No matter how good we are – in fact, no matter how stellar our performance is – there’s always some way to improve and become better, faster and smarter. And that’s precisely what we need to do to thrive, not just survive, in today’s ultra competitive marketplace!

Keys to Administrative Excellence
Here are some of my top suggestions to help you do just that – and to become what I call an “Inner Circle Assistant” who partners closely with management to earn respect and even great career success:

Tip #1 Think like a manager.
If you’re like most assistants, you may not have “direct” managing authority. But part of your job probably involves managing projects or overseeing people’s work on behalf of higher-ups. To me, that means you are a manager – whether your title suggests it or not.

So, if you haven’t already done this, give yourself permission to start thinking like a manager. This means:

·      making a conscious effort to approach people and problems with an objective view, one where you’re more concerned with facts than feelings
·      paying attention to events and trends that could affect upcoming deadlines and projects
·      anticipating possible problems – and doing your best to address them well in advance, and
·      taking a 360-degree view of your job, aligning your goals with those of your leader, department and employer.

Tune in to my next blog post for tip #2!

For now, please share your thoughts on this. Do you have anything to add to thinking like a manager?

Joan Burge

• Take time this week to say “thank you” to people at work. Let them know you appreciate it when they meet your deadline or give you information you requested.
• As you drive to work each day, be happy you have a place to go to – a place where you and your talents are needed.
• As you encounter new people this week, think of how you might help them become comfortable in strange surroundings.
• If you are presented with any challenges this week, tell yourself you can step up to the plate. Nothing is too difficult for you to handle.
• Be sympathetic this week if anyone you know needs a shoulder to cry on.
• Let those you care about know how you feel.
• Be thankful for those who serve as firefighters, police officers and in other emergency-related professions.
• E-mail this to as many friends and co-workers as you wish.

The Office Dynamics Team

Method #1:   Expand Your Job
Method #2:   Befriend Your Supervisor
Method #3:   Build Trust – Patiently
Method #4:   Network Extensively

Now for the final and most important technique! This is one that wraps up all the others we’ve explored in a nice big box with an attractive bow and gives the gift of you – all your talents and future potential – to those who are in the best position to help advance your career. Here’s how:

Market yourself and what you contribute constantly, in positive and team-affirming ways, so your phenomenal value is ever-present and on the minds of management.

A brief note, if I may … This isn’t the same as bragging. Many administrative professionals, the majority of whom are women, seem to think that marketing yourself and bragging are the same. They’re not. The former is essential to career advancement; the latter is baseless and entirely self-focused, and can actually cripple your career.

Now that we’ve clarified this, let’s look at the two most effective ways to market yourself:

1. Indirect marketing:  This refers to how people perceive you – your career aptitude by your quality of work, your professionalism by the way you dress, your intelligence by your eloquence. Your presence in the workplace each day is a form of career-advancement marketing, whether you’re aware of it or not. And people – especially in management – do pay attention to all the little things. Over time, these add up to create an impression of You with a capital “Y,” as if you are your own brand! So keep that in mind at all times – and act as if you are in the spotlight, rising to meet a challenge or test in every situation. Because the truth is, you are.

2. Direct marketing:  This involves taking action so others are even more aware of all the value you bring to your position, office, department, leader and employer. For example, do you:

• Provide regular status reports to higher-ups, detailing everything you do to streamline and simplify their jobs?

• Offer proposals to your manager for job-title enhancements, promotions or wage increases based upon contributions that boosted productivity, efficiency or the bottom line?

• Share success stories of teams you lead or are involved with, so that your praise reflects well not only on the group, but also on you?

These are just some examples. What others can you think of? Please share!
In future blogs, we’ll go deeper, and explore the finer ways to market yourself for career success.

For now, I’ll leave you with this thought – a quote from actress Bette Davis, one of the most successful and powerful leading ladies of her time, on and off camera:

Attempt the impossible in order to improve your work.

Though advancing in the administrative profession may at times seem impossible, remember that it is possible! Every skill you gain, every contact you develop, every minute you spend improving yourself and honing your talents gets you one step closer to your goal. And using the techniques I’ve shared here gives you a new advantage – and the ability to change the course of your career starting today.

Joan Burge

I started to turn the wheels around in my brain and after a short time realized that I receive a newsletter from a Las Vegas speaker I have met a few times by the name of Dr. Loren Ekroth, an expert on better conversations! Dr. Ekroth provides an e-zine called Conversation Matters™. His e-zine is focused on creating better conversations. After researching his site to share with our reader I found some assessments on his website that I thought you might want check out. The first is his Conversations Mastery Self-Assessment (if you answered no to my first question you should score 100%). The second is the Small Talk Scorecard (how do you handle those small talk scenarios, like networking?) I thought each of these were great, quick resources to share with you.

Another resource I came by was the book, Real World Communication Strategies That Work. Particularly Chapter 1 by Cindy Chernow all about networking communications. I hope that this has sparked your interest in becoming a better communicator as well and best of luck with each of these new resources.

Please share below in the comments section any additional resources or communication tips you have to offer.
Wishing you happy and meaningful communications.
 
Jasmine Freeman
Chief Executive Assistant to the CEO

Of course research ensued and because you are a savvy assistant reading this blog and would want to know the answer as we did. See what we found out.

We’ve seen it all and that was what why it was so confusing to us! After finding a very useful article at www.BerryReview.com we had it – “according to RIM’s (Research In Motion) Branding Guideline:       

Do not use RIM trademarks in a plural or possessive form.

Acceptable:
·   BlackBerry® smartphones

Unacceptable:
·   BlackBerrys
·   BlackBerries
·   BlackBerry’s

This is stressed even further in the BlackBerry Branding Guidelines document.”

There we have it folks! What other new technology has you with a big question mark looming over your head? Let us know, maybe we’ll be able to find an answer for you.

Jasmine Freeman
Chief Executive Assistant to the CEO

Create a vast network of acquaintances and advocates with whom you enjoy doing business, have done favors for, know well – or know remotely, via others.

The only good reason for an assistant not to know a lot of people is because he or she has just begun a new job out of state. (I’m somewhat serious about this!) Administrative professionals fall into a category of people called “super-connectors,” because they’re often the hub of information and networking in their offices, as well as for the people they support. They interact with internal and external clients; they work with multiple levels of managers. (Another reason why, if you don’t already have a business card, you’ll want to lobby for one sooner than later.)

The very best assistants strive to cultivate genuinely personal, positive relationships with people at every level in an organization – partly because it improves office morale, communication and effectiveness, and partly because they never know when they may need to rely upon someone’s support or assistance. This isn’t politics as usual. It is pure people skills.

That said, here are some of the people I recommend getting to know, if you don’t already. Remember, top assistants understand that everyone in their network can help contribute to their success:

·      Your leader’s manager (and even above that – the higher your acquaintances, the better)
·      Your leader’s staff
·      Your leader’s family and friends
·      Administrative staff at higher and lower levels
·      Your administrative peers
·      Receptionists
·      Human resources/benefits managers and staff
·      Accounting managers and staff
·      People from other departments, in other divisions
·      Clients and potential customers
·      Vendors (whether your company or organization is currently doing business with them or not)
·      Salespeople (good relationships can lead to lower prices)
·      Mail-room staff, and
·      Janitorial or maintenance staff.

You can probably think of others to add to the list so please share in the comments section below. The point is, the more people you know who, in turn, know you – as a good person, hard worker, advocate for their personal and professional lives, and super-connector – the wider the web of support you create around you, and the stronger it becomes. In times of crisis or setback, this web can be a lifesaver – the equivalent of a safety net that catches you when you fall. At other times, its very presence makes you feel even more confident, alive and secure as you go about your work and life. I can’t say enough about the importance of a vast, thriving network.

Be sure to check in on Monday for the final entry in this series. Method #5 Market Yourself

Joan Burge

Build trust with time – and DWYSYWD (pronounced “dwis-ee-wid”) approach to success: Do What You Say You Will Do.

The more consistent you are – in your actions and, especially, your behavior – the more the people you support will trust you. Consistency, and following through, are key.

Think of building trust in a work relationship as a process – one that’s equivalent to dating and then marriage. When you first start supporting an executive, you’re learning what works and what doesn’t. There’s a lot of trial and some error – minor tweaks and corrections. Over time, as with any longer-term relationship, trust develops to a point where things are just “understood.” You seem to read each other’s minds, grasping verbal and non-verbal cues that would escape others’ notice. Where these traits are present, there’s trust. And where there’s trust, there’s great potential to grow your career.

I look forward to reading your tips on building trust. Please use the comment section below to share.

Joan Burge

My next recommendation may seem like a no-brainer – but you wouldn’t believe how many assistants I’ve coached who’ve never taken advantage of this simple success rule:

Become friends with the person (or people) you support.

Let me illustrate my point with an example from my career as an assistant: I once worked for a major corporation in the South, taking over for the top assistant who’d served her manager for more than eight years. You might think my job would’ve been more difficult because of the strong relationship my predecessor built with this executive. But that wasn’t the case. They hardly knew each other!

Within months, I’d learned more about my executive – his communication styles, work preferences, family, friends, expectations, disappointments, successes and goals – than my predecessor had ever known! And I learned it by going out of my way to be friendly – specifically by being curious, paying attention, asking questions and having a vested interest in his success (as well as my own, of course). These are worth repeating, so let’s go over them again:

·      Be curious. As Helen Keller said, “Life is either a daring adventure or nothing.” So treat your job – and the ins and outs of getting to know your manager – as a curious adventure. What can you learn each day that’ll benefit and strengthen this key work relationship?
·      Pay attention. You can find out a lot about people from the way t
    hey act, speak, behave, work and live.
·      Ask questions. There’s no law against asking higher-ups friendly, helpful questions that permit you to do your job better. (In fact, it’s often appreciated.) Examples: “Is there a local caterer you’d prefer for meeting luncheons, or are there any you’d avoid?” or “How would you like me to handle calls from your children when you’re in a meeting?”
·      Have a vested interest in your manager’s success. Friends help friends. Ask yourself, “What can I do in good faith to help ensure the success of the person I support?” If it’s possible, do it. You’ll earn more than gratitude; you’ll most likely win loyalty and friendship in return. In other words, your manager will have vested interest in your success, too.

Be sure to check in tomorrow for Method #3 Build Trust.

Joan Burge

Go to your manager, or another higher-up, and volunteer to assume a new task.

Take work off of their plate and find a way to make it fit into your busy schedule. Or, if you see a project no one else has tackled (e.g., a cost-saving or profit-enhancing process improvement), propose it to management and follow it through to completion.

As long as you either have, or can learn, the skills required to expand your job, do it. Here’s why:

·      You’ll gain experience. Put another way, your investment in effort and time will translate into “career capital” – something you can literally take to the bank, something that adds value to you beyond the position that you hold. The more “career capital” you have, the more likely an employer is to pay more for it.
·      You’ll boost your professional image, and earn even greater respect as someone who’s eminently capable, savvy, proactive, positive, and a go-getter.
·      You’ll get more latitude in performing your job. The more you can do, the more higher-ups believe you can do – and the greater freedom they’ll give you to ”create” a job for yourself that’s even more personally meaningful and satisfying.

Please share your tips below on ways you have personally expanded your job or ways you plan to do so in the comments section. Tomorrow we will cover

Method 2. Befriend Your Supervisor.

Joan Burge

Proving your worth in any job is never easy. But when you’re an administrative professional, it can be twice as hard, as anyone with some experience in this career will agree!

Like it or not, there’s an inherent bias toward the work you do. Yesterday’s “Gal Friday” may be long gone, but media portrayals continue to perpetuate the woefully outdated stereotype of the coffee-pouring, steno-pool note taker who’s content to sit on the sidelines while “real professionals” take care of business.

Of course, that isn’t you – nor does it describe the millions of other savvy, accomplished administrative professionals in the workforce today. Assistants have made enormous strides in developing their careers, credibility and influence over executive decisions in recent years – often replacing downsized middle managers. In fact, if you’re like most assistants, your job duties have increased, your tasks are more complicated, you’re managing either people or projects (or both), and in some way your work has a direct impact on the bottom line. It’s an amazing career-track transformation, when you think about it.

Which explains why the question I hear most often from success-minded professionals these days is this:

“How can I get my employer to recognize my many contributions and outstanding efforts, and reward me accordingly?”

This week I am providing a detailed roadmap to help you achieve this goal. It’s based on my 20 years of experience as an administrative professional, supporting 12 businesses in five states and working my way up from receptionist to the No. 1 assistant positions for Fortune 500 companies.

Using these techniques, I was able to win greater respect, even more exciting job opportunities, better titles, and yes, higher wages. These techniques worked for me. And, as someone who’s spent the past 19 years training top assistants to advance their careers, I guarantee they can work for you too. Tune in tomorrow for Method 1. Expand Your Job.

Joan Burge

I recently came across a blog I grew to love fast. It’s perfect for assistants! The blog is The Assistant’s Loft and the blogger shares some really useful information for assistants from tips on ordering flowers, phone etiquette, what not to do as an assistant (i.e. read the post on Christina Milian’s ex-husband) to what to provide in your office to create a ‘haven’ for your busy leader.

I found this post really useful and wanted to share this blogger’s tips with all of you and point you to yet another useful resource.

Apart from the favorite snacks and beverages you may want to keep the following items in your office for those emergency moments (remember to stock travel sizes):

• Tide stain removal pen
• Dental care kit (toothpaste, toothbrush, mouthwash)
• Altoid’s
• Downy Wrinkle Release
• Wet wipes
• Small umbrella
• Nail file
• Sewing kit
• Lint roller
• Hand lotion
• Advil
• Brush/comb

I love the list so far. What else might you keep around for your leader or team? I would love to hear from you and be sure to read the full blog entry here.

