Starting a new job is more than just changing where you work. You have to learn a whole new way of doing things, from how to log onto the computer to filling out a purchase order form. There is a new work culture to adapt to and a new language of acronyms to try and sort out. Even though they can seem like small things, at the beginning you are trying to do your best to impress and can feel a bit helpless when the phone rings and you realize you don't know how to answer it. Many organizations provide orientation sessions for new hires, which is helpful, but doesn't usually cover the little things.
Time
My former boss gave me some good advice when he knew I would be taking a new job. He cautioned that I was running a marathon, not a sprint and I should pace myself and not be too hard on myself if I didn't know everything right away. That has been good advice. When you start a new job, your new employer is not expecting you to know everything on your first day. They know it will take time to get oriented and for you to feel at home in your new surroundings and with your new responsibilities, but there are some things you can do to speed things along.
Once you learn a new task, write it down
This has been a real help to me in the initial first days on the job. I was surprised after a week how much I had written in my job manual. This helped me see that I was picking things up quickly, but if I forgot something, I could go back and check in my manual.
I organized the manual with information about the organization and the area I worked in. I wanted to know how I fit in and that helped me to see my role more clearly. I then set out some of the responsibilities I knew I had such as scheduling meetings and organizing and taking minutes at meetings. I also included instructions on how to use some of the equipment that I needed to use such as the telephone, photocopier and fax.
Gone fishing
Next, I started searching through hardcopy files at my desk and electronic ones on the server. It is amazing how much you can learn by what I call 'going fishing'. Once I found something that seemed relevant, I bookmarked it so I would be able to easily find it again. In the folders I knew I would have a lot of work to do in, I organized them to suit my style of working. And other times I just read as much as I could.
Organizing folders
For the meetings I organize I like to have three folders: Agenda, Handouts and Minutes. I file everything by date (YYYY/MM/DD) and everything files chronologically so very easy to find and everything relates to the date of the meeting. The agenda will be named 2015-11-19 Medical Advisory Committee Agenda. Each of the handouts will have the same date with whatever the name of the item is, and the final minutes will be named 2015-11-19 Medical Advisory Committee Minutes. This way when I want to find everything for a particular meeting, it is very easy to find. It is very important that you feel comfortable with where everything is. There is enough different around you, that you need to have something that looks familiar.
Ask questions
I also learned a lot by speaking to my co-workers and asking questions. They all want me to be successful as usually when someone leaves, the others have to fill in the gap until someone new is hired. So they are very happy to see me there and want to see me get up to speed as quickly as possible so don't be afraid to ask questions.
If you are a new employee, be patient with yourself. It takes time to adjust to a new office, boss and co-workers. If you have a new employee in your office, take time to show them the ropes and point them in the right direction. At first I didn't even know where the restroom was. And pretty soon you will be the person showing the next new person the ropes.
17 December 2015
27 October 2013
Calendar Management
I share the CEO's Outlook calendar with my assistant. Since we both book meetings for him, it is important if we have proposed dates for a meeting that we secure them in his calendar so one of us doesn't use it for another meeting. We do this by putting a hold on the date and time with a brief note with what the meeting is about, for example 'HOLD Strategy mtg w/DCEO'. You can also set the meeting as tentative, but since your boss may not be familiar with the various Outlook settings, it is best to put HOLD in the name. Of course it is then important when you finalize the meeting date that you go back and take the holds out of the calendar.
We use a meeting sheet and note the dates we offered, the purpose of the meeting, attendees, location and a notes section to write anything we need to remember such as any items to bring forward or if we need to remember to make a reservation. This is helpful if either of us is away so we can easily take over from the other. Even if we use meeting tools such as www.doodle.com to offer dates, we still like to use the meeting sheet to document our progress in arranging the meeting. Getting the dates is just the first part of meeting organization.
For most of us, meeting organization is a huge part of the job. The more organized you are, the better the experience will be for you and your boss. And if you share the calendar like we do, it is very important that you are both on the same page.
