Rants, Raves, and General Observations

Tips for Administrative Professional’s Day® (Where would you be without them!)

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Administrative Professionals Day® was created to recognize the outstanding contributions of administrative professionals and to encourage the professional growth for the profession.   Many think this is as a “Hallmark Holiday” when in reality it is not. It is the administrative professional that keeps your office running seamlessly. Think about this, what would you do if one day you were working and there were no pens or if you had to take the time to schedule your meetings, or God forbid, unjam the photo copier! Today’s administrative professional perform the small jobs to the project management, event planning and much more complex and involved tasks. The administrative professional of today is far from the secretary of 10 years ago.  Administrative Professional’s Day is one day set aside for organizations to step back and acknowledge the vital role the administrative professional plays in the everyday success of an organization.

Here are some tips for Administrative Professionals Day:

If you are a manager:

1) Of course you know your personal assistant the best, but be considerate of all the support staff you are in contact with try not to praise one, and leave others without a thank you.

2) Take or treat your assistant to lunch.

3) Consider internal networking events, sponsor a networking lunch and brining in a trainer and include all the support staff.

4) Let your assistant choose a training program to enhance their skill set, and offer to pay for it.

5) If you buy a personal gift, make sure it is well thought out. Buying the box of chocolates when your assistant is trying to lose weight is an administrative professional day faux pas!

6) Pay for a trade publications, such as one of the magazines.

7) Show your support and your appreciation, but don’t make it into a job appraisal review day.

8) Remember to recognize the contributions your administrative professional provides to the organization every day of the year as well as the rest of your staff.

If you are a co-worker or peer:

1. Take the time to say thank you and acknowledge the hard work.

2. If the admin has helped you in the past, send an e-card.

If you ARE an administrative professional:

1. Remember every day should be Administrative Professional’s Day! Be proud of your work year round.

2. Remember to tell a peer, the great job they are doing as well.

3. Administrative Professionals Week is a great week to approach the boss for some extra training, there are great conferences giving during the year, IAAP's, APC Conference, Annual Forum by Office Dynamics, AEAP has a conference, not to forget the many great seminars offered all year by the AMA. Ask to go to one!

4. Treat yourself to a trade "admin" publication, the IAAP has one, I am proud of DeskDemon's AdminAdvantage (free).

5. Treat yourself to a networking meeting.  Once you get there and start talking you should find it very rewarding.

Hopefully your office will recognize all the work you do and show their appreciation this week, but if they don't.

-Susan, Managing Editor DeskDemon.com

DeskDemon offers you a single web site encompassing all aspects of office management with the best articles on developing your skills, time saving tools designed and resources, competitions and prizes and a fabulous message board for online networking.  Along with its free digital magazine, AdminAdvantage,  DeskDemon is best spot for the administrative professional to on the internet learn, network and have a bit of fun in your work day.

DeskDemon UK Office Closed for Easter

The UK office will close Friday the 21st and Monday the 24th of March.  The US office will remain open. 

Management Support Fellowship Award

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August 2007 - July 2008

US Nomination Form

UK Nomination Form

US Monthly Prize - $500 for the winning Administrative Professional $250 for their nominator.

UK Monthly Prize - £250 for the winning Administrative Professional £100 for their nominator.

With a first prize of £10,000 for UK PA and $15,000 for US Administrative Professional the Management Support Fellowship Award is special, not just because it celebrates the vital role of Executive PAs and Administrative Professionals but because the winners are decided by their peers and that's you! After all, you're the people who know best!

Anyone can nominate a PA, Administrative or Executive Assistant, Secretary, Office Manager, Virtual Assistant, Administrator or similar office professional currently working in the UK or the US, for this award. Whether you are a manager, Personnel Officer, colleague, friend or client, you can show your appreciation by nominating someone for the Management Support Fellowship Award. 

Check out DeskDemon more details and remember to nominate yourself or someone you know for this coveted award.

DeskDemon US office closed Thursday and Friday

This is a great place to let people know that the US office will be closed Thursday and Friday for Thanksgiving.   

What was your name again?