Jasmine Freeman
Chief Executive Assistant to the CEO

by gueast blogger
Jodith Allen

Supporting a boss who is in another office, or even another country, can be a real challenge for even the most organized of assistants.  It can be done, though, with a good work plan in place and the right tools.  With technology constantly increasing our ability to stay in touch, supporting someone on the other side of the world is becoming more common place in our industry.  Virtual Assistants have built a whole industry around the idea of virtual support, and they often have clients around the world.

Put Together a Communication Plan
First of all, you need a plan.  Communication is key whenever you are supporting someone virtually.  Because you don’t see each other coming and going all day, you tend to forget to communicate the little details that can be important to a project.  Keep a list of details that you need to share handy, so you can communicate fully whenever you have the opportunity.  It’s important, though, to know in advance the types of details your executive wants and needs to hear and to have a plan on when and how to communicate those details.  Sit down with your executive (virtually if necessary) to hammer out the details of communication.  Here are some of the considerations you’ll want to discuss:

•    Are there some issues he wants dealt with out of your location, and to whom those issues should be referred?
•    What types of issues he expects to be notified about immediately?
•    What types of issues can wait until you next talk?
•    How often will he contact you?  Depending on the time difference, you probably want to have a regular phone time set up at least once and possibly twice a day.  If anything of an emergent nature comes up, how should you contact him (e-mail, phone, texting, etc.)?

Tools of the Trade
When supporting an executive virtually, you need to have the proper tools in place.  E-mail, of course, is vital.  Even when supporting someone locally, I prefer to use e-mail to communicate, because you always have all instructions at your fingertips with no miscommunications.  This is especially vital when supporting someone virtually.  Get follow-up instructions by e-mail even when you’ve discussed a project by phone already.

An online project management service like Basecamp is also an important tool to have when you support someone virtually.  It’s easy when you are constantly e-mailing drafts of a document back and forth to get versions mixed up.  With a tool like BaseCamp, you can keep only the current version on-line so nobody gets confused.  Also, many companies put limits on the size and types of documents that can be sent through the e-mail system.  By using an on-line tool, you can upload any type and size of document without it getting screened out by e-mail security.  Not that I’m advising bypassing your company’s e-mail security by any means.  However, if used properly and securely, sharing documents on-line can be a secure and safe.

Lastly, I seriously recommend having a business cell phone.  When you are supporting someone virtually, especially if there is a big time difference, you don’t want to waste time playing phone tag.  Get a business cell phone, and whenever you are away from your desk, transfer your office line to the cell.  It can be a life saver when you support someone far away.

While supporting a busy executive virtually is challenging, is certainly isn’t impossible.  With technology constantly increasing our ability to stay in touch, supporting someone on the other side of the world is becoming more common place in our industry.  Virtual Assistants have built a whole industry around the idea of virtual support, and they often have clients around the world.

Jodith Allen has worked in the administrative support field for over 20 years. She shares her experience and skills on her blog, Administrative Arts, which is a resource for persons working at all levels of the administrative support field. Jodith currently works as a Virtual Assistant, providing administrative support to small businesses and entrepreneurs. She lives in Northwest Washington with her husband, three dachshunds, and one very large cat.

I remember sitting in an auditorium and hearing the speaker ask, “How many of you are leaders?”  Surprisingly, very few hands went up.  What holds us back from thinking of ourselves as a leader?  Perhaps it’s the fear of failure or being accountable to ourselves and others.  Or is it that if we are the leader we have to know all the answers?  Whatever the answer, the reality is we are leaders.  The purest definition of a leader is someone who influences others. 

When you are a leader you become a role model and will undoubtedly be observed by others.  Just because you are the leader doesn’t mean you will have all the answers or make all the right decisions.  As a leader you will find yourself in new territory.  Situations will arise that you haven’t experienced before.  Decisions will need to be made, you’ll need to think on your feet and make the best decision possible with the limited information at hand.  And you’ll need to take responsibility for your actions and decisions.

When you are criticized for a decision or questioned about why a requested action didn’t become a priority, you’ll need to take the high road and avoid reacting defensively.  One of the best ways to know if you are on the right track as a leader is to ask yourself, “Am I demonstrating the behaviors I want our team to emulate?”    

Recently I had a conversation with a colleague and she asked, “Do you really have to always take the high road?  Can’t you sometimes fall short and give the person back just a small dose of the negativity they are throwing your way?”  Even though these reactive behaviors are tempting and sometimes make us feel good for the moment, the reality is that by choosing any other option is destructive to you and to your team.

The next time someone let’s you know that you’ve fallen short, they disagreed with your decision or you offended them – take the high road.  Instead of allowing them to get your emotions spinning, listen and respond by saying, “Thank you for letting me know.  I appreciate you sharing that information with me.  I’ll take your thoughts into consideration.” 

It’s amazing how this technique diffuses the situation and encourages more openness among the team.  This is exactly what great leaders do and with practice we can do it too!

Peggy Vasquez has been an Executive Assistant for top Executives for more than a decade and is currently the Executive Assistant to the Laboratory Director at Pacific Northwest National Laboratory (PNNL). 
If you like what you see here and want more insights into Peggy, you can follow her at:  peggyvasquez.blogspot.com

1. When you do anything small or big for your executive or manager, it really is appreciated. There are many times throughout the year where Jasmine will surprise me with a bouquet of flowers or a welcome back card when I've traveled. I can't tell you how much her thoughtfulness means to me.

If you do not have the time to buy a card or are watching your expenses, even just writing something short on a Post-It note for your manager is a welcomed surprise.

Jasmine will also pleasantly surprise with a "Have a great class" e-mail or text the morning of the day I will be speaking. That makes me feel so good!

It's the little things that count in all relationships. In our time-compressed society, we can easily forget how much it means to know someone is thinking of us, cares about us, or appreciates us. 

2. Always celebrate your birthday in some way, shape or form. Get others to celebrate it with you. I find it hard to understand why people (mostly women) don't want to share their age after 30! It is a wonderful blessing that you lived another year; that your life meant something; that your contributions make the world a better place. 

If you have young children, start this year making their birthday special. That does not mean spend a lot of money. If you have a mother, father or sibling who never made a big deal out of their birthday -- make this the year for fanfare!

Of course, you don't have to wait until a birthday to celebrate life. Every day should be celebrated. 

My birthday wish is that all of you will live and love your life. I wish nothing but good things for you. And, always pay it forward. 

Have a great day,

Joan Burge

• Talk or laugh loudly. This is especially true when you’re using a cell phone or addressing a personal issue. Discretion, and a lower tone of voice, is usually best.
• Cry in front of others. The crying, emotionally frustrated professional woman is one of the worst negative stereotypes in business today. If you feel the need to show emotion, step away, manage your feelings and then return to the situation with composure and more confidence.
• Decorate your workspace with “cutesy” things. Toys, stuffed animals (like Beanie Babies®) and other items can send the wrong message about your professionalism. Keep personal items on your desk to a minimum: a few framed photos and any tasteful art that distinguishes your personality and promotes your office prestige.
• Barge into someone’s workspace. Knock first. Ask if it’s a good time to talk. If not, agree on a better time and leave. Avoid hovering, which can hamper privacy and productivity.
• Share confidences. Though you’re surely aware of this “don’t,” it bears repeating especially for assistants working in smaller offices and departments where people know each other well. Keep your defenses up at all times: You’re a hub of information, and co-workers are clever about the ways they’ll try to extract information.
• Allow discontent to spread. Positive attitudes – not negative ones – keep morale high and help managers and employees work better together. So be sure to limit negative talk in the workplace to the best of your ability – either by opting not to participate or stating, “I think it’s best if we don’t discuss that.”

Keep these important points in mind, and you’ll remain a consummate administrative professional – one your peers will look up to and managers will respect and admire!

Now it’s your turn! Share some ‘don’t’ tips with us below – maybe even some true stories, just remember not to name names.

Joan Burge

But we can’t let that happen! We must guard and practice our professionalism as one of the most valuable traits in our administrative toolbox. That bears repeating, so let's say it again: Your professionalism is one of the most valuable traits in your administrative toolbox. With it, you can move mountains. Without it, well… let’s just say you wouldn’t be reading this if you didn’t already have it!

There are certain traits and skills that exude professionalism and can help vault your administrative career. Today I’ll share the ‘do’ list and tomorrow I will share the ‘don’t’ list.

The ‘Do’ List

• Practice punctuality. Be on time. In fact, strive to be ahead of schedule. Idea: Bring a “to read” file with you to meetings so that, while you’re waiting for people to arrive, you can stay productive.
• Shake hands like you mean it. Avoid wimpy handshakes. What kind of message does that send? Instead, grasp the other person’s hand firmly; interlocking thumbs and giving a slight squeeze that says, “I’m confident.  I’m glad to meet you.”
• Stand for introductions. Unless there’s a physical reason you cannot stand when you’re introduced to someone, the best way to show off your stellar manners is to stand and shake hands.
• Say “please” and “thank you.” You wouldn’t believe how often business people – including seasoned assistants – forget these time-honored words of respect!
• Respond to RSVPs by the deadline. “RSVP” doesn’t mean, “Respond only if you’re attending.” Translated from French, it means, “Please reply” – one way or the other.
• Return phone calls promptly. It matters! What’s more, answer the phone when you’re in the office, even if you’re swamped with work. (You’d be amazed how many assistants allow calls to go to voicemail – a no-no.) Make the best impression by being there when people need you or someone you support.
• Stay focused when listening to others. Contrary to popular practice, it’s not OK to check e-mail while you’re on the phone. What may seem like multi-tasking to some can seem rude or inattentive to others.
• Walk with poise. Ever see pictures of ‘50s women walking with books on their heads? You don’t have to go that extreme. Simply carry yourself well as you walk – with shoulders back, head up and smile on your face, of course.
• Practice good grooming. Strive to ensure that your overall “image package” – hair, clothing, shoes, accessories and make-up – says to others, “I’m happy with myself. I’m attractive and enthusiastic about life and the work I do.”
• Treat everyone with courtesy and fairness. The more temperate your attitude the comfortable people will feel coming to you with concerns, questions, ideas and problems that your higher-ups will appreciate knowing. Equally important, you’ll be better able to manage crises and difficult people so their impact on the workplace is minimal.

Now it’s time for you to chime in, maybe you have a personal story about professionalism or an item you want to see on the list? Please comment below.

Come back tomorrow for my next blog on the professionalism ‘don’t’ list.

Joan Burge

Professionalism is a 360-degree awareness of the impact that your behavior, words and actions have on the people you support, not to mention your overall effectiveness. It’s accepting responsibility for your image because it affects how others view your employer, your immediate supervisor and, ultimately, your performance.

No wonder your professionalism has such an impact on your career!

This week I am going to be blogging about “Professionalism” so please join in the conversation and share your thoughts on this subject as we are all professionals here and can learn so much from each other.

Joan Burge

Thanks for submitting your question on networking in your area. Here are my thoughts. Try to attend training courses that are offered for executive admin as much as you can (even if it is just one time a year and you travel to another city for it). You can go with the purpose of learning what they offer in the program and to network with others. Invite someone to dinner with you on your free nights that you click with or see if a group is willing to have you come along with them. This is a great way to expand your admin network and just because they aren’t local doesn’t mean they won’t be there when you need to call upon some help from your peers.

If training/travel aren’t an option it may be a goal to strive for as a reward for a job well done. Perhaps after some smart negotiating you can have it worked into the budget for future years.

I want to expand more on other networking groups I am currently involved with as an executive assistant. Please note that I am a member of IAAP Las Vegas Valley chapter (there are three different chapters in our city – I just had to find the right chapter for my needs).

• I am a member of our local chamber’s young professional’s group – perhaps your chamber has some great mixers you can attend. Don’t be shy because you are an administrative professional. Go on behalf of your company and get to know others in the community. It’s a great way to build confidence and see what else is going on out there, you might find some great groups or training available locally.
• Toastmasters! I am also a member of one of our local Toastmasters clubs. This group is great on skill building. You not only learn about public speaking but you get to practice and learn more about evaluating (or critiquing) others. There are various roles to play in each meeting and the amount of knowledge you can gain from working through your communicator and leadership manuals is tremendously valuable.
• Special interest groups. I just joined our local National Speakers Association chapter because it’s an area I want to grow in personally and professionally working for a professional speaker and knowing others that do what we do is a great resource for me when we are looking for ideas internally. Is there a group that may be industry specific or that focuses on a talent you are looking to build or enhance? If so, perhaps you can visit their regular meetings to see if their group is a fit for you.

I hope this helps you on your search to find a way to develop yourself in your local city.

Another thought – if what you are looking for doesn’t exist, CREATE IT. Be a vanguard for the admin in your area and find others who are also looking for this type of group and work together to start one.

All the best,
 
Jasmine Freeman CEAP

I’ve been involved in Toastmasters for over 20 years and I believe, beyond a doubt, it has been one of my greatest resources for personal and professional success.  Part of what makes it such a great personal development program is that speakers are always bringing in excellent ideas for others to learn from.  Such was the case last week when my long-time friend and Las Vegas BNI (Business Network International) Director Leslie Taylor presented a speech that outlined a simply brilliant model for building effective relationships. 

We’ve all been there:  We go to a networking function or set up a time to get together for coffee or lunch with someone we’ve met in our travels and then stall in that awkward moment where we really don’t know how to begin.  The GAINS model (which Leslie contributed to the best-selling book, Business by Referral) is truly one of the most powerful and effective methods I’ve encountered for building relationships.   

Have a brilliant week!