For those of you who take minutes, I am giving a minute-taking webinar on November 22, 2013, if you would like to join me. It's at 1 p.m. Eastern Time and you can register at this link. Rhttp://www.businessmanagementdaily.com/plp/49284/index.html?campaigncode=740PR
We use a meeting sheet and note the dates we offered, the purpose of the meeting, attendees, location and a notes section to write anything we need to remember such as any items to bring forward or if we need to remember to make a reservation. This is helpful if either of us is away so we can easily take over from the other. Even if we use meeting tools such as www.doodle.com to offer dates, we still like to use the meeting sheet to document our progress in arranging the meeting. Getting the dates is just the first part of meeting organization.
For most of us, meeting organization is a huge part of the job. The more organized you are, the better the experience will be for you and your boss. And if you share the calendar like we do, it is very important that you are both on the same page.
For those of you who take minutes, I am giving a minute-taking webinar on November 22, 2013, if you would like to join me. It's at 1 p.m. Eastern Time and you can register at this link. Rhttp://www.businessmanagementdaily.com/plp/49284/index.html?campaigncode=740PR
27 August 2013
Filing Rules
I found this great site with basic filing rules for names. I found it very useful so I thought I'd share: http://www.dartmouth.edu/~library/recmgmt/forms/FilingRules.pdf?mswitch-redir=classic
I've also added it to my sidebar under Filing for your future reference.
Patricia
I've also added it to my sidebar under Filing for your future reference.
Patricia
15 May 2013
Minute taking can seem scary at first but once you know what you need to record, you will get better at it over time. My next minute-taking webinar will be on May 31 at 1 p.m. EST and I will go over the basics of minute taking as well as the actual process so you will feel more confident in this role. This webinar is well suited for those who have never taken minutes but want to learn, beginners or those at an intermediate level. If you are interested in joining me, please click here to register.
Business Management Daily also offers an advanced minute taking course with Christy Crump and I would encourage those who are interested in that webinar to sign up for it here.
Business Management Daily also offers an advanced minute taking course with Christy Crump and I would encourage those who are interested in that webinar to sign up for it here.
30 March 2013
How do you stay organized?
I replied to this question on a Linked In forum so thought it was worth repeating here. If I was an employer, I would want to ask this question of any admin who was applying at my organization.
Since it is almost second nature to most admins to be organized it is sometimes a difficult question to answer, but it is just for this reason that it needs to be asked. An admin has to be a strong organizer and an employer doesn't want to hire someone who isn't.
When answering this question think about what you do when you first come in in the morning. For example, this is what I do when I come in in the morning: After I turn my computer on and it is loading, I check my voicemail messages and write anything down that I need to follow up on, action or pass along. I then go through my emails and prioritize what is urgent for the day. Our job is to keep our boss organized, so at the end of the day I get everything ready for him for the next day by providing meeting materials, travel tickets, reservation information etc. I do this by having a good bring-forward system and then I explain my system of ensuring I have everything when I need it.
I make checklists so nothing is missed and I have a to-do list for daily work but also for projects to keep things on track. To keep my boss organized, I also need to be organized by keeping my desk clutter free and having a place for everything and within easy reach. I also pile my work to the left of my computer in order of priority. It often gets reprioritized as more urgent matters come up but it is a good system. I have what I call a Wait bin where I put things that I am waiting for an answer. I go through this each morning to see if there is any follow up I need to do. I also do this with my emails and have a TO-DO folder where I put anything I need to follow up on and go through that each day.
You should always try to give real examples in an interview. Think about a big project you've successfully completed and then walk them through how you accomplished it. They will then have confidence that you are able to to the job.
A big mistake some employers make is to assume that anyone can do our job. It is a smart employer who asks this question.
Since it is almost second nature to most admins to be organized it is sometimes a difficult question to answer, but it is just for this reason that it needs to be asked. An admin has to be a strong organizer and an employer doesn't want to hire someone who isn't.
When answering this question think about what you do when you first come in in the morning. For example, this is what I do when I come in in the morning: After I turn my computer on and it is loading, I check my voicemail messages and write anything down that I need to follow up on, action or pass along. I then go through my emails and prioritize what is urgent for the day. Our job is to keep our boss organized, so at the end of the day I get everything ready for him for the next day by providing meeting materials, travel tickets, reservation information etc. I do this by having a good bring-forward system and then I explain my system of ensuring I have everything when I need it.
