Rants, Raves, and General Observations

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  I thought I would share an unpublished "how to"  I wrote a while back.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

How to Get to Know the New Boss

Today’s topic is when you are about to get a new boss. You worked well with the old one and you are apprehensive about working with a new person, with new expectations, behaviour and personality. Now is the time to start building a new relationship with the manager.

Here are some steps you can take to help with the process.

1. Welcome Package
Prior to the new boss showing up, you may want to create a welcome package. This package can include a phone directory; a layout of the office including the break room, bathrooms, and emergency exit; a list of restaurants for lunch if they are new to the area; a list of names and departments of peers and people they may work with if they’re new to the company; a list of where different files are within the office; and voicemail instructions. Think of how they can feel more welcomed with quick and easy information.

2. First Impressions Last
When your new boss is scheduled to arrive, look neat and professional. When you meet the new boss, shake his/her hand firmly and smile. Offer any assistance he/she may need in getting settled in. Make sure you desk looks neat and uncluttered.

3. New Boss, New Style
Remember that this is a new boss with his or her own style of working. Do not compare the new boss to the old. Give the new boss some time to feel comfortable and adjusted in their new job and environment.

4. Talk Time
Set up a sit down time to talk to the new boss. Bring a list of the major projects you work on with them, but wait until the new boss asks about what you have done and what your tasks are. Actively listen to them and gauge their personality. Don’t be afraid to ask questions. Ask what their work style is like, how do they like to communicate information and how in the past have they utilised the work of their assistants? What are their expectations of you? Ask how they would like the following handled:

• Communicating information back and forth
• Email
• Calendars
• Phone calls and voice mail
• Other support tasks they would like you to do and any preferences in work style

Go over your current performance objectives. Establishing early what the expectations are will allow you to start working toward a partnership with your new boss.

5. Accept Changes
Over the few weeks meet your new boss regularly. Let him or her make changes. You may have the urge to say, “That is not how it has been done.” If you get the urge, suppress it unless asked.

In no time at all you should pick up on the work style of your new boss. With your expectations and goals clearly understood by both you and your boss you can work now work towards building a rewarding partnership.

Chocolate Kisses are BAD for business!

Ok,  Chocolate Kisses may not be bad for business, but they can be bad for productivity! Today I was on the opposite end of the candy dish! I was visiting an office and the administrative assistant had an open style cubicle with a big, full, inviting, jar of Hershey’s Kisses.  Ok, it is one of my weaknesses, I love chocolate so had to stop by and take one. The jar did say “Take One”… and they were chocolate!!!  I didn’t want to be rude and just take one so I talked for a minute. A few minutes later, while I was waiting for the person I needed to talk to, someone else helped themselves to a chocolate as well. I noticed they also said hi to the admin. This person knew the admin and talked for quite some time. It occurred to me, even if everyone just says hi while helping themselves to a chocolate, that time adds up! Thus that jar of chocolates is bad for that admin’s productivity. Not only is she getting interrupted all day, I noticed when anyone took one regardless of chat, she looked up.  It can be the little things within one’s day that can steal your time.  If you feel you never have enough time in the day, you may want to look at the little things that are taking your time. The little things can up to big time.

A DeskDemon Update

DeskDemon is evolving, we have been implementing new features and changes. We have two new daily features to help jump start your morning! Come to work, check your email and receive the “Tip of the Day!” Each morning a short tip on topics that are specifically created for the administrative professional can be delivered to your email box. Exercise your mind with the second new feature, “Brain Teasers.” Brain Teasers are short puzzles to ignite your thinking process for the day. You can have fun, stimulate your mind and win a monthly prize! Sign up today for both of these fun new features.

DeskDemon is also going global and will be publishing new articles on different cultures and admin jobs worldwide. Susie Stubley, Managing Director of Castalia Coaching has agreed to be an international correspondent for DeskDemon. I look forward to seeing her features in the future. If you are an admin/PA not in the US, UK or Canada, and interested in being featured or just have some comments on how it is to be a PA/Admin in your country, email me!

Today we also launched a preview of our new section DDwebTV. This is our newest section. In DDwebTV you will find different channels. Each channel highlights a different subject. To start we have DDToons, take a break and read Love and Capes! Each week we will bring a new episode for you to enjoy. We also have DD Movies and WebTV, in the section you will find multi media videos. Our first piece is an interesting piece on two assistants and their job. DDwebTV promises to be a fun and informative section of DeskDemon.

Look for these new features and even more new fun features coming soon. Take a minute to let me know how you like the features and what you would like to see on DeskDemon in the future! Email me at susans@deskdemon.com with your comments.