 

•    Straight forward communication. (Don’t beat around the bush.)

•    Be precise and concise. Busy executives do not have much available time.

•    Communicate big picture, abstract ideas.

•    Speak with intelligence, thought, and clarity

•    Confident tone

•    Be prepared (you are organized and prepared as to what you are going to say)

•    Factual

•    Mirror words and phrases they use, such as:

       Analyzed                              Flawless execution
       Strategic…                           Holistic
       Alignment                           Trite ideas
       Synthesis                             Getting into abstracts
       Forecasting                          Near-zero tolerance
       Engaged in the business
       Get in the game

How can you learn more about the way executives speak?

1.    Listen to the words executives use, whether internal or external.
2.    Read; pay attention to how they communicate in e-mails and other correspondence.
3.    Read some of the books executives read.
4.    Peruse newsletters, articles, periodicals, and trade journals your executive reads.

Share some of your thoughts on “Executive Speak” in the comments section below.

Here are some ideas:

•     Daily Calendars
•     Review Mail
•     Department Issues
•     Upcoming Travel
•     Training
•     Telephone Messages
•     Visitors
•     Status Updates
•     Follow-up Items
•     Future Projects

I am also including a list of benefits below to help you (or your executive) understand why it’s important to have these brief daily huddles together.

Benefits:

• Reduce stress.
• Diminishes last-minute chaos.
• Opens lines of communication.
• Facilitates planning days and weeks.
• Decreases paperwork buildup.
• Clarifies expectations for both parties.
• Both parties understand the day’s priorities.
• Flags issues or situations that might arise.
• Makes working together more enjoyable.

My answer is now very simple:  ADMINOLOGY is the future.  It is about redefining the profession for a new decade.  It is about carving a path for a profession that will be exciting, desirable and the younger generation will choose!  So if you have not familiarized yourself with Adminology®, please go to Adminology.org.  Be sure to read the Adminology White Paper. Then view the free brief videos and read the great articles.

Be the first ever Adminologist of the Year! Apply for the award today.

• Drink plenty of fluids throughout the day -- I mean the good kind!

• Fruit is very refreshing and makes for a great mid-day pick you up at work. Instead of bringing candy in for everyone, why not bring in some fresh fruit?

• Take breaks throughout the day, if you feel really tired.

• We also need to keep ourselves mentally energized. So even if your body feels a little weak during the day, you are mentally alert so you can be effective in your job.

• Don't play so hard on the weekend.

• Cool off your car before getting inside to go to lunch or heading home.

I hope you truly enjoy your last week of July 2010. Make the most of your August because then fall will be here and most businesses will be gearing up for the last 4 months of the year.

Joan Burge

Weekends can make you weakened instead of energized.

•     Ask for specific deadlines – not a.s.a.p.
•     Clarify early in the day what is the most important priority.
•     Make deadlines public information.
•     Start and maintain a status report.
•     Make your own decision and stand by it.
•     Ask yourself, “What is the impact by not getting this done today?”

Please share your tips in the comments section below.

View Atlanta event details now!

1. What makes this source an expert in the administrative profession?
2. How long has this source been around?  Do they really understand where the administrative profession was and what truly exists today?
3. Who is at the helm of this source? Do they have any clue what it takes to be an executive assistant, administrator, or administrative assistant? Did they ever work in the profession for any length of time?
4. Where do they get their answers from? Who do they go to for their research? How many managers, Human Resource professionals, Training and Development professionals and administrative office professionals do they interview or survey?
5.  Does the person or "team" who is predicting the future really have a VISION? Not everyone was born with the gift of vision.  If you look within any organization, it is usually the CEO, President, and Owner who is the visionary. That is why they are at the helm.  Then they have a qualified team who helps them map out and implement the vision.

Office Team wrote a comprehensive paper called Workforce 2010. I read through every page and am excited that their research is in perfect alignment with what Office Dynamics has been researching at great length and have already predicted in our Adminology White Paper. You must read Workforce 2010 very carefully. My husband, Dave, read it before I did and he thought it was all about being technically savvy.  I read it and saw it definitely was about technology and all the changes that are going to take place, but..... 85% of what is listed behind the technology is soft skills like critical thinking. So if you read this paper, read behind the scenes.
 
Which leads me to my next point:
What do you interpret when you read predictions about the future?  Do you truly understand what is behind the black ink on the pages or web site?
 
We are going to make your job real easy.  We have done all the homework and have a vision for the future.  While I cannot go into every detail in a Blog, I will share with you the big picture view.  Study the main competency skill sets below. These are the roadmaps to where you should be heading with all forms of education and learning.  These are the areas that you need to excel in, enhance, fine tune, and learn.  The Adminology Skill Set is quite challenging but this is the future. This is where all serious Career-Minded Administrative Assistants and Executive Assistants will need to go. Many of our Blogs, Monday Motivators ezine, books, CDs, DVDs, seminars, workshops, and annual conference focus on the Administrative Skill Set.
 
Adminology was formally launched in January 2010 and is evolving as I write you. It will be a process of evolution because it is the future.  I don't have all the answers yet but the pieces are coming together more each day.  I highly encourage to stay with us and visit Adminology.org frequently.  Summer is a little quieter because we know many people take vacation during the summer.  We will be in high gear starting in September.  And we are selling out fast for our 17th Annual Conference for Administrative Excellence entitled Adminology: Professional Expertise for the New Decade . . . and Beyond!

View Washington, D.C. event details now!

1. Treat every person with respect and kindness.
2. Build good communication skills every day.
3. Trust others to take over for you. (This is hard for those of us who like to be in control.)
4. Good people do exist in our world and are ready to jump in.
5. Rely and reach out to experts in various fields.
6. Emotions ebb and flow.
7. Important skills for every day: organizational, time management, teamwork, good attitude, delegation, persuasion, planning and scheduling, ACTION ORIENTED, and leadership.
8. Important attributes: patience, understanding, kindness, forgiveness, trustworthiness, humbleness, and hope.
9. Attention to details is important.
10. Clarify what you don' understand.  Repeat what you think you heard.
11. Provide clear expectations for others.
12. Reach out.
13. Know when you need alone time and don't feel guilty.
14. Always build excellent relationships with your manager and employer.  It will pay you back 10 fold. 
15. Explore all options before making major decisions.
16. Being able to work is a gift.
17. Nothing is more important than people and your relationships with them.

Well, Monday Motivators, I hope you benefit from this series.  I know you maybe want to read all kinds of jovial things on Monday morning. However, we need to have our serious moments as well so we can face those serious moments in our lives.

I am looking forward to writing some fun and information Monday Motivators starting July 26 so come back.

For more in this series see:

Dealing with Disappointment

You Are Stronger Than You Think

Joan Burge

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Here is the language we suggest when reprinting Joan’s articles.

If the entire article is being used, this language should follow the article:
Reprinted with permission by Joan Burge, workplace expert, editor of “Monday Motivators” e-zine, and CEO and founder of OfficeDynamics.com – a premier training and development provider since 1990. Copyright © 2010. Please respect our copyright. All rights reserved in all countries. Contact: 800-STAR-139.

If portions of Joan’s article are being used or the article is paraphrased, this language should follow the published item:
Source: Joan Burge, one of today’s foremost authorities on workplace excellence and administrative effectiveness, editor of “Monday Motivators” e-zine, and the CEO and founder of OfficeDynamics.com – a premier training and development provider since 1990. Contact her at 800-STAR-139.

Promote Yourself
Don’t let any positive accomplishment go unnoticed.

Be visible to the right people. Determine who should know your talents.

Create an assignment that will bring you into close contact with the people who can help you move ahead.

Impress People
Be a person of action. Don’t worry about impressing people with words—that’s the ego speaking. Impress people by doing something important or relevant. Be known as someone who comes up with ideas and gets things done.

Do something for others first. You can make a great impression by first providing a service, doing a good deed, or promoting others. Think about what you can do for them. Eventually, they will be doing things for you. Can you send them information about something they are interested in? A project they are working on? Do you need to promote them to someone else? Can you tell others about these people and their product or service?

Find the link. As you get to know people, think of how you connect with them. What do you have in common? Is there anything that links you together?

Build Alliances
Get to know everyone. Why? Because you don’t know today what your needs will be a year or three years from now. You don’t really know what you will be doing, where you will be working, or what you’ll want to achieve personally. Make an ally in every person you meet. Build your own invisible “life Facebook” of alliances. “Friend” everyone you can to better expand your invisible network of influence and alliances. Once you gain an ally and nurture each relationship into full bloom you will always have that person available to you.

1. The Perception Factor:  Managers tell me that they actually get concerned when their assistant has a messy desk. They feel it portrays a lack of focus. Managers and executives will say to me, "How can my assistant know the top priorities? Everything is scattered all over her/his desk?"Work Area Is a Part of Your Professional Image
2. Work Space is Not Storage Space
3. Use the Clustering Technique.  Cluster similar tasks or supplies. This is a real time saver.
4. What’s Inside Counts, Too!  If I were to open your desk drawers and file cabinets, would they be neat, organized, and color-coded?  If I sat in for you while you were on vacation, could I easily find supplies? Hard copy files?  The inside of your cabinets, drawers, and files are as important as the top of your desk and credenza.

A Word About Records Retention…
     Resources: SMEAD Ergonomics™; www.onlineorganizing.com
Embrace a Modern Look.  What do I mean by that? There are numerous organizers, files, organizers, portfolios, and note pads that look 2010! One of our very favorite lines is DiVoga made by OfficeMax.  You are probably saying, "Our purchasing department won't buy those for us or my manager will never go for that."  Well, guess what? You can invest in some of your own personal favorites and DiVoga by OfficeMax is available at very reasonable prices.  To keep a modern-day look, think about the style of your picture frames; make sure you don't have any "needlework" pieces hanging in your work area (Yes, I'm serious as I've seen this.)
 Place Most Frequently-Used Items Close to You.  3M has conducted numerous studies on the time we save throughout the day by implementing this daily practice.

Best of luck!  When busy fall and winter comes, you will be thrilled you took time during the summer to spruce up and get organized.

This is a hot topic; we would love for you to share some of your best tips on organizing yourself and your office in the comments section below.

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Here is the language we suggest when reprinting Joan’s articles.

If the entire article is being used, this language should follow the article:
Reprinted with permission by Joan Burge, workplace expert, editor of “Monday Motivators” e-zine, and CEO and founder of OfficeDynamics.com – a premier training and development provider since 1990. Copyright © 2010. Please respect our copyright. All rights reserved in all countries. Contact: 800-STAR-139.

If portions of Joan’s article are being used or the article is paraphrased, this language should follow the published item:
Source: Joan Burge, one of today’s foremost authorities on workplace excellence and administrative effectiveness, editor of “Monday Motivators” e-zine, and the CEO and founder of OfficeDynamics.com – a premier training and development provider since 1990. Contact her at 800-STAR-139.

Check out this full article on HOW to Maximize the Time and Talents of an Assistant written for your executives!

Here are some cool things that other admins have done with theirs:

• Set up a virtual career portfolio in Google Docs to use when applying for jobs outside of their state (in PowerPoint form)

• Created personal brochures to leave with the person they interviewed with – the brochure is a simple tri-fold brochure showcasing talent, professionalism, and CREATIVITY

• One assistant took such beautiful pictures that her executive decided to use her photographs as their company holiday cards – she included the samples of her work in the portfolio

• Personality assessments

What are some unique things you are doing with your portfolio? Share here in the comments section.

HAPPY INDEPENDENCE DAY!

I'm sharing a special request with all of you today. If you have any interest in sharing your articles here with the administrative profession, please send them in to me - Jasmine Freeman - to be featured here in The Joan Burge Blog as Guest Blog entries. 

Here is what you need to do if you are interested in submitting a guest blog:

• an article related to the administrative profession that can help others in their career development.
• a photo of yourself
• a short bio about yourself

Thanks for taking an interest in The Joan Burge Blog and I hope that our array of new guest bloggers will offer a lot of exciting and helpful information to each of you, our cherished readers.

Jasmine Freeman (jfreeman at officedynamics dot com)

Next Stop San Diego July 28th. Come on out and join us!

1. Use your time wisely.

2. Always build new contacts and people resources -- you never know when you will need them.

3. Nourish the wonderful relationships you do have at work and in your personal life.

4. If there are aspects of your life that are a bid untidy, start cleaning them up.

5. Strength comes from knowledge in various areas of life so continue learning every day.

6. Give yourself a pat on the back for any recent obstacles you have overcome.

7. Take good care of yourself.  It's already the last week of June.  Have you been enjoying your summer so far? Did you take any vacation time or do you have any planned during the next month?  Our strength is not only what we can mentally handle but our physical nourishment as well.

8. Make sure you have a back-up system at work or a co-worker who can fill in for you should you need to be out for awhile.

9. Tell yourself, "I am smart. I can learn. I can do this."

Thanks to all of you who continue to send your well wishes to me and Dave.  Wishing you a wonderful week!

Joan Burge

Are you a Monday Motivator Subscriber? If not, sign up here.

Here is the language we suggest when reprinting Joan’s articles.

If the entire article is being used, this language should follow the article:
Reprinted with permission by Joan Burge, workplace expert, editor of “Monday Motivators” e-zine, and CEO and founder of OfficeDynamics.com – a premier training and development provider since 1990. Copyright © 2010. Please respect our copyright. All rights reserved in all countries. Contact: 800-STAR-139.

If portions of Joan’s article are being used or the article is paraphrased, this language should follow the published item:
Source: Joan Burge, one of today’s foremost authorities on workplace excellence and administrative effectiveness, editor of “Monday Motivators” e-zine, and the CEO and founder of OfficeDynamics.com – a premier training and development provider since 1990. Contact her at 800-STAR-139.