I make checklists so nothing is missed and I have a to-do list for daily work but also for projects to keep things on track. To keep my boss organized, I also need to be organized by keeping my desk clutter free and having a place for everything and within easy reach. I also pile my work to the left of my computer in order of priority. It often gets reprioritized as more urgent matters come up but it is a good system. I have what I call a Wait bin where I put things that I am waiting for an answer. I go through this each morning to see if there is any follow up I need to do. I also do this with my emails and have a TO-DO folder where I put anything I need to follow up on and go through that each day.
You should always try to give real examples in an interview. Think about a big project you've successfully completed and then walk them through how you accomplished it. They will then have confidence that you are able to to the job.
A big mistake some employers make is to assume that anyone can do our job. It is a smart employer who asks this question.
14 December 2012
Happiness is an Empty Inbox
I have mentioned it a few times that when my desk is cluttered then I feel cluttered. I like to put everything in its place so I will find it easily. Is it any wonder if my Outlook is messy and cluttered that I feel the same way?
I was at a recent IAAP Chapter meeting and we were discussing best practices for organizing our Inboxes and there were a lot of good ideas. The bottom line is to keep it simple. I've been meaning to tackle my Inbox so decided I would try that theory and is it ever nice. My Inbox is empty and it feels wonderful! Similar to when I have a nice and tidy desk.
The first step is take control of your emails and don't let them take control of you
One of the things I have found helpful is to turn my email notification off. I don't miss anything as I check my Inbox regularly and the good thing is if I am in the middle of something, I don't get distracted by that little message in the corner that tells me I have new mail. My only exception is for emails from my boss. I opened a new folder for him under my Inbox and set a Rule for all his emails to go there and set a special ring so I know it's him and can then check the folder. It works well.
The next step is to do something with the email right away
The key is to get it out of your Inbox as soon as possible even if it means just dragging it to a To-Do folder to deal with later. I know, I know, that seems scarey but I've tried it and it works. I named the folder _TO DO so it files right under my Inbox and therefore is very noticeable. Sometimes the email is such that you can just answer it with a simple yes or no and that takes care of that email. You need to determine what is best to do with it but you need to do something.
Finally, have four or five key folders that work for you
Other than my TO DO folder and the special folder for my boss, I opened folders specific to my job such as BOARD OF DIRECTORS and another one for SENIOR LEADERSHIP TEAM. Anything that is for action goes in my _TO DO folder and once I have handled it I can either delete it or put it in one of the other folders that it relates to for easy reference.
I also have a folder for READING, where I put anything that is for information that I can read later and one for PERSONAL, where I drag all emails that are not work related. Now my Outlook is very organized and easy to use.
Making use of Rules can also be a time saver. Under my Sent folder I have sub folders for emails that I send my boss, the Board of Directors and Senior Leadership Team. When I send anything to these groups it automatically moves it into the appropriate folder. I find that this helps me to find the emails quickly and narrows my search down. Instead of searching through all my Sent items, I can quickly do a search in a specific folder and that eliminates finding other things with similar subjects. By setting the Rule I now don't even have to drag it to a folder as it just goes there automatically.
When we were talking at the table what interested me was that people were using their email folders for filing and that was never its intent. I save any important emails on my Server just like any other correspondence, because that is what it is. We use email more and more as our first choice of business correspondence so it should be filed the same way. I am not saying you shouldn't store some emails as it is helpful to have them there when you need to go back and check what someone said but they shouldn't be kept indefinitely. I usually clean out my folders every six months to free up space. If I haven't used it in six months and I've saved anything that is important, then I can be fairly certain I can delete it.
I was at a recent IAAP Chapter meeting and we were discussing best practices for organizing our Inboxes and there were a lot of good ideas. The bottom line is to keep it simple. I've been meaning to tackle my Inbox so decided I would try that theory and is it ever nice. My Inbox is empty and it feels wonderful! Similar to when I have a nice and tidy desk.
The first step is take control of your emails and don't let them take control of you
One of the things I have found helpful is to turn my email notification off. I don't miss anything as I check my Inbox regularly and the good thing is if I am in the middle of something, I don't get distracted by that little message in the corner that tells me I have new mail. My only exception is for emails from my boss. I opened a new folder for him under my Inbox and set a Rule for all his emails to go there and set a special ring so I know it's him and can then check the folder. It works well.