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Today I attended  a meeting where I was introduced to a few associates. There was a brief introduction at the beginning of the meeting and that was it!  It was up to me to assimilate the names, and remember who was who. After the meeting I needed to talk one on one with some of the individuals in attendance and it would have been embarrassing to approach the wrong person with the wrong name.

I think it is important to remember people’s names. I personally am pretty good at remembering names. When I attended the APC conference last month I was able to recall by first name many of the people I had met in the prior years. (I can wave to Susana from Washington DC, Crystal from Boston, Amy from New Mexico...) Anyway, I found this article on DeskDemon about remembering names and thought I would share it today. I think the one that works for me is “Cement the name and face together.” We all have our own triggers and maybe one of these will work for you.

This article was published on DeskDemon at:

http://www.deskdemon.com/pages/uk/information/skills/Rname

How to remember names

A person's name is very important to them. Not many of us share the ability to retain names and in truth, it is more common to forget.

Unfortunately, failure to connect a name and a face can cost you a pleasant friendship or lucrative business opportunity and tends to be a very embarrassing situation to be in.

A few practical rules can be used with great success. They require concentrated effort and practice but they work:

• When you are introduced to someone, get the name clearly
       If your host mumbles their name so you are unable to hear it clearly, don't hesitate to ask the person who is being introduced what his name is.   (But don't ask the host as he may have forgotten it – hence the reason for the mumble). The guest won't mind repeating the name correctly
• Give the name a chance to sink into your mind.
       Repeat the name aloud a couple of times in the ensuing conversation until  is has registered
• Get the face at the same time as getting the name
       Look at the person carefully. The following technique can be used here:
  • Start at the top with the hair – round, oval, thin, heavy?
  • Note the color of the eyes
  • Note the shape of the features
  • It is amazing how sharp the       image will be and how long it will remain with you.
• Cement the name and face together
  
  • Try to make a mental picture. Some names can be associated with their   business: a  contractor may be named Mr Bridges. Picture a Mr Butler as a butler.
  • Make up rhymes as memory props – Mr Ross sat on some moss. By some psychological phenomenon it will stick with you for years.
  • Paint a picture in your mind of the person doing something that reminds you of his name.
  • It may seem silly but don't forget – you are the only one who knows you are using it – and you shouldn't forget any more names in the future.

Rant! Ok not really going postal, but rant at the post office!

DeskDemon

Today’s piece is an rant! I would like to say it is very annoying when you go to the bank, or the post office and someone waits until he/she/they get to the counter to do all their paper work. I went to both today and I watched the people in front of me do just that. They waited to do their paperwork in front of the teller/postal worker. I personally wish the teller/postal worker would have sent these people to a different counter but the  workers  let them fill out the paperwork. One person at the post office must have taken a full five minutes filling out forms! This is really inconsiderate of others. I had three forms to fill out, all were done prior to getting in line! (as it should be in my eyes!)

While I was at the post office watching this person fill out forms, I thought, “I wonder if they are all the same spot and if  labels would have helped speed her process up?” Well I have no idea if she did, but I know labels are great and we should remember to use them. You can use them to save time on return addresses, if you go to a tradeshow or a conference where you may have to write your name on a form at each booth, bring labels with your information. That tip alone will save your hand from getting tired! If you send packages to the same company, take labels with you.  I cant think of how labels would save time at the bank, but hopefully you finish any deposit slips before you get in line! Rant done for today and if you went to the bank or the post office today, waited to fill out your forms at the counter, and someone was giving an evil eye… that could have been me. (Not really I don’t give an evil eye to anyone!) Until next time!

Moving Offices

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Last weekend our headquarters, based out of Shepperton, UK moved offices.  Packing up everything, getting it moved, then unpacking, is not a fun task.  It is all complete and it move went smoothly.  If anyone is interested in the new address it is:

DeskDemon
Terminal House, Station Approach
Shepperton, UK TW178AS

It did get me to thinking about office moves.  I thought I would share an unpublished "how to"  I wrote a while back.