I wish I could respond to all of you one by one but the responses to Joan’s emails have been overwhelming. I wanted to let you all know that I am putting all of your messages together and each day I get them to Joan and she is personally sharing them with Dave. Joan has told me herself that she goes to sleep with a lighter heart after reading all of your encouraging and thoughtful words. So whether you leave a comment here on the blog or you send it me or any of our other staff in an email, it is being shared with Joan and Dave and it means a lot to all of us that you are all out there caring and supporting us.

We have the best readers, clients, and fans in the world! We will continue to keep you informed.

Warmest regards,

Jasmine Freeman CEAP

I GET to go to work today! How’s that for exciting news? Does it rev your cognitive engine and get you fired up? “Getting to go to work” is a foundational concept which forms the basis of our attitude, strongly affecting how we will work while at our desks.

Perhaps you are thinking, “What!? I get to go to work? Are you kidding? I have to go to work!” Just think: how many millions of people would love to go to work where you are; to sit in your chair and to receive your paycheck.

Recent economic events have devastated the workforce: downsizing, fewer hours and those who retained their jobs are now doing the work of those who’ve left. “Getting to go to work” is partly the relief of retaining employment…but that’s not the whole picture I am referring to.

Getting to go to work today means:

•    We get the opportunity to learn something new.
•    We get to showcase our talents and abilities.
•    We get to experience teamwork and knowledge sharing.
•    We get to earn a paycheck that generates the lifestyle we enjoy.
•    We get to contribute to the success of our managers and principal supports.
•    We get to experience diversity by interacting with interesting people. 
•    We get a feeling of accomplishment and pride, which builds our self esteem.

I will be the first to acknowledge there is something wonderful about getting to go on vacation or sleep in on a Saturday morning. But human beings were designed with a capacity to create, to become and to do. It’s just the way we are wired.

Sometimes it’s easy to let our guard down and soak up bad attitudes and “can’t do’s.” There are many people who live and work with those thoughts daily. It’s like a lifetime sentence of bread and water. But I propose that we resist those thoughts and strengthen our hearts, choosing a new way and a new thought.

The difference this made in my own working life was dramatic. When I felt I had few options or choices, I reacted with that powerless feeling. Life was colorless and drab.

I began to realize there were a myriad of options and choices available to me. They were located in my thoughts and heart. I could control the “emotional weather” inside me. It mattered less what happened outside me and more how I responded. I became happier and more willing to undertake big projects and hard tasks with a smile. With freedom to choose, I was no longer locked in, a prisoner of my own bad attitude.

“I get to go to work today.” Just saying that now makes me feel excited and anticipatory.  What will I get to do? What will I learn? Who will come my way? And how will we build solutions and success into each meeting, phone call and work request?

Now it’s your turn: Do you HAVE to go to work today or do you GET to go to work today? The choice is always yours.

Nancy Fraze works as a Legal Assistant for Chevron. She has a writing, copyediting and ideation business, “Phrase, Ink.” and is Poet Laureate for the Town of Danville, and is a frequent contributor to the Northern California Chapter of IAAP.

Jeff Birchmeier has been a technology trainer for the last 12 years and is currently working as a technical analyst for a software company in Las Vegas, NV.

They say confession is good for the soul, so let me just come clean from the outset: I despise morning radio deejays. Their inane banter, endless contests, silly sound bites and shallow comments bore me. The deejay pairings, so formulaically “good guy/wild girl” duos, made my teeth ache for a dentist’s drill!

Music has always helped me settle into the routine of a new day while I get ready for work. For several years now I’ve snapped the radio on and off, programmed pre-set channels, changed stations and radio bands. It seemed like they never got around to playing music and when they did…they’d talk over it.

And the drive in was no better. I struggled with multi-disc changers, CDs and those jewel cases as fragile as a butterfly wing…all in the attempt to avoid morning deejays. A lot of morning “angst” was tied to NOT listening to my music because I was AVOIDING the problematic deejays. That’s just the way it was.

Recently I was browsing an online retailer known for its “A to Z” inventory when I discovered Squeezebox, the cure for what ailed me. Oh my! Squeezebox looks like a small tabletop radio with an electric plug, but it is so much more. It is configured wirelessly through my home computer to play not only all my own MP3 music stored on my hard drive, but also enables me (for free!) to create custom stations WITHOUT COMMERCIALS OR DEEJAYS.

If I want my station to only play Enya, Lady Antebellum, the Zac Brown Band and Mo’nique, it does. If I am in a Rat Pack mood, it hooks me up. Should I be hungry for some Black Eyed Peas and Maroon 5, it’s instantly mine. I can also rate songs it plays either positively or negatively, which builds a customized music player that is uniquely my own. And, it has a color screen that shows me cover art, something that I truly favor.

I managed my problem, so involved with avoiding the deejays that I didn’t prep for my day through music OR develop a solution. You don’t know what you don’t know! It got me thinking: when we cease to develop a path directly toward a solution we begin, imperceptibly, to accept the problem and just “deal” with it. It becomes the norm; in time, we forget to remember that “you don’t know what you don’t know”…and to earnestly seek solutions as we encounter each issue, large or small.

For instance, as an administrative assistant, maybe your leader delivers her travel expense receipts just before the statement deadline…and it becomes easy to think, “She’ll just pay a late fee monthly.” Perhaps your group’s mobile phone bills are skyrocketing beyond approved budget limits…and you haven’t yet discovered your corporation’s contract for $20 per month VoIP with unlimited calling. Maybe you’ve accepted your principal’s failure to use IM while she’s tied up in teleconferences.

As administrative professionals, we need to cognitively and consciously challenge our thinking daily. We can and should be honest with ourselves. Where do we need to focus on developing solutions instead of simply managing the problem? What steps can we take to begin our journey toward freedom instead of making do? In what ways have we bought the lie and begun to think we know what we know and that is “all there is out there”…without researching for fresh answers that we may not yet know about? Have we forgotten we were only going to manage an issue until we developed the solution…but somewhere along the way we let go of trying to find it?

It’s true: you don’t know what you don’t know. Thank goodness, that’s not where our story stops. We need to remember not to forget we don’t know what we don’t know…because there’s no reason to accept less than a perfect solution. So often…it’s right before our eyes!


Nancy Fraze works as a Legal Assistant for Chevron. She has a writing, copyediting and ideation business, “Phrase, Ink.” and is Poet Laureate for the Town of Danville, and is a frequent contributor to the Northern California Chapter of IAAP.

Not too far from my home is a business located on a side street at the end of a lane. The business is located in a beige cinderblock building with a roll up door, unpretentiously simple. There is no sign over the door…on the wall…or anywhere…in fact, I’m not sure there is a street number posted on the building! It’s called Kevin and Connor’s and if you know about them then you know about something good.

Owner Kevin states, “We haven't ever had a sign. This might seem unusual, and it is. This is one clue to the fact that our…business hasn't really needed one. It's been built on a good reputation and referrals. Our friends, neighbors and acquaintances are also our best customers.”

For almost twenty years without a sign, Kevin and Connor’s auto repair business has grown an abundant and loyal customer base. On the Internet site, “Yelp,” customers all but wax poetic about the honesty, integrity and efficiency of this business:

•    “It's refreshing to meet such a wonderful, honest business owner. I give this place five stars and will be back again with my friends.”

•    “Goes above and beyond.”

•    “This is a business that puts itself in your shoes. They are very ethical, upfront and make things right. Their pricing is very fair and they tell you what things cost in advance.”

The business without a sign has grown and prospered because of word of mouth referrals and a reputation based on consistent quality.

This brings me around to administrative professionals.

Do we administrators operate “without a sign” because our clients have built our reputation for us, based on the results we produce? Do we enjoy referrals from those we support, causing our circle of influence to grow? Have we developed a reputation for not only producing quality work, but for our quality attitude while we work? Do we go beyond what’s expected to what we know we are capable of…our very best?

We work “without a sign” when, as dedicated executive assistants and administrators, we put ourselves into the shoes of those who give us things to do. We choose to approach each task with a cognitive awareness that this very task---whether a binder prep, an international travel itinerary, or the careful selection of a dinner menu---could be done with one goal: to ensure that individual’s success!

Zig Ziglar, author and speaker, says, “You will get all you want in life if you help enough other people get what they want.”

We may not be auto repair shops, but we can stand proud and tall in our profession. We can be a “business without a sign” and build an outstanding word of mouth customer base, so that others say, “if you know about [your name!], then you know about something good!”

Nancy Fraze works as a Legal Assistant for Chevron. She has a writing, copyediting and ideation business, “Phrase, Ink.” and is Poet Laureate for the Town of Danville, and is a frequent contributor to the Northern California Chapter of IAAP.

I was lucky enough to participate in our IAAP AZ-NV-NM Division Annual Meeting in Tucson over the weekend and I must tell you that the quality of administrative professionals there blew me away. These men and women were certainly committed to their goals, their professional development, their event, their association and so much more. While the host site chapter was dissolved before this event ever had a chance to take place there were some key players who stepped in to make this event happen and not only happen but go off without a hitch! Everything was so well coordinated by these shining stars – I know I wasn’t the only attendee who was impressed.

Over the course of these few days I met many individuals and shared different ideas about our profession and our association on our issues and best practices. I valued the in-depth conversations we were able to have with such a variety of people. The programs were of great inspiration as well! We had our very own, Joan Burge on Friday morning to kick us off into a motivated gear, followed by Dwight Lamb on Happiness (did you know an employee’s happiness DOES impact the bottom line?) and on Saturday morning our Keynote Speaker, Lucinda Juan shared with us our value in the workplace and so much more!

I am thankful to work for a business person who values my education and was okay with me being out for a few days to participate in this event. I am also thankful I was able to get to know my division peers a little better and make some new connections.

Jasmine Freeman

CEAP

The reason these companies had an epiphany is because a determined executive assistant or senior administrative assistant met me, has been exposed to my teachings and went back to their management and persuaded them of the value and necessity of training for their administrative community.

On June 3, 2010, we launched a pilot of the Star Achievement Series at an organization in the southwest. The first of 4 classes (which will be taught in 4 months) was a huge success. The administrative assistants and executive assistants in attendance were so appreciative and energized by the fact that this program is just for them.

But I don’t want to talk about how great Star Achievement is….. I want to talk about the determined, future-focused executive assistant who took the initiative to make this happen. Without her, this may not be a reality. She was strategic in her approach and tactical but she also possessed good communication skills and knew how to partner with management. I would call her a Champion of Change.

The world needs more of these types of assistants who are willing to push the envelope and create a better future for the administrative community in their organization.

There are times in our life when we need to press pause and take care of our personal lives and those we love. This also gives us a time to regroup with ourselves and let others help us as they are quire competent. Those of you who really know me, know I love my work. It is a gift from God...and so are all of you.

Right now, I need to take care of personal business and help my husband of 33 years overcome this setback.

For the next 2 weeks, I will not be writing any Monday Motivators or Blogs. This does not mean that you should stop inspiring yourself and using your internal drive to love every day.

The greatest gift you can give me and Dave is to continue blogging at OfficeDynamics.com - "chat" with each other and Jasmine and continue visiting Adminology.org. We will have some guest bloggers as well. There is plenty for you to do while I am taking a short break. I don't expect you sot stop growing and learning just because I'm not encouraging or pushing you.

I will be coming to San Diego for the Joan in Your City Tour and I will be bringing Dave with me so keep signing up! We want to see a big crowd in San Diego.

If you need any assistance, call Jasmine Freeman at 800-STAR-139

I will be back in 2 weeks. My best to all of you and Dave sends his best to everyone.

Joan Burge

• being in our zone
• operating at our maximum
• the best of our best
• feeling so good we could shout to the world
• knowing we have done a great job

We can lose our groove for many reasons.  It can be anything from lack of enthusiasm about our job to doing repetitive work, not being challenged, too many personal problems, health issues, changing jobs, feeling overwhelmed by work, and more.  When we lose our groove, we lose enthusiasm for work and life.  We do the opposite of all the above items I mentioned.

If you've lost it, how do you get it back?

• Realize you've lost it!  Actually, it's just buried by all the other stuff.
• Start delegating and making life simpler.
• Do something at work (or home) that you love.
• Change one thing about your appearance (even males can do this).
• Be creative at work.
• Take on a task at work or a project that challenges you.
• Stretch outside your comfort zone.
• Challenge present systems.
• Add interest to mundane tasks.
  
  Good luck to you this week as you get your groove back!

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What's a Plan B? It's the backup to Plan A, of course. It's your contingency, your lifeline, your sanity when the going gets rough and Plan A falls through. The thing is, we're all so busy these days getting our first priorities squared away, we barely have time to consider the "what if" scenarios that are lurking out there. For example:

• You've scheduled a flight from Baltimore to New York at a specific time so you can make a critical meeting later in the day. But the plane is delayed indefinitely. What's your Plan B?
• That report you completed yesterday has suddenly "vanished" from your hard drive. There's no way to know what happened to it, and your boss needs it ASAP. What's your Plan B?
• Your eldest child is sick at school, but you're expected to give a presentation in 10 minutes. What's your Plan B?

The list goes on and on. I'm sure you can think of a number of times when having a Plan B would've been quite handy. (Of course, hindsight is 20/20.)

Bottom line: The skill you need to develop if you want to live a happier, more satisfying professional and personal life is the ability to ask the "what ifs" that can see you through a blip in your day or a catastrophe. Indeed, this is one of the key characteristics shared by the best known and most successful professionals out there.

That said, please understand that not every Plan A warrants a Plan B. (Your top priorities, responsibilities, job tasks and so on are worthy of Plan B reflection.) Further, sometimes having a general idea of how you'd handle a problem with Plan A is enough of a Plan B to act quickly - with decisiveness - so you remain effective.