The next step is to do something with the email right away
The key is to get it out of your Inbox as soon as possible even if it means just dragging it to a To-Do folder to deal with later. I know, I know, that seems scarey but I've tried it and it works. I named the folder _TO DO so it files right under my Inbox and therefore is very noticeable. Sometimes the email is such that you can just answer it with a simple yes or no and that takes care of that email. You need to determine what is best to do with it but you need to do something.
Finally, have four or five key folders that work for you
Other than my TO DO folder and the special folder for my boss, I opened folders specific to my job such as BOARD OF DIRECTORS and another one for SENIOR LEADERSHIP TEAM. Anything that is for action goes in my _TO DO folder and once I have handled it I can either delete it or put it in one of the other folders that it relates to for easy reference.
I also have a folder for READING, where I put anything that is for information that I can read later and one for PERSONAL, where I drag all emails that are not work related. Now my Outlook is very organized and easy to use.
Making use of Rules can also be a time saver. Under my Sent folder I have sub folders for emails that I send my boss, the Board of Directors and Senior Leadership Team. When I send anything to these groups it automatically moves it into the appropriate folder. I find that this helps me to find the emails quickly and narrows my search down. Instead of searching through all my Sent items, I can quickly do a search in a specific folder and that eliminates finding other things with similar subjects. By setting the Rule I now don't even have to drag it to a folder as it just goes there automatically.
When we were talking at the table what interested me was that people were using their email folders for filing and that was never its intent. I save any important emails on my Server just like any other correspondence, because that is what it is. We use email more and more as our first choice of business correspondence so it should be filed the same way. I am not saying you shouldn't store some emails as it is helpful to have them there when you need to go back and check what someone said but they shouldn't be kept indefinitely. I usually clean out my folders every six months to free up space. If I haven't used it in six months and I've saved anything that is important, then I can be fairly certain I can delete it.
4 August 2012
Caution: Enter at your own risk!
I once worked with someone who had body language that you could read like a book. Stern looks, sad demeanor, very angry looking at times, interrupting while you were talking, especially when they were not in agreement, by harrumphing, sighing and rolling the eyes. It was disconcerting, but this person didn't appear to be aware they were doing it.
I think the first step is to acknowledge you are doing it and recognize that it as a problem. Once you realize that it is happening, you can watch for it and correct your behaviour. You have to look at yourself as a total package with hard skills (such as what you need to do to get the job done) and soft skills (such as how you are perceived by others, how you treat people, how you behave around people). You can be the best there is as an organizer, event planner or trainer, but if you don't come across as friendly or approachable, you will not be successful.
I was at a course recently for new supervisors and they recommended smiling on the phone. It is hard to smile without it changing your outlook and reaching others, even over the phone. Just the whole thought of smiling for the sake of smiling, would put a smile on my face. I am smiling just picturing it.
Another thing that has helped me is by seeing myself in a video, or in a photo. Especially when I am not aware of it. Sometimes I have had the sternest look on my face that would even scare me. No wonder people are intimidated. I think when we are very focussed on our work any interruption can be seen as intrusive.
Depending on where you work, it may matter even more how you present yourself. For example, if you are the first person people meet, then you have to train yourself to stop, smile and focus on the person you are greeting. Never have half an eye on them and the other reading a document, typing an email or tidying your desk. Turn around to greet them if your back is to them. Yes, it is an interruption, but showing bad body language will not help. If it is a constant interruption problem, then you need to deal with that issue and approach the person separately. Communication is better said out loud. People read different signals so don't leave it to chance.
Sometimes the position of your desk and computer can solve the problem. If it is an easy thing to do, have your desk moved, or move your computer, so your back is not to people when they come into your office space. It may be hard at first, especially if you are busy, but take the time to face the person and show them respect as a human being by acknowledging them and if you are busy just say, "I'm sorry, but I am extremely busy right now, can I get back to you later?" Or suggest they send you an email and when you have a moment you will get back to them.