How to Move an Office

• Set up dates with the movers.
• Create a project management time line. Include all the tasks that will be needed to move.
• Go over a legal issues, contracts, sales, permits you will need. Make arrangements to order or submit any of these tasks.
• Get a blueprint / layout of the space you will be moving into.
• Take an inventory of what you will be moving.
• Prepare a mocked up draft of the layout of desks and equipment.
• Evaluate the lighting, electrical layout, communications options to ensure there will be adequate arrangements for the proposed layout.
• Contract any workers that will need to work on the space (electricians, painters etc).
• Set up arrangements for new phone numbers and faxes. Will you be keeping your number? Will you be adding additional numbers?
• In advance order new letterhead, business cards, and other printed materials. Are you listed on any directories or have a website that will need changing?
• Order enough moving boxes. Try to order a week in advance to give the office time to pack. You may want to order extra recycle bins as well and trash bins.
• Submit a change of address to your local postal service.
• Depending on the security of the new office, order pass keys, keys or other entry documentation for each employee. Will each employee need new network set up or phone numbers? Create a package of the move details for the employees.
• Create a master list of what will need to be moved, and where. A helpful tip is to have each person moving mark their box and equipment with a unique number, and document the number/contents of each box. If you are moving equipment such as a printer, use a sticker with the unique number. Create a master list. Use this list and mark up the blueprint/layout with the unique numbers to help the movers locate the area each item will be moved to.
• Day of the move, have some cleaners and helpful supplies for moving in. Make the move as smooth as possible for the employees. Set up a system (email, sign in sheet) where each person can report any problems, such as electrical, broken items, missing boxes.

Eye Strain

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Today is one of those days. We all have them. I have a few projects that I have just jumped into and the day has flown by so fast.  I have barely had time to even take a break. It is no surprise I have a headache. Ok, why blog about a headache?  I am not complaining and this is not a “rant,” but rather a realization that this is an eye strain headache. So as I sit at my desk (still working by the way) I noticed we have a piece on DeskDemon’s UK site about ergonomics and taking care of your eyes.  I thought this would be a good piece to share with you today. Most of it can be considered common sense, but a reminder of the “how to’s” never hurt. Tomorrow I am going to take this article and put it into practice.

 

How to Take Care of Your Eyes

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Blink
Blinking is the fastest reflex in the body; we usually blink at a rate of about 12–15 times a minute in normal situations. This rate increases if we’re excited, stimulated, anxious, talking or doing general physical activity, and decreases when we’re quiet, reading, thinking or concentrating.

Blinking allows our eyes to rest for a short time. It also cleans and re-wets the eye’s surface to maintain clear vision. Because blinking is so automatic, it might take some concentration at first to make sure we maintain a normal blink rate while working at a terminal. Just being aware of this concern will allow us to blink more normally.

Breathe
Our entire body is governed by the exchange of oxygen and carbon dioxide from the breathing process. When our activities are stressful, we tend to hold our breath and forget to breathe easily. Correct and steady breathing can relax our whole body and the eye muscles as well.

Take Breaks

• Micro-break:      This is a short break of about ten seconds, taken ideally once every ten      minutes or so. Look far away from your terminal (at least 20 feet) and      breathe and blink easily. Keep your eyes moving while looking at objects      at different distances. This should not interfere with your work or your      concentration.
• Mini-break:      Take a mini-break every hour for about five minutes. Stand up and stretch      and also exercise your eyes.
• Maxi-break:      This could be a coffee break or lunch but, essentially, it's a time to get      up and move around. This will encourage the flow of blood around your body      and this kind of break should be taken every few hours.

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Managing Miracles

Day before yesterday I had the privilege to meet with the UCSC Extension Silicon Valley’s  Administrative and Executive Assistant Certificate Program advisory board.  The advisory board consists of CEO Assistants to many of the top companies in Silicon Valley. These extraordinary women not only developed the curriculum, they take part in the teaching of the courses and very passionate about the program.  I have to say, looking around the room I was in awe of the talent around me.  I won’t go into the program today as we will be posting a few feature articles on the Executive Assistant Certificate Program at UCSC Extension, Silicon Valley in the future. We will have an audio interview with Lin Andrews, who was instrumental in developing the program, a feature article on advisory board, and hopefully a success story or two! So do check back for those.

