use a combination of things that you have used in various offices. But don't limit yourself to only the things you have used before. I find listening and learning from my co-workers is a great way to learn new techniques. If they have been in the job for a long time, I listen even closer. </span></span></div>
Patricia Robbhttp://www.blogger.com/profile/09077127934947422705noreply@blogger.com0tag:blogger.com,1999:blog-1575777839312205471.post-18672040161260036152015-12-28T10:37:00.001-05:002015-12-30T15:12:41.362-05:00Skeleton StaffDuring the holidays it is important to have people in the office to keep things going. I like working during this time because you can get so much done that you normally don't have time to do. Here are some of the things I will be doing:<br />
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<li>Cleaning out my desk drawers - I just started this job a little over a month ago. The girl who was here before me was there for 9 years and before they hired me there were two temporary people sitting at my desk so you can imagine the desk drawers were very disorganized. I like to have everything in its place to save time when I need something. Some things that are nice to have on hand are a box of staples, various size clamps, extra pens and some highlighters. Everything else should be in the supply cabinet, but having things on hand that you use regularly, makes it very convenient when you need them. Even if you are not new, the drawers get messy over time so a good clean up really helps.</li>
<li>Organizing the desktop - I also like to have a clear desk with things I need in easy reach such as a stapler, staple remover, tape and some paper clips. It is always good to have a notebook and pen handy to write a quick phone message or instructions from your boss. Many times as my boss is walking out of his office to his next appointment he will remember something he wants me to do so tells me as he passes by my desk. </li>
<li>Making yourself at home - I like to put some photos of my grandchildren on my desk so I can peek at those when I need a boost. It is nice to remind myself there is more to life than work. You probably have some nice photos from the holidays that you can display as well or cards from friends. Anything to put a smile on your face is good. </li>
<li>On-line housecleaning - It is also very important to make yourself at home in your online files, but also to do some clean up. I was in my previous job for almost eight years so had things filed in a way that I could find them quickly. Since I am doing similar work, I wanted to set it up the same in my new job. Now when I go to get something, I can easily find it as it looks the same as what I was used to. Some things that I have found in the existing on-line folders are either gems or throw aways. I don't actually trash anything unless I am absolutely sure, but I put it in a folder which I call OLD and will put things I don't think I need in that folder and will either ask someone in the office whether I need it or just leave it there so I can go looking another time to search for things. Sometimes you don't know you need it until later when you become more familiar with your job. </li>
<li>Getting into a routine. It is always nice to have a routine. The first thing I do after I log into my computer is to quickly scan my emails for anything that needs my immediate attention, but then I immediately go to my boss's email account and go through his Inbox, Sent and Deleted items. I want to see what he's been up to since I checked previously. I usually check about three times throughout the day. I set up his Inbox with various folders and move items for READING, TIME SENSITIVE and things he will want to be reminded to FOLLOW UP on. This cleans out his Inbox so all that is left are information items that he can quickly look at or respond to. My boss is off for two weeks so I want it to be nice and clean when he gets back. I then look on my to-do list for what I need to do. I either have things to do that pop up in my task reminders or they are on my desk stacked in order of what needs to be done first. A routine helps you to know where to start and keeps you focussed on what needs to be done next. This is especially important when there are only a few people in the office. I find it hard to keep myself motivated otherwise.</li>
<li>Preparing for when everyone gets back - I have a meeting on the Friday after the holidays so will prepare the draft agenda and any materials so my boss can look them over when he gets in and then I will be able to quickly prepare the meeting package and send it out and then prepare the minute template.</li>
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As you can probably tell, I like being part of the skeleton staff. It is also a nice time to get to know the other co-workers who are in the office. At one office I was in they ordered pizza for us to show their appreciation for those who stayed behind.<br />
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My family all live close by so I never feel the need to take vacation days as the stat holidays are enough for me. Some people do have to travel though or just like having the consecutive time off between Christmas and New Years so it is nice for them that we are in the office so we can provide some backup for them. They will need to be sure to put an out-of-office message on in case someone calls during this time so they will know who to contact in their absence.<br />
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If you are on the skeleton staff, use this more relaxed time to get things done. It will pay off when everyone gets back and are going through their emails and trying to get organized after the break. You will be just one step ahead of the game.<br />
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I hope everyone had a great Christmas and are looking forward to the New Year. I know I am. I will be two months into my new job and settling in to how most things are done and looking forward to whatever other challenges come along.Patricia Robbhttp://www.blogger.com/profile/09077127934947422705noreply@blogger.com0tag:blogger.com,1999:blog-1575777839312205471.post-13783740016144071552015-12-19T22:47:00.000-05:002016-01-13T23:10:45.831-05:00Working 9 to 5Dolly Parton's <a href="https://www.youtube.com/watch?v=LwDMFOLIHxU" target="_blank">Nine to Five</a> hit no longer applies to me. I've become an early bird. For those who know me that will seem almost impossible, but I've done it. At least during the work week and it's proving to be very interesting.<br />
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I was always a 9 to 5 person, but would typically arrive a few minutes late. I always felt guilty about it and would sometimes get looks from the other girls or they would make a joke about me being late again, but I was a late night person and always worked well past 5, but for some reason that didn't matter. One girl even nicknamed me '10 after 9 Pat' because that was when I usually arrived. <br />
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Now I start work at 7:30 in the morning and it has been very enlightening. <br />
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The first thing I noticed was that the early birds don't arrive on time either, but no one is in to notice! For some reason when your work day starts at 7:30, coming in 5 or 10 minutes late is no big deal. <br />
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I'm not sure why that is, but I think it might be because by 9 o'clock the work day is in full swing so if you come in a few minutes late it is really noticeable, but when you come in early it is a slower pace and you have time to get a coffee, socialize a bit with your work colleagues and then prepare for the day. When you come in at 9 you are usually trying to hurry and catch up to everyone else who has been working for at least an hour already.<br />
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Coming in early has other advantages. The traffic is much better with no bumper to bumper traffic jams that the 9 to 5ers have to contend with. It is a much calmer commute. I didn't realize how much stress there was just trying to make it in to work in the morning until I didn't have to do it any longer. <br />
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And best of all you get to leave when it is still early in the day. One thing I've noticed is that early arrivers almost always leave on time. <br />
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I think I prefer coming in early. It is a lot less stressful and you can get a lot done without any interruptions. And if your boss comes in at 9, it gives you a lot of time to prepare for their arrival. <br />
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And take it easy on those who come in at 9 (or a little later). They've had way more time on the road than you did and because they work later they have to fight traffic all over again going home. <br />
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What really matters is not what time you come in, but making the most of the time you are there.Patricia Robbhttp://www.blogger.com/profile/09077127934947422705noreply@blogger.com0