My boss is a very focussed person and he doesn't like it if I interrupt him, although many times I am waiting for an answer and can't move forward on a project unless I hear from him, but I have learnt when I see him focussed to back out of his office and either write it down to ask when he comes up for air or schedule a time with him when we can talk face to face. You should ask yourself before interrupting, "Is it really that important that I get an answer right this minute or is it just me wanting the answer right now?" You will be surprised how many things can really wait. Since you are the scheduler for your boss's calendar then setting yourself weekly meetings will be a real help to cut down on the interruptions. Of course, my boss interrupts me constantly throughout the day, but then again he is my boss and I am there to assist him. I have also been an assistant for many years and have learnt that interruptions are just a matter of course in this profession. They are going to happen so you need to learn to expect them and plan for them in your day.
If you have an office door, close it when you are in extreme focus mode. Or try a bit of humour if you are in an office cubicle and put a sign up such as, "Deadline to meet, enter at your own risk" and have a funny cartoon picture of some frazzled person with stacks of paper. You are getting the message across, but doing it in a humorous way. Don't overuse it though or it will lose its effectiveness and if you greet the public, this would not be a good first impression to give.
I will not say I have mastered being the calm, professional and poised work colleague all the time, but I've certainly come a long way by recognizing that there is always room to improve. After all, we are all a work in progress.
I think the first step is to acknowledge you are doing it and recognize that it as a problem. Once you realize that it is happening, you can watch for it and correct your behaviour. You have to look at yourself as a total package with hard skills (such as what you need to do to get the job done) and soft skills (such as how you are perceived by others, how you treat people, how you behave around people). You can be the best there is as an organizer, event planner or trainer, but if you don't come across as friendly or approachable, you will not be successful.
I was at a course recently for new supervisors and they recommended smiling on the phone. It is hard to smile without it changing your outlook and reaching others, even over the phone. Just the whole thought of smiling for the sake of smiling, would put a smile on my face. I am smiling just picturing it.
Another thing that has helped me is by seeing myself in a video, or in a photo. Especially when I am not aware of it. Sometimes I have had the sternest look on my face that would even scare me. No wonder people are intimidated. I think when we are very focussed on our work any interruption can be seen as intrusive.
Depending on where you work, it may matter even more how you present yourself. For example, if you are the first person people meet, then you have to train yourself to stop, smile and focus on the person you are greeting. Never have half an eye on them and the other reading a document, typing an email or tidying your desk. Turn around to greet them if your back is to them. Yes, it is an interruption, but showing bad body language will not help. If it is a constant interruption problem, then you need to deal with that issue and approach the person separately. Communication is better said out loud. People read different signals so don't leave it to chance.
Sometimes the position of your desk and computer can solve the problem. If it is an easy thing to do, have your desk moved, or move your computer, so your back is not to people when they come into your office space. It may be hard at first, especially if you are busy, but take the time to face the person and show them respect as a human being by acknowledging them and if you are busy just say, "I'm sorry, but I am extremely busy right now, can I get back to you later?" Or suggest they send you an email and when you have a moment you will get back to them.
My boss is a very focussed person and he doesn't like it if I interrupt him, although many times I am waiting for an answer and can't move forward on a project unless I hear from him, but I have learnt when I see him focussed to back out of his office and either write it down to ask when he comes up for air or schedule a time with him when we can talk face to face. You should ask yourself before interrupting, "Is it really that important that I get an answer right this minute or is it just me wanting the answer right now?" You will be surprised how many things can really wait. Since you are the scheduler for your boss's calendar then setting yourself weekly meetings will be a real help to cut down on the interruptions. Of course, my boss interrupts me constantly throughout the day, but then again he is my boss and I am there to assist him. I have also been an assistant for many years and have learnt that interruptions are just a matter of course in this profession. They are going to happen so you need to learn to expect them and plan for them in your day.
If you have an office door, close it when you are in extreme focus mode. Or try a bit of humour if you are in an office cubicle and put a sign up such as, "Deadline to meet, enter at your own risk" and have a funny cartoon picture of some frazzled person with stacks of paper. You are getting the message across, but doing it in a humorous way. Don't overuse it though or it will lose its effectiveness and if you greet the public, this would not be a good first impression to give.
I will not say I have mastered being the calm, professional and poised work colleague all the time, but I've certainly come a long way by recognizing that there is always room to improve. After all, we are all a work in progress.
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