So, this week, challenge yourself to find a little time to pause and reflect on your plans - and then flex your brain muscle and prepare for success in spite of life - in all its messy, unpredictable and exciting glory!

Joan

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• Keep up with technology.
• Look for better ways to do things. Don't assume that the way you perform today is the most effective and efficient way. Especially in this time of uncertainty where companies are trimming staff due to the economy, you need to think of ways to streamline processes and cut costs.
• Open you horizons to other departments.
• Help break down the barriers between management and colleagues. Roll up your sleeves, get involved, and work next to people. Realize that you are "in this together."
• Attack the future instead of protecting the past. Some people are working hard at keeping things status quo. These are the people that will not be around in the workplace in a few years.
• Be willing to take risks.
• Know what the rest of the world is doing. Broaden your horizons.
• Take responsibility. Determine your goals, set your priorities, and be accountable for your actions.

This week, be a sponge every day. Learning takes place just by listening to the people around you, observing behaviors, asking "why" and "what if" questions, and just showing a general interest in learning.

Have a terrific week!

Joan

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Do you know that it only takes one obstacle in an otherwise-perfect day to make you feel less-than-best? Especially in these hectic times, when every employee is pressed to achieve more in less time with fewer resources, a single hiccup can make you feel like everything is in upheaval.
Let’s face it: Instability or chaos of one form or another is everywhere. We cannot control that. But we can control our attitudes. We can control how we choose to respond to a negative situation. It’s easy to respond negatively to a problem, of course. The key to success (and the challenge for top performers) is to see the positive in every troublesome issue, and turn obstacles on their head so we benefit in some way.

Say you walked into the office this morning, and you were feeling great…. Better than great – fantastic! You woke up in a splendid mood. All your favorite songs were playing on the radio on your ride into work. You were looking sharp in a new outfit. Everything was going your way.
But as soon as you stepped foot into the doorway of your department, a colleague approached you with a last-minute report for you to finish, a supervisor called you into her office to urge you to pick up your productivity, and your son rang your cell phone to say he forgot his lunch.
Could you smile and make the best of it?

Being positive when you’re in a tough spot is a skill we can all benefit from developing. I'm going to share with you some ideas from my Star Achievement Series® curriculum.

Make the Right Choice
Every time you are challenged by an individual, thrown into a difficult situation, or faced with a hectic day, you have a choice: To be happy and continue on with your day or to be upset and let your entire day be ruined.

Make the Right Choice
Life will always throw out challenges to you. There will always be a Nancy Negative or Don Dragon trying to upset your attitude. You can make the decision every morning that you will face whatever comes your way with poise and tact.

Make the Right Choice
If you make this a daily practice, before you know it, you won’t have to think about what to do or make a concentrated effort to do it. It will come naturally, and you will find yourself a happier, more peaceful, and more productive person.

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Hello, Monday Motivators! Welcome to another great workweek, filled to the brim with opportunities to prove your mettle and potential in whatever profession you're in!   Two weeks ago, I had the privilege of speaking at an Administrative Professionals Week event in Washington, DC. The speech was based on my best-selling book, "Become an Inner Circle Assistant," which explores various ways assistants can partner with management to pursue excellence and create effective, productive work teams that have real impact on the bottom line. Even though this book has been in existence for a few years, it is still a highly-requested topic.   I thought I'd share some of the insights from the session because the pursuit of excellence applies to us all, regardless of our positions or where we work! Let's explore three of the most important points, starting today:   To succeed, you must be brilliant at the basics. When I consult with individuals or businesses, I often see the same trend: employees who've advanced in their professions falling short on the "basics." But to be excellent, you must constantly build upon your key workplace skills, including communication (verbal, written and electronic), leadership, organization, time management and the like. These basics are the foundation for more advanced skills, such as persuasion, negotiation, crisis management and conflict resolution. So remember: The more finely honed your basic skills are at all times, the more successful you'll be in your job going forward.   We can all be part of an "Inner Circle." I coined the phrase "Inner Circle Assistant" to describe an administrative professional who - through hard work and efforts to earn managers' trust, among other things - advances to a coveted position far beyond job-title limitations. An Inner Circle Assistant becomes a vital part of a management team. The same is true for every position, when you think about it. If you care about excellence, you're always striving to reach the Inner Circle - or to ensure that your work keeps you there. Why? Because that's where the action is!   Become a learning sponge, especially when you're a veteran in your profession. Today's economy and workplace are ever-changing. No matter how well versed you are in your profession or how well you know your business, ongoing career success absolutely depends on continuing education. So avoid resting on your laurels! Get out there each day and challenge yourself to learn something new. It's sure to be an asset in your current position, and you'll be able to take that knowledge with you wherever you are in life! It's a win-win strategy.   One quick side note: I was struck by how hungry people are for information that can help them advance their careers! Many attendees approached me during the event and said that what I had to share with them was not just good information, but critical to their career futures!   This proves to me that, without a doubt, learning and enrichment opportunities are more valued by employees today than ever before! Thank you for investing in yourself by reading this weekly column... I pledge that I'll continue doing my part to help keep you informed and prepared to achieve the success you dream for yourself! As for your part, get out there and pursue that dream!   P.S. If you are not aware, I am taking my best tips from Become an Inner Circle Assistant to 6 cities this year and providing a full-day workshop. Please be sure to see if I'm coming to a city near you and take advantage of any Early Bird Specials! I would love to personally meet you.

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Our Week 5 one-on-one coaching with Joan Burge for one hour winner is Celeste Lawson!

Congratulations to all of our winners and thank you to everyone who participated in the blog-a-thon this year!

Comment By Kimberly Lorencic on 4/26/2010 8:47:59 AM

Dear Joan, I enjoyed recently reading "Become an Inner Circle Assistant" which in turn led me to your web-site and all the inspirational nuggets. Thank you so much. I was so inspired I wrote a poem just for you:

Admin Admin spring in my step,

to the rescue all adept,

with smiles and courage abound,

I know I leave a positive mark for all around.

Admin Admin reaching beyond,

days of yonder with aplomb!

I can do anything, anything at all,

because I am super powerful after-all.

Admin Admin mind like a tack!

Don't dispel any myths,

we like it like that,

with piercing minds,

and analyzing finesse,

we will never leave anyone with a mess!

Admin Admin near and far,

embrace the challenges,

find the shining star!

Stand tall and be who you are.

When one looks at a career it needs to be planned out. Where did I start, where am I now, where do I want to be, how do I get there? Who is going to take my place, who’s place am I going to take. If you don’t know, you should. Just because you have been at a company a long time does not guarantee advancement. We have all seen where a company has gone to the outside to fill an important position. What does that say about its current employees? Is it that no one is skilled enough to fill it or is it the attitude of those who might be considered?

Most members of a company only get to know the co-workers around them, who have jobs just like them or who report to the same level manager. If that’s the case how does one in a higher up position know who you are? What your skills are or how smart you really are. We have all heard, dress for the level you want to be, not where you are now.

Here are some questions to ask yourself:

Do I network in the company?

Do I go to company functions?

Do I know the co-workers who are two levels above my level?

Do I volunteer my time to the company’s favorite charity?

Do I dress for the job I want?

Do people know I want to advance in the company?

Have I talked with my HR department about my future? If you don’t have an HR department, then consider someone who can help you move up. Let your boss know you enjoy working with him but that you do want to grow in the company.

In other words, if you don’t plan you will plan to fail. Take your map out and chart your course. Look for help along the way and stay sharp and focused. By being proactive you will get there a lot faster and make more friends along the way.

If your company does not have succession planning maybe you can plant the idea in their mind.

This guest blog has been provided by Dave Burge.

Dave Burge - Vice President of Marketing and Operations
Dave has always been in the back ground of Office Dynamics from the start. His talent and skills come from over 35 years in the Sales and Management side of business.

Business Ethics involves the study of moral (right or wrong) issues and choices in the workplace – and the many gray areas. This term indicates that the behaviors being demonstrated may not be considered ethical or unethical or right or wrong.

Whether the behavior is considered right or wrong depends on the situation and the intent of the person doing it.

I focused my observations recently on behaviors and listening to dialogue with clients about ethical dilemmas people face day-to-day at work. For example, a few excerpts I’ve heard during breaks and lunch hour conversations included:

“Well, so and so in my department really needed the time off. Calling in sick was the right thing to do.”

“The boss took credit for the entire presentation even though her direct report was right there in the meeting.”

“In reviewing the resume, I saw the gap in employment, yet I wanted the candidate to get the job, so I didn’t ask about it.”

“I went out to dinner with the customer last night even though our policy states ‘no’”

“His company phone bill was way outta whack. How much was being used for his side job with real estate?”

“Is a $5 bottle of water going to make that much difference on my expense report?”

“Did my subcontractor really think I wasn’t going to 1099 her for the work she did for me last year? She needs to pay taxes just like me.”

“The candidate I’m thinking of hiring is from within. I’d like to go with an outside person yet this internal candidate is very attractive and could really get along with the men she will work with. I need these men to get my job done and the ever-deserving promotion I want!”

So, these are a sampling of things heard this week. Do these statements come from innate, inborn tendencies and approaches to ethical dilemmas or does our society, leadership in organizations “teach” choices around these? It’s an interesting thought… what are yours?

Sue Robach - Professional Speaker and Corporate Trainer

Sue Robach is a management trainer and consultant with expertise in the areas of leadership, human relations, organizational and interpersonal communication, decision-making, problem solving, team building, sales training, and continuous improvement. Sue was previously a corporate trainer and communications manager for a global automotive manufacturer and former Director of Communications for the Michigan Association of Certified Public Accountants. Read Sue's full bio.

It's not where you end up that means as much

Monday Motivators is a weekly, free e-zine written and distributed by Joan Burge, CEO and founder of Office Dynamics. To subscribe to receive Monday Motivators please click here. If you wish to distribute the Monday Motivators to your staff please follow the following guidelines.

If the entire article is being used, this language should follow the article:
Reprinted with permission by Joan Burge, workplace expert, editor of “Monday Motivators” e-zine, and CEO and founder of OfficeDynamics.com – a premier training and development provider since 1990. Copyright © 2010. Please respect our copyright. All rights reserved in all countries. Contact: 800-STAR-139.

If portions of Joan’s article are being used or the article is paraphrased, this language should follow the published item:
Source: Joan Burge, one of today’s foremost authorities on workplace excellence and administrative effectiveness, editor of “Monday Motivators” e-zine, and the CEO and founder of OfficeDynamics.com – a premier training and development provider since 1990. Contact her at 800-STAR-139.

Hello, Joan Burge Blog readers! 

I received an email a while back from Kathy. Kathy is an executive assistant who wants to know more about travel preparation for her executive and what can be included with the itinerary or on the itinerary to make the executive more comfortable during travel.

I like the advice Joan gave me when I attended her World Class Assistant program, “Take the trip before your executive does.” This doesn’t mean you get on a plane and check everything out in Washington, D.C. before you send your executive there – most of us don’t have that luxury! What that means is mentally take this trip as if you were in your executive’s shoes from the moment you leave your house to the moment you get back and consider every step in between and then break it down into a very easy to read format containing all important details. 

First, get to know your executive’s travel preferences and keep a running list. When they get back from a trip and say XYZ Airline was horrible again, they never seem to have it together, their flights are always late – and so on – make a note that you will not book on that airline if you can possibly help it or note specific problems and try to avoid them in the future if you can. Sometimes your travel notes will be conflicting and at that point I recommend you and your executive take the time to evaluate their true travel preferences again.

Next, do your homework and research the trip - all the while taking the trip in your head. How does your executive get to the airport? Do they park at the airport or do they need ground transportation? Once they land at their destination city will they be going to baggage claim to get their bag or are they traveling with a carry on? The more you plan travel for your executive, the more you will get to know their travel habits and this won’t be something you necessarily have to ask each trip. Are they taking a town car, shuttle, taxi or perhaps someone is picking them up? How long of a drive is it from the airport to their hotel? This is a helpful question to ask for all legs of the trip. Do they have dinner arrangements? Is there a suggested restaurant in the area you can tell them about? Think of every detail from start to finish and lay it all out for them as much as you can. If they prefer to plan their meals, you can leave things open and just lay out options for them if applicable. There are many variables to consider, even for a short one day trip but your executive will appreciate your thorough legwork on finding all the details out ahead of time for them.

The finished product should be a brief, easy to carry document – I have included a sample itinerary for you.

If it is a special meeting or new client, I try to include pertinent details on a one sheet to include for reading on the plane or before travel. Assess your executive’s travel as the trips they take will differ and adjust your checklist and final travel document accordingly.

Happy travel planning everyone!

Jasmine Freeman CEAP

How many times have we heard someone say, "I need to lose weight," or "I'm going to start college this year," or "I want to be promoted to Office Manager sometime soon"? We set out with the best intentions, but for some reason, we often fall short. Why? Some of these goals are merely "wishes". What does it take to turn these wishes into actual goals? It takes being SMART!

SMART goal setting is really the only way. Goals must meet these criteria:

• S = Specific
• M = Measurable
• A = Attainable
• R = Realistic
• T = Timely

Kathy Tosoian, Office Dynamics Certified Trainer and Speaker

Kathy is a Star Achievement Series® Certified Trainer and has been with Office Dynamics since 1997. Kathy is also certified in more than 20 customized workshops written by Joan Burge, founder and CEO, Office Dynamics and is certified to teach Office Dynamics’ World Class Assistant high end certificate program for administrative and executive assistants. She is one of Office Dynamics top speakers and repeatedly receives top-ratings from our clients. Read more of Kathy's bio.