One new feature on DeskDemon I am trying to start is called “Managing Miracles.” I am looking for short one or two paragraph stories about any admin that “saved the day” or “performed the impossible.” At our meeting I wasn’t in the position to get stories, but I know that advisory board must have many!  Assistants of all levels are great and putting out fires.  

On the same note as my previous blog how it is easy to remember the bad not the good, I look back at my miracles and blunders when I was an admin and remember the blunders more! I don’t think I ever really did the impossible, but I do think my one of most proudest moments was an event I coordinated a celebration “First Five Years, First Billion Dollars” This was about 9 years ago now, (how time flies) It was a normal event, but it was still one I am still proud of, good food, (sit down dinner) I hired the big screen projection with technicians and a sound crew, had entertainment, dancing, a nice area for talking. I remember hiring “the parrot guy.” He brought two Macaw parrots and was the life of the party! Everyone wanted their picture taken with the birds.  This event was held at the Hiller Aviation Museum in San Carlos, CA. The venue was perfect for this event. It was a huge success and really one of the best memories.  Anyway I would love to hear your proudest moments or your miracles. I am requesting if anyone does have a story they would like to share, send it to me at susans@deskdemon.com. Don’t worry if you don’t feel you can “write.” You tell us the story we will polish it and make it look good. I hope to hear from many of you. 

Tomorrow I am attending a “networking” event of women in business in San Francisco so I look forward to having something to say about that tomorrow!  If you would like to see more information on the Executive Assistant Certificate Program at UCSC Extension Silicon Valley visit their website at Executive Assistant Certificate Program .

 

Where are the Raves?

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When I started this blog I wondered if I would be able to think of topics to keep the blog active.   After a few entries I have some DeskDemon information, some general observations and even a “Rant.” I have noticed that I don’t have one “Rave” yet. It is a classic example that it is easier to complain then it is to praise. So today I am going to re-post an article I wrote a few years ago on appreciation. It isn’t really a “Rave” but it reminds me to look for the good, not always the bad.

Is Appreciation in the Workplace Contagious?

Is appreciation contagious? It should be. How important is it? Do we show or receive appropriate amounts of appreciation? Day after day we go to work, put forth our best effort and don't expect much for an honest day's work. But how does the day totally change when you get that unexpected thank you? If you are like me, it can make a huge difference, and make all the work that much more fulfilling. Being appreciated makes me worker harder, raises my self-esteem to new heights, and makes the job I am performing that much more enjoyable.

Merriam-Webster's Dictionary:
Main Entry: ap•pre•ci•ate
Function: verb
1 a : to grasp the nature, worth, quality, or significance of b : to value or admire highly c : to judge with heightened perception or understanding : be fully aware of d : to recognize with gratitude 2 : to increase the value of intransitive senses : to increase in number or value

Think for a second, and consider how much effort it takes to show appreciation to others? If two simple words such as, "Thank You" can change the outlook of someone's day, aren't they worth saying? Those few quick seconds it takes to show your appreciation for a job well done can really make the difference in someone's day.

So with that, I throw a challenge to the administrative community. Take time out to say thank you for a job well done. If you have a rush printing job and the shop you take it to turns it around in record time, or a co-worker pitches in to help with a project just say, "Hey, I really appreciate what you did".

If you want to take your appreciation to a more personal level an excellent way is to do that is to send an E-card. It is free, but it shows you care enough to take the time to think of someone, and say "thanks". If you are in a position where you are able to budget recognition gifts, a simple gift basket is a great idea as well! People find it easy to point out the negative but many times the positive aspect of someone's work is over looked. A simple thought can go a long way. Perhaps your company can take an innovative approach and start an award program. Create a type certificate and approach management to use them!

If we all start with ourselves and show our appreciation and our thanks, hopefully others will follow. What harm can it do to try? I appreciate you all for taking the time to read this! Start today and find a way to thank someone