Until the next post!

What happens in Vegas, comes back to the office??

Last week I attended the APC (Administrative Professionals Conference) in Las Vegas.  This was my fourth year attending and once again I found the event to be one of the highlights of my "business" year. It delivered on all it promised. It had great networking, tracks that were relevant and informative, the key notes speakers were inspirational and I came out with my head full of information, so much it took a few days to assimilate it all.  There lies the issue…

What do you do with all the information you take in at the conference? Well, hopefully everyone who attended the conference will implement their own action plans and share the vast amount of knowledge they acquired. So if you did attend, or attend a different conference though out the year, I encourage you to share what you learned. Give a presentation to your peers about what tracks or sessions you took, sit down with your manager and share your experiences, create real action plans and implement the tools or knowledge you took home. The information you learned is only as good as you actually using it. 

So as I titled the post at least for this one instance, what happens in Vegas, comes back office!

Going the extra step for someone .. NOT!

Ok my first rant!  I always say it is easier to complain about things then express what is going well.   My first Rant is on the MGM Signature Suites in Las Vegas.     Let me start at the beginning, I knew I was going to Las Vegas for the APC Conference months ago.   My trip was planned and paid for in full  last June.   Now, when I go to these conferences I go alone, and don’t usually enjoy all the great locations have to offer other outside a walk around the area and spoil myself to one good dinner.   Because I know I am going to spend down time in my room, my way to splurge is get a nice room.   So I was booked at the MGM Signature Suites!   The hot tub and flat screen TV looked so inviting on the website.    Too bad I never got to see it.

Now let me flash back a week before the conference, I have a daughter who wanted to go to the movies with a friend and I was light on cash.  So I said "take a $20 out of the ATM," and it was at that point, the beginning of my troubles started and when my beautiful daughter lost my credit card.   First thing I did was call the bank and ask for a new card. I had hoped it would come in before I left, but of course it came in the mail about 3 hours after I left the airport!    I never thought it would turn into such a problem.    Back to the conference, I get to the MGM Signature Suites and go to check in (remember pre paid) and can’t check me in because I don’t have a credit card.  I had anticipated they would needed some type of deposit for room incidentals so I brought enough cash for a least and extra two nights, or if needed for an emergency.  Well the MGM Signature Suites won’t take cash as a deposit.   I called home and voila I found out my credit card came in the mail!  (Murphy's law, of course it did).  So I offer to give them the new number, the 3 digit code in the back, my address,  zip, everything that could use.. say if the strip was demagnetized, but no.. they still needed THE card.   

So here I am, prepaid and of course they won’t give me my prepaid money to find a new hotel, finally my temper starting to flair, which by the way takes a lot.  I am a very even tempered person.  I started feeling stranded in Las Vegas and the person on the other side of the desk, didn’t care a bit.  She had a “no credit card, oh well, I guess it sucks to be you” type of attitude.  I asked for the manager, that was just one more, step in going  nowhere.   At this point, I was tired and frustrated and I guess I didn’t push it any farther because I do understand it is "their policy."  Though even now I tend to think I HAD a valid credit card and number and they should have stepped out of their little box and even if I just felt someone cared to help try, I would not feel so .... mad!  Not the  "no credit card, can’t help you" attitude.   

Well I have to admit I feel better ranting about this experience, but I do have a point as well. It was the MGM Signature Suites’ not willing to try and help that upset me, it was black and white issue. There can be gray, if they would have taken the time to listen to me maybe work with me to find alternate solutions (faxing of the credit card, fed ex it over night, trying to punch in the numbers as if the strip was demagnetized so it can be done) I would have felt better. It was the lack of any effort. Sometimes we can’t change a situation, but giving it your best effort is all anyone could ask for and if someone sees you are going the extra step they will appreciated the work you do, and if the outcome isn’t what you want, at least you know everything that could have been done was tried.

Tomorrow will be a more positive entry on the conference. I guess that will be a mix of Rave and the general observations you can find in-between!

They say the first post is the hardest

Hi everyone.   My name is Susan Silva and I am the managing editor of DeskDemon.  Welcome to my and DeskDemon's first blog!   It is my intentions to keep you informed on what going on at DeskDemon, the world of the "administrative professionals," some random rants and raves and general observations on everything in between. 

I hope to post often and keep it interesting. I have heard the hardest post is the first. I already have a few topics to post about. I have just returned from the APC Conference in Las Vegas and will start out the blog with some rants and raves about my trip in the next few days! Preview: MGM - Rant, Conference - Rave, details to follow!