As many of you know, Jasmine has been my strategic business partner for 3 1/2 years. She runs this place! Although we have outstanding people on our team, Jasmine is the core. If you picture a wheel with all the spokes and the central piece in the center holding all the spokes together, that is Jasmine. She is the glue, our spoke, our central point. I can easily go out of the country for 10 days on business and I know Office Dynamics is in good hands. I recently told Jasmine she can't ever leave me. She has to stay until I'm at least 80 years old but she may have to drive me around!

In honor of Administrative Professionals Day, I want to spotlight my Chief Executive Assistant. I think the world of Jasmine and always tell her "she is my angel from heaven." That's pretty heavy duty when you think of it. When Jasmine started with me, I had just had an emergency surgery--a pretty big one at that and had some post complications for quite some time. Finally, after I healed and just started feeling better, my husband (Dave) started not feeling well. Many of you know his story but for those of you who don't, after 5 months of being sick, Dave was diagnosed with pancreatic cancer. So for 2 1/2 years Jasmine went through all of this with us. It has not been an easy road to say the least. I told Jasmine I would have "run off" a long time ago.

Jasmine is resilient! Of course she is 100 other great things and I'm sure she is embarrassed that I'm boasting about her so much. But she is here behind the scenes while I'm out there on stage or in companies or classrooms!

So, at this special time of year, I want to publicly thank my great assistant, Jasmine Freeman, for all she does and for being who she is plus embracing all the challenges I throw her way.

Happy Administrative Professionals Day, Jasmine! You ROCK!!!

Joan Burge

I am an optimist and a realist. Let’s face facts: The administrative profession is changing faster than some celebrities go through boyfriends. It doesn’t take a brain scientist to see that more and more firms are counting on employees and middle management to handle their own calls, prepare their own documents and make their own travel arrangements. So, what’s a savvy admin to do to remain relevant AND competitive in our career field?

Consider taking on learning these new skills:

Foreign Language:

Learn Spanish. Take an on-line course, find a local discussion practice group, or take at least a semester of Spanish at a local community college I’ve spoken with several friends in the HR world that have anecdotally confirmed that fluently bilingual Spanish/English administrative assistants earn a higher pay rate and can pretty much have the job of their choice should their software skills, experience and references match up. The friend in the field also told me their call board can receive up to six requests per day for an administrative assistant that is bilingual in Spanish. Of course, this is in the Washington DC Metro area. I suspect it would play out the same in cities that have a large Spanish speaking population, such as Miami or Los Angeles. This trend is not going away. I have a hunch it is going to be THE most important skill in the next twenty years, not just for administrative professionals - but all professions. Any fluency in a second language is wonderful, but Spanish is really an advantage in business in the United States for now. Don’t want to learn Spanish? I would recommend considering taking a course in Chinese or Arabic as an alternative.

Database software and query writing:

Get to know your databases. Again, if you don’t have access to training at your workplace- take a class. Reach out to your professional and personal networks to ask if someone would take time to at least give you brief overview of database management. As we move away from the more typical administrative tasks that can be done by our supervisors via mobile phone network - we need to have an additional skill up our sleeve that cannot be accomplished or processed (yet) by mobile phone. Boston.com recently rated databases administrators in their top 30 fastest growing occupations. [http://www.boston.com/jobs/galleries/30fastest_growing_occupations/]

Facilities /Office management:

A great example of this is to learn about the company phone system. In larger firms this is going to be handled by contractors, but in smaller firms - knowing more about phone systems will be valuable. Have you seen the more modern phone systems? Calls are answered by clicking on your monitor, they can tell you who is calling and whose line they were calling in to - and the same system allows you to ‘drag and drop’ the call into voicemail. These are fascinating new systems - and really great to learn because someone has to be able to train the staff if you have rotating phone coverage.

There are many more options. The choice is yours. Many career advisors point to the importance of being a lifelong learner. This tenet certainly applies in our field. Learning skills that complement our profession without taking away from our basic role of providing administrative support will enable us to continue to grow and help our companies to grow as well.

This guest blog posting was written and contributed by Kemetia Foley. Kemetia resides in the Washington D.C. area and operates the blog, Super PPN (or Paid Professional Nudge) since APW 2006.

Did you know it’s Administrative Professionals Week? This happens to be one of my favorite weeks all year – and not just because I was once an assistant myself before I founded my company back in 1990.

I love celebrating this week because it gives me a chance to thank my own executive assistant for everything she does to help me be even more successful. If it weren’t for administrative professionals, business would cease. Managers and executives could not be effective. In fact, if not for assistants, the entire economy would collapse. If you don’t agree, just think of what happens when your assistant is out, even for a day! Multiply that by more than 4 million assistants in the United States alone and… well, you get my point!

Here are five great ways to thank those outstanding, indispensable administrative professionals who help us succeed each and every day:

1. Support their professional development. For example, if there’s a seminar or training session they can attend this week either on- or off-site, let them go! Sure, you’ll miss them for a few hours. But allowing them to observe the day through career development sends the message that you do appreciate their efforts. (Of course, you do not have to limit their attendance to this week; any time this year would be great.)

2. Give a meaningful gift. Note my intentional use of the word “meaningful.” Everyone gives flowers, coffee mugs, balloons or similar items. This year, why not invest in gifts that help advance assistants’ careers? There’s no shortage of books, CDs, DVDs and other career-enhancing tools out there, in a wide range of prices. Take your pick – and reinforce the respect you have for their career aspirations. Or give your administrative assistant something that has meaning to them: Do they have a favorite book store--give them a gift certificate? Would they love a spa day but can't afford it?

3. Treat them to lunch. While this was low on the list in our survey, you may still want to have some "sit down and eat lunch time" with your assistants. In our busy work days and weeks, managers and assistants rarely take time to stop, eat, and converse. Whether it is this week or 3 weeks from now, be sure to use the time to get to know your assistant even better. Avoid talking about work. Make your assistant feel as special as he or she is.

4. Give them special flex time. This depends, of course, on your employer’s policies and project deadlines. Still, if you can let your assistant leave a little early one day this week, it’s a nice way to say, “Thank you for the times you’ve stayed late to help me.”

5. Offer a sincere thank you. Sometimes, the most invaluable gifts we receive are heartfelt compliments. Whether you publicly praise assistants at a department meeting or personally look them in the eye and express your gratitude, the gesture is sure to be appreciated.

If you are an administrative professional reading this Monday Motivator, congratulations on your continuing success in this worthwhile, incredibly important career. This week, our hats are off to you! (If you feel the managers in your organization are clueless about this special week, you may want to forward this Monday Motivator to them. Sometimes they need a little reminder that this is YOUR week!)

Joan Burge

Here is the language we suggest when reprinting Joan’s articles.

If the entire article is being used, this language should follow the article:
Reprinted with permission by Joan Burge, workplace expert, editor of “Monday Motivators” e-zine, and CEO and founder of OfficeDynamics.com – a premier training and development provider since 1990. Copyright © 2010. Please respect our copyright. All rights reserved in all countries. Contact: 800-STAR-139.

If portions of Joan’s article are being used or the article is paraphrased, this language should follow the published item:
Source: Joan Burge, one of today’s foremost authorities on workplace excellence and administrative effectiveness, editor of “Monday Motivators” e-zine, and the CEO and founder of OfficeDynamics.com – a premier training and development provider since 1990. Contact her at 800-STAR-139.

Thanks to everyone!

Jasmine Freeman CEAP

"Success is 95% habit. Successful people are those who have developed good habits and follow them over and over. Unsuccessful people have poor habits or don't have good habits. If you develop good habits, they become automatic. Your success and your happiness are virtually guaranteed."

Spring certainly is the time to think about which new habits you want to grow. It's also the time to get rid of the weeds. What might some of those be?

· Wasting time on tasks of low value

· Not being organized

· Poor communication skills

· Not tapping into someone else's style of communication

· Having a closed mind to new opportunities

· The inability to stay on task

I guess the question you need to ask yourself is, "How do I develop good habits?" First, you need to know what habits you should develop. Take time to observe successful people inside and outside your organization. What do they do well? And what do they just do? Throughout the day, how do they use their time? Where do they focus? What do they avoid? And with whom do they network?

Keep in mind that it takes about 21 days to feel semi-comfortable with something new. Therefore, after a few days of trying something and not feeling it works, you need to say, "I'll give this 21 days before I pass judgment." Of course you're not going to like it the first day or two or three! New habits are not in our comfort zone. But we also don't grow by staying in our comfort zone. Growth occurs when we move out of that zone and stretch. Often, if we stay with the new habit long enough, it becomes our new comfort zone.

You have to be willing to take a close look at yourself and identify gaps in your performance. Surround yourself with peers and friends who have talents that don't come easy to you and learn from them.

Persist. Don't get discouraged. As you grow new habits, new doors will open. As you move through those doors, you will seek ways to stretch again and grow more new habits. Do you see what's happening? You are building many talents and skills that you can use as you go through life and you will be preparing for unexpected opportunities

Some strategies are more effective than others in getting people to offer you career assistance. Here are some guidelines to increase your chances of getting the advice you need - whether you're looking for specific answers or hoping to establish a long-term mentoring relationship:

Don't come across as needy or desperate. In times of economic recession and layoffs, people are understandably concerned about losing their jobs or finding new positions. Even so, you'll never get results by "pleading" with people to help you in your career. We've all had friendships or relationships with people who are needy and "clingy." These individuals call all the time and make a drama of everything in their lives. They are "high maintenance" people, and you want to run for the hills to get away from them. And the same is true when people tell you how desperate they are to get a job … or how many bills are piling up. Dwelling on the negative aspects of your current situation will only drive people away from you.

Avoid the shotgun approach. Some people think that the more people they ask for career advice, the better. So, they send out an avalanche of letters, or make numerous phone calls, hoping one will work out. When I receive such requests by e-mail or snail mail, it's always obvious that the sender has used a form letter that's being sent to many companies or individuals. It's clear that they're using a template and just changing the name of the company each time. People will help you when they think you've given considerable thought to your selection and that you've done the research to determine who might be a good candidate to ask for assistance.

Recognize the mentor. It's vital to convey to the mentor that you're familiar with what he or she has done and that you find something about the mentor to be valuable. This isn't about worshipping or "buttering up" the person. But don't kid yourself: everyone loves to be recognized. And the mentor will be impressed that you have taken the time and done the research to learn about him or her. The mentor has the right to know, "Why are you contacting me?"

Convey how you will serve the mentor. In my experience, more than nine out of ten people seeking career assistance only mention one person - themselves. They want advice. They want help. They want certain questions answered. Their approach is "Me, Me, Me." This is a complete turn-off. If you want assistance, be of service to the mentor. Think ahead of time about what you can offer to the mentor. For instance, if the mentor is speaking at a trade association meeting, offer to help out on-site. If the mentor could use technical help (and you're a computer whiz), offer your services at no charge. You're asking the mentor to take time out of his or her busy schedule to serve you. It only stands to reason that you should be offering to serve the mentor as well. Remember, you're looking to establish a mutually beneficial relationship.

Make specific, limited requests. Over the years, I've received dozens of requests from people, who ask in essence, "Tell me everything you know." Most of them submit a list of questions, such as: What is the key to success in sales? Who is your competition? What trends do you see in your industry? These are general, and in my view, highly unreasonable questions. You must respect the other person's time if you want to be helped. Identify your one or two most important questions and then ask. You stand a much better chance of getting a response. Recognize also, however, that much of the information you're seeking may be found in readily available resources, such as books, tapes, seminars or through membership in a trade association. Don't make someone else take time to help you when the answers are easily obtained on your own.

Pay for the advice. If you want to speak with someone for an hour or two and get extensive advice on a variety of topics, consider paying that person to spend some time with you, either on the phone or in person. I've had tremendous success with this strategy when I needed help, and it doesn't have to cost a lot of money. Once you're a paying "client," people will gladly offer their best advice and give you more than you even expected. With one bit of information (such as getting a vendor recommendation) you can save many times the amount of your investment.
When you follow the ideas presented here, I assure you that you're going to stand out from the crowd. Most importantly, you're going to receive the help you're seeking … and that will allow you to build a satisfying, rewarding career.

-- Jeff Keller
©Attitude is Everything, Inc.

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Public speaking is something that also scares me, but I want to develop this skill! I don't want to be looked over for future opportunities because I was too afraid to get better at something and develop myself.

In this brief video I share with you a lot about Toastmasters. I am sure there are many places you can develop this skill and please feel free to go where it is best for you. My experience is with Toastmasters and IAAP involvement, so that is where I decided to place my focus.

I encourage all of you to take one step toward developing a new skill today, one that your aren't so comfortable with.

I look forward to your comments! (Forgive my lighting and blurriness issues - I'm an amateur!)

If you have trouble viewing this video - please be sure that you are logged in (login button is at the top right of your screen.)

Understanding the Need to Delegate
In my experience, new executives have two hurdles to cross. First, they are used to doing everything themselves. I’ve had several tell me that they didn’t really need an assistant, but their boss insisted they have one. They are used to managing their own e-mail, making their own travel arrangements, and setting up their own appointments. If they need a database, they create one themselves.

The key to dealing with these young executives is to help them understand that its not an issue of them not being able to handle those duties, it’s just that they no longer have time to handle everything themselves. It usually doesn’t take long for them to realize the truth of that statement. Many don’t realize that in going from front line management to managing managers, their time becomes a premium. They will be juggling more projects than they ever thought possible. After a month or two in the position, though, they generally begin to understand the need to delegate tasks. This brings us to the other hurdle for new executives.

Learning the Role of the Administrative or Executive Assistant
It takes time for new executives to learn to trust the abilities of their assistants. Many new executives who have never had an assistant before have a picture in their mind of someone who answers the phone, types, and files. They always need an adjustment period to realize just how much expertise we have as Administrative and Executive Assistants.

We know a wide variety of software for many different functions. We know how to set and monitor a department budget, take meeting minutes, research topics and write reports, and that’s just for starters. We can monitor industry publications for items of importance, give feedback on personnel matters, monitor social media for company mentions, and update the department website. The days when Administrative and Executive Assistants just handle phones and filing are long gone. In today’s business world, we are valued partners of our executives, and the earlier this is learned by a young executive, the more successful he or she will be.

As Administrative and Executive Assistants, it is our role to help gently, and sometimes not so gently, educate our executives on our role and how we can best provide support. As I said before, it’s a difficult job, but probably one of the most rewarding ones in our career.

Jodith Allen has worked in the administrative support field for over 20 years. Her experience includes being an Accounting Clerk, Receptionist, Secretary, Administrative Assistant, and finally Executive Assistant. Her blog, Administrative Arts, is a resource for persons working at all levels of the administrative support field, from beginners to those with years of experience. On Administrative Arts, Jodith talks about making travel arrangements, provides tips and tricks for Word, Excel, and Access, and gives advice to help you be the best Administrative Assistant possible.

Jodith currently lives in Bellingham, Washington, with her husband, three dachshunds, and two cats. She enjoys reading, blogging, gardening, video games, needlework, and walking with her husband and dogs.

Check out the OfficeDynamics home page for updates and new information about upcoming events.

With the onset of Administrative Professionals Week one week away, I have been working with a few premiere contacts in planning special events in honor of this special celebration. Also, due to some new clients enlisting our services for on-site training, I have been fortunate to work with some very savvy administrative assistants who are taking the lead on the project. Regardless of the situation, each of these project leads have to work with a team who take on various aspects of the projects. I'm sure you can relate to this either as the chair for a project or a team member working on a team project. In most instances, team members are co-operative, hold their weight, and take ownership; other members have to be nudged over and over.

Here is an excerpt from my latest book, Underneath It All (Team Work and Peer Power Chapter):

Q: At my company there is lack of cooperation and teamwork among staff. What can I do to improve our work atmosphere?

A: You can play a key role in influencing your co-workers to create a healthy workplace that is filled with trust, respect and cooperation.

The tool you need to create a more professional atmosphere are the four components of my Star Achievement™ philosophy: skill, attitude, teamwork and strategy.

Skill. . . Enhance Communication Skills: There is no down-side whatsoever to building communication skills. When you work with others and you have a passion to succeed, you can't help but strengthen your communication and consensus-building skills. Remember . . . when you seek someone's input, you "owe" that person feedback regarding the outcome.

Attitude. . . Lead the Way by Projecting a Positive Image: What image does management project to staff? Are you and/or your co-workers seen as a positive or negative influence at work? Be aware of the image you project throughout the day. Set the stage by being a positive role model. Look for the opportunity behind every obstacle.

Teamwork. . . Build Rapport with Your Co-workers: Get to know your co-workers on an informal basis. (It's difficult to trust a stranger.) Eat lunch with key staff members who can help create a positive culture. Talk about your concerns and strategies for improving the work environment. Encourage team decision-making and be willing to compromise to resolve issues.

Strategy . . . Set Your Goals: All of the above won't happen without a plan. Map out your strategy. Eating with co-workers, keeping people in the communications loop even when you are disappointed with outcomes -- these are only two of the rock-solid steps you can take to achieve goals. Take a moment to jot 4 - 6 action steps and implement at least two of them this week!

Together, we can accomplish great things!

(P.S. Speaking of peer power, make sure you participate in our April Blog-a-thon. It is teamwork personified! The comments we are receiving are tremendous and insightful. Don't be stingy with your great ideas--we want to hear from you, too!)

The winner of the one hour coaching session with Joan Burge for this week is Sheri Shannon! Congratulations, Sheri.

There are still more chances for coaching with Joan, random giveaways and the Grand Prize...a FREE Registration to the 17th Annual Conference for Administrative Excellence! I highly encourage you to enter comments as often as you can to win.

Have a great week.

Jasmine Freeman

What I have found is that it reinforces where I want my thinking. My messages are always positive. The bonus is it inspires anyone who comes to our house whether it is my grown children, friends, neighbors, and even the person who has cleaned my home for 8 years!

We need to consistently feed our minds with positive thoughts. I've talked about this many times and it is true. It works.

In a recent blog I talked about our white board at the office. Is there something you can use at home to set the stage for your family and to remind yourself of how you want to live your day or weekend?

Remember, let's make it an AWESOME APRIL!

1. Part of my "job" is being brought into companies by senior leaders to help make their administrative partners function at their best. I have all the tools and answers to help administrative professionals be successful. Whether or not they choose to listen to me, take my advice, trust me, and be willing to adopt new better behaviors, is another story. I can't make anyone change anything just like when I hear a speaker or read great information; it's up to me to make the change. This concept actually leads to one of the competencies in the Adminology Skill Set™, Attitude Management and Inner Drive. (Have you viewed my video on that yet?)
2. Part of my "job" is to work with already-successful executives and their executive assistants to enhance their effectiveness. This is where I go on-site and work with leaders and their assistants one-on-one. I watch what they do, hear what they say, learn their processes, and basically "get inside their heads." When I do this, I can best help that team.

Will is an enthusiastic advocate of all social media facets and a social media consultant with experience in teaching individuals and businesses how to utilize social media the right way. Will has been actively involved in working with the Internet since 2000

When I spoke at Joan's 16th Annual Administrative Conference I had a lot of questions and concerns from the audience about Social Media. "Who should I accept as a friend?, "Should I comment on their pictures?", "Why do I want to be on?", and many more.

Something to always keep in mind is Social Media is your individual experience- which is why it's so popular. You set the rules for who you'll connect with and what you'll do and say on there. That's why it's so popular...

Let me explain. The reason the iPod is so popular isn't because of the iPod itself. The iPod is about the music which is different on everyone's player. Each iPod is individualized by your music taste. These music players will never go out of "style".

Social Media is the same thing. It isn't about Facebook or Twitter. They're just tools to help you connect to others. It's all about your experience with the people you're connected with. It's about learning from, getting to know, and keeping in touch with people you want to surround yourself with. You make your own experience on all Social Media platforms. That's why they're so popular. One size fits all.

I think of all the people I would have loved to have stayed in touch with over the last ten years, but for some reason or another we lost touch. Maybe we got busy, changed phone numbers, email, etc. With Social Media, you can easily keep updated on the lives of your friends, family and others- and they're only one click away at all times.

The other thing I usually hear is "Well, I don't want to hear about everything everyone else doing". Facebook and Twitter are not like email. You don't have to answer the people who post what they're doing. When they post a picture of themselves, you don't have to lie about how nice their outfit is. Most of the time, they're just sending that information out to all their connections. You can comment if you'd like, but it's not required. There are ways they can directly message you if they specifically want to say something to you, which is more like email.

If someone is a bit chatty or they keep sending updates about the Facebook games they're playing- then you can just hide their updates (or the game updates entirely). Remember, all these Social Media tools are about being social. Give it a chance, there is no cost or obligation and you'll probably be happily surprised to connect with people you haven't seen in years.

We work very hard -- and long hours many days but we also know how to take time for Star Moments, care about what is going on in each other's lives, laugh, occasionally stop and have lunch together, and enjoy our cup of coffee during our morning huddles.

There were 3 executives during my 20-year administrative career who were to me all the things I listed above. They were also my mentors, coaches, challengers, and helped contribute to who I am today. I vividly remember all 3.

To me, there is no greater relationship in the workplace than that of an Administrative Professional and her or his Executive!

Monday was so great we decided to do a surprise drawing! Congratulations to Janet Schipma, our drawing winner. Janet wins a copy of Gain Recognition & Achieve Your Worth, an audio CD by Joan Burge!

I thought I’d keep this week’s motivator on the lighter side. With the onset of spring, now would be a good time to do a little clean up. Here are a few ideas.

Spruce up your work area with fresh flowers
Purge files; clean up computer files
Rearrange furniture
Inform your team of new concepts
Negotiate your work load
Gather information on new office products

Cluster similar tasks and office supplies
Lose unproductive habits
Engage in an attitude renewal
Analyze current work flow
Neaten your work area and department
Identify barriers to increased productivity
Never give up on good ideas
Gradually organize and straighten all cabinets, drawers, and credenzas.

Bonus: something to think about. At Office Dynamics, we have a white board in a central area where any one of us post a self-fulfilling prophecy or mindset for the day that we all want to embrace. For example, we might have Magnificent Monday, Take to the Top Tuesday, Wonderful Wednesday. For March 2010, we wrote on the board Make-it-a-Magnificent March and it was!

Instead of doing a daily theme, we selected another monthly theme. Our April is Awesome April. It's amazing how what we prophesize positively can come into your lives. You might want to do a similar activity for April for yourself or your department, admin team, or organization.

Wishing you an Awesome April!

Remember, this is the month for celebrating Admins. Be sure to join in our April Blog-a-thon for Administrative Professionals.

If you are a leader or manager receiving Monday Motivators, have you thought about what you are giving your special admin the week of April 19? We have some great gifts for admins. Check us out.

Here is the language we suggest when reprinting Joan’s articles.

If the entire article is being used, this language should follow the article:
Reprinted with permission by Joan Burge, workplace expert, editor of “Monday Motivators” e-zine, and CEO and founder of OfficeDynamics.com – a premier training and development provider since 1990. Copyright © 2010. Please respect our copyright. All rights reserved in all countries. Contact: 800-STAR-139.

If portions of Joan’s article are being used or the article is paraphrased, this language should follow the published item:
Source: Joan Burge, one of today’s foremost authorities on workplace excellence and administrative effectiveness, editor of “Monday Motivators” e-zine, and the CEO and founder of OfficeDynamics.com – a premier training and development provider since 1990. Contact her at 800-STAR-139.

The winner of our drawing last Friday for the one-hour coaching call with Joan Burge is Elizabeth Harris!

Thank you for participating in our 2nd Annual Blog-a-thon!

Happy Easter to all of our readers and special guest bloggers.

Joan Burge & The Office Dynamics Team

We appreciate all the great comments and your contributions. Remember, you can comment on any blog Monday through Friday for the entire month of April. And, of course, you can comment on the specific Blog we post for the day in April. I can just feel all the energy out there from admins everywhere! Just imagine all the great ideas you will be able to read as well as sharing your comments with hundreds, even thousands, of admins.

This is it, admins! This is your month. Continue to join and please tell your peers.

Joan Burge

Congratulations to Helen of Clayton Early Learning! You are the winner of our surprise drawing on 4/1/2010. Thank you for participating in the 2nd Annual Admin Blog-a-thon!

Helen wins the training program Achieving Star Status which includes a DVD, PowerPoint CD, and Master Handout.

Before going on, let's clarify. I am not talking about physical risks that might injure you or endanger your health. Rather, I mean those instances where you are apprehensive about new situations or about dealing with people in ways you seldom -- or never -- have.

Each of us has a comfort zone ... a zone of behavior which is familiar to us and in which we feel comfortable and safe. Think of your comfort zone as the inside of a circle. The activities and situations that lie inside the circle are non threatening and familiar. They are routine, part of your everyday life. The activities and situations that are outside the circle are uncomfortable and produce anxiety; you tend to avoid them.

While operating within your comfort zone, you feel capable and secure. However, you are occasionally confronted with experiences or challenges that lie outside your comfort zone. At these times, you suddenly feel nervous. Your palms become sweaty and your heart pounds. You are terrified. You begin to wonder ... Will I be able to handle it? Will others laugh at me? What will my friends and relatives say?

If I could give you a way to confront uncomfortable situations without fear or anxiety, you would be ecstatic and eternally grateful, right? Well, I'm sorry, but there is no such magical solution. How, then, can you muster the courage to do those things that you fear, but which are necessary for your success and growth?

The Price You Pay

When confronted with an anxiety producing event, many people will retreat to avoid the fear and worry. And, in fact, backing off does relieve the anxiety that would have resulted if you followed through with the activity. That's the "benefit" you derive from retreating -- a momentary avoidance of fear and anxiety.

However, I want you to seriously consider the price you pay when you back away from life's challenges: Your self esteem is lowered. You feel powerless, depressed, frustrated, unfulfilled. You sabotage your success. Furthermore, you guarantee yourself an uneventful, boring life. Is this a price worth paying for the temporary escape from fear and anxiety? Unfortunately, most of us are far too willing to pay this dear price, simply to avoid discomfort and possible ridicule from others.

Life does not reward those who refuse to expose themselves to difficulty. Indeed, the degree of success you attain is related to your willingness to be uncomfortable and take risks. It is important, therefore, that you put yourself in a position to win. This often means taking action despite fear.

Adopt A New Attitude

I suggest that you adopt a different outlook when confronting an anxiety producing situation. Most people focus on the possibility of an unsuccessful result and the accompanying ridicule or rejection. Then, they decide to back away. While you should always expect a positive outcome (and prepare accordingly), do not be overly concerned with the result. Rather, consider yourself an immediate winner when you take the step and do the thing you fear. You are a winner just by entering the arena and participating, regardless of the outcome.

As we know from past experience, the fear and anxiety that we build up before a new challenge is usually greatly exaggerated. When we do the feared activity, we learn that it is not as frightening or difficult as we had expected. Like getting off a previously dreaded roller coaster, we often find that we've enjoyed the activity and are ready to do it again.

Ralph Waldo Emerson offered some simple advice that, if followed, can transform your life. He said, "Do the thing you fear and the death of fear is certain." I know that this advice makes sense to you, but that some of you are just too afraid to act. Remember my prior words about the steep price you pay when you let your fears dominate you. Simply put, retreating from your fears is a losing strategy.

Instead, stretch yourself. Confront your fears and be willing to expand your comfort zone. The courage muscle can be developed just like any other -- with exercise. And, best of all, when you push through temporary fear and anxiety by taking action in one area of your life, you will develop additional confidence in other areas as well.

So, don't delay any longer. Face your fears. Accept the challenge. It's a decision you won't regret.

-- Jeff Keller
© Attitude is Everything, Inc.

Executives and Managers Embrace Administrative Profession As Never Before

I am so excited to write this kick-off Blog for our 2nd Annual Admin Blog-a-thon as I have great news about shifts taking place in the Administrative Profession in terms of executives and managers embracing this role as vital to their organization's and leadership team's success. I could not have better news for Administrative Professionals at this celebratory time -- April -- the month in which Administrative Professionals Week is held. The "stars" are all lining up and we have to take advantage of this.

Finally, your role is being seen as truly relevant in an organization to the point where organizations are calling Office Dynamics in to help with everything from hiring standards and special recruiting policies for APs, title recommendations, career options, succession planning for EAs to serious training and development.

In the past year, I have done more one-on-one coaching with executive assistants and their leaders than ever before. Organizations are making the Star Achievement Series® part of their culture and more organizations are coming on board in the next few months. I am being called on to conduct my exclusive leader/executive/manager workshop called Maximizing Your Assistant's Time and Talents to Impact the Bottom Line™.

This is incredible and I want you to be excited, too. You may be thinking, "That is great news for Office Dynamics, but what about me?" It means that the way the profession is viewed is being elevated. The bar is being raised like I have never seen in 39 years from being on both sides of the desk. It means that, in time, it may be easier for you to get management support for projects, training, conferences, schooling, and career advancement. New titles, salary levels, and career planning will be coming in this decade like we have never seen.

I have to be honest in that I have heard some unhappy stories from APs this year who have lost their jobs or are being replaced by temps on a regular basis! I am not happy about this but I understand it from a business perspective. So my advice to you is to never rest on your laurels. Don't be so full of yourself that you think you can't learn or grow.

Security lies within you, not an organization. So if you continue to fill your invisible bag of skills, expand your mind, and adapt, you will always land on your feet. That is my gift to you on this first day of April. It is not up to your company, your leader, or HR to make your life wonderful. However, they are growing in their support of you and APs around the world. So the idea is that you keep yourself sharp, smart, and savvy. When doors start opening (and they will), you will have an advantage over the people who don't take this career seriously.

I've always taken to stars. In fact, the star has been our logo since 1990. Many of you know I have been teaching the Star Achievement® Philosophy since 1990. Many of my programs and books focus on star performance. I don't know exactly why I have taken to stars; however, stars have always been a symbol of high ideals and great hope. I know I have always set high ideals for myself since I was a young child. I pretty much have maintained great hope for everything from my work to my family and my future.

Be hopeful of your future in the Administrative Profession. If you are not aware of Adminology™ or have not joined this movement for a new decade at Adminology.org, you need to come into 2010 and beyond. The future is bright for Administrative Professionals. Be proud of the profession you have chosen.

Celebrate this entire month! It's like my father. My Dad's birthday is March 31. For as long as I can remember, he has celebrated his birthday the entire month of March in various ways. He loves his birthday; he celebrates his life. He just turned 85 this March. My father is amazing. He has had tremendous challenges and obstacles in his life, but he always bounced back. He always has hope and tells me to do the same (even when Dave was diagnosed with Pancreatic Cancer and is now a 2 1/2 yr. survivor). My Dad still owns his own business and goes to work just about every day. He recently told me that he loves his work more than ever.

So celebrate with us! We are celebrating Administrative Professionals from April 1 – 30 in a special way. Join in and you might win a great prize. Our grand prize is a $1,389 registration to our Annual Conference for Administrative Excellence in September in Las Vegas. All you have to do is respond to our Blogs through the “comment” feature each day. Enter your comments on various blog posts throughout the month for additional entries.

Read more about the Blog-a-thon.

Joan Burge

By Joan Burge, founder and CEO, Office Dynamics

Creating Star-Performing Administrative Professionals through Training and Coaching Since 1990

Training, engaging, and unlocking the true potential of administrative professionals is what we do all year long at Office Dynamics. Celebrating Administrative Professional’s all month long is what we do in April!

Some celebrate the day by taking you to lunch, buying you a card or sending you flowers. Our approach is to provide you free information to better your career, allow you to connect with your peers and offer your own advice on the topics we cover by way of written and video blogs.

In 2009 we introduced to you the first Blog-a-thon for Administrative Professionals. In 2010 we are bringing this Blog-a-thon concept back, bigger and better! Prizes will be awarded weekly – we may even sneak a few extras in. Guest bloggers have been invited to share their wisdom with you as well and we are certain you will not be disappointed.

Here is how it works: To participate in the annual Blog-a-thon is easy. Read the blogs that are posted daily, drop a comment on the blog about your thoughts or additional hints, tips, or tricks and wait to be notified if you have won. Your comment must go through a brief approval process and will not be posted immediately so please do not repeat post if you don’t see it up right away. Winners will be selected randomly at the end of each week and prizes shipped immediately. Prize winners will be announced via the blog as they are drawn. Want to increase your chances of winning each week? We have over 225 blog postings at The Joan Burge Blog in our archives, feel free to sift through some of them and comment there, too!

What can I win? You will have the chance to win the following fabulous prizes.

• MYSTERY PRIZES Randomly given away throughout the week, mystery prize winners will be selected and announced each Monday.
• WEEKLY GRAND PRIZE One-on-one Coaching with Joan Burge Each week we will draw one lucky winner from the entire week's worth of comments. The winner will receive a one-hour private coaching session with Joan Burge - a $250 value! *Restrictions apply. Winners will be drawn on Friday afternoon at 5:00 p.m. Pacific Time. Winners will be announced the following Monday at The Joan Burge Blog.
• FINALE GRAND PRIZE One 17th Annual Conference for Administrative Excellence Registration Winner will receive a paid registration to attend the 17th Annual Conference for Administrative Excellence. This is a $1,389 value! *Restrictions apply. Winner will be drawn on final day of Admin Blog-a-Thon, April 30, 2010 at 5:00 p.m. Winner will be announced on the blog the following Monday.

New to Office Dynamics? There are hundreds of blog entries already posted – get warmed up by reading and adding your comments today! Visit now.

Share the Blog-a-thon Flier!

*Restrictions will be sent to winner with the prize notice.

Here is what we expect from you - marathon blog reading and commenting! Each time you comment on a blog post you receive one entry in the prize drawing. If you choose to visit multiple blog posts and leave more thought-provoking, fun, lively, positive comments - you receive another entry! Please keep your comments related to the blog you are posting a comment on.

If you win, you will be contacted by email and winners are announced each week at The Joan Burge Blog.

• Exceptionally committed to personal excellent performance.
• Dedicated to my success and that of the organization.
• Ability to look ahead and anticipate the coming events to ensure my calendar is coordinated and I'm briefed and prepared.
• Mature insight into human relations, people and personalities.
• Volunteers insights to me.

All these attendees were strangers when they walked into the program the first morning. As I was preparing to start the program, I noticed that the executive assistants started handing out their business cards to each other and introducing themselves before we even began. That is pretty savvy.

• Look at your work with a question mark; not a period. This is my life and work philosophy. When you look at work with a period, that means: good enough, there is no other way, this is the best way or best answer, stop, the end. Your subconscious will not work to find new answers when you haven't asked it. When you look at your day with a questions mark, you are asking questions like:

How can I do this better?

How can I streamline this process?

Is thee a smarter way to approach this project?

What other resources can I use to make my life easier?

Who do I know that can help me? Save me time? Share their expertise with me?

When you plant a question mark in your subconscious, you will eventually find the answers because your subconscious just finds them naturally. You may get the answers while dressing for work, walking past something in the store, seeing a billboard, hearing something even at church.... it's amazing when the answers will come to you. The best part is they come naturally; they are not forced. Some of your best ideas will come when this happens.

• Use your time wisely. Little time wasters add up to hours in a day: 2 minutes here, 3 minutes there, 5 minutes of chit chat, etc.
• Give clear directions and state your expectations to others so they can give you what you need in a more timely fashion.
• Network with your peers to brainstorm on setting office standards and how to save money.
• Think outside the box.
• Promote your good ideas. Speak up!
• Collaborate! Collaborate! We have worked very hard in our office for the past year to work as a team and assist and help each other understand our roles, how to assist each other, and especially combine all our good ideas to achieve the best possible outcome.

Wishing you a great week! You can do this.

Joan Burge

On the first morning, I do something called, "It's All About You!" I give each attendee a little sheet to complete asking about the services they provide to their organization or manager; one thing they do that is already World Class; their objectives for their learning, and a few other little items.

I asked each attendee to come to the front of the room to introduce herself and go over the answers she wrote on her sheet. This is not an easy task when you first come into a workshop and don't know anyone. Wow! I was impressed. Every attendee spoke with confidence and poise. I thought to myself, "This is going to be a great class because these attendees appear to be star-achieving assistants; now they want to become World Class!"

I was right. We ended the program Friday, March 12. The entire time I was with this group, I was impressed with their individual performance, thirst to learn, complete engagement in the program, and instant bonding with each other. My first impressions were right.

Do you have that WOW effect when you introduce yourself to someone for the first time?

One of the competencies in the Adminology Skill Set is Attitude Management and Inner Drive. When the above situation is occurring, that is the real test of managing one's attitude. It is at this time most, we need to step back, take a deep breath, revisit our priorities, talk to our team mates, and regroup with ourselves.

The craziness of the workplace is not going to get slower, especially as the economy picks up. But the good news is we always can make attitude adjustments.

Joan Burge

1. Be a hub of information, not a rest stop. In this too-busy business world, it can be easy to let important information sit idle on our desks as we justify that other priorities take precedence. However, information is the true currency of business! If we fail to provide data or news to others that can help them do their work, we fail our employer and even ourselves. So move information quickly, and keep it going! Do all you can to improve communication in your office.
2. In a meeting, are you taking the minutes or are you part of the minutes? It's easy to attend meetings and "zone out" - especially since studies show that many meetings are unnecessary! The challenge for success-minded professionals like you is to engage yourself in what's happening in the meeting, not simply take notes you may never consult again. Contribute your thoughts when they add real value. Change the direction and the tenor of the meeting so the outcome is even more actionable and positive. Bottom line: Get involved!
3. Be "future focused," especially when you're overwhelmed. The typical human reaction to stress is to fixate on the current situation. Result: People literally forget the future and fail to plan for it - which only makes them feel even more overwhelmed. Talk about a vicious cycle! Break it by intentionally pausing during stressful times, thinking about pending work and planning ahead how you'll handle it. The more aware you are, the more prepared you'll be when the future finally rolls around.
4. Make yourself a work priority. Take care of your health - mentally and physically - on a daily basis, and never, ever take it for granted. Even the "engine that could" needed fuel to get up the mountain, and tracks to guide it to the top. We're no different! True, I advocate testing your limitations and stretching life's parameters so you ultimately become the very best you can be. But you must know your limits, too. Only by being "fully functional" and making yourself a priority equal to any other in the workplace can you achieve stardom in your career!

I always love sharing wisdom like this with readers like you! Apply as needed, and add these golden "nuggets of wisdom" to your ever-growing toolbox for professional and personal success!

Hello Monday Motivators!

You may be done with high school or college, but you have plenty of opportunities for learning through seminars, workshops, in-house training, and conferences.

I have been in the training and professional speaking business for almost 20 years. Most of my work is conducting on-site workshops and seminars for a specific organization's administrative professionals' staff.

This week was a perfect example of students not being open to what the subject matter expert is trying to teach or communicate. I was with a small group of executive assistants. I knew four of the eight assistants as they had been in my workshops in the past and I coached one of them one-on-one. The other four were fairly new to the company -- somewhere between two weeks to five months. One of the newer executive assistants showed up late for the class. Her seat was right up front at a square table with three other admins. So she was right in front of me. She sat down serious faced and arms crossed. Do people really think speakers up front don't observe body language? She pretty much sat that way from the time she walked in until about 2:00 p.m.

What basically happened the entire morning that I was trying to "teach" seven other executive assistants, is that I was repeatedly interrupted by this one closed-minded student. I do believe and encourage attendees to ask questions and even debate with me sometime. I don't expect people to just be spoon-fed information. This was a different situation. She was challenging things I was saying and teachings that I happen to know based on facts and from being an administrative expert for 39+ years.

So what does this have to do with you and this week of inspiration?

1. Maintain an open-mind to ideas. It's easy (even for me) to shut down an idea or lesson a person is trying to teach.
2. Listen to the expert! There is a reason people have achieved the level or status they have within your company or as outsiders. You are the loser when you shut down this great opportunity to learn.
3. Seek mentors and teachers within your department and in your building. Be a sponge.
4. Accept the fact that we must be life-long students or we will be left in the dust in the long run.
5. Who can you teach? I bet you have an invisible bag of top-notch skills you carry with you. Are you good at sharing what you know? Do you non-assertively offer advice to others?
6. If you attend a workshop, training, or meeting this week, don't cheat others out of learning because you are bored or uninterested. This one executive assistant disrupted the group's flow of learning.

One of the greatest gifts we can hope to receive is the knowledge of others who have learned the hard way, been there, worked around barriers, have been exposed to new ideas, have years of experience, opened their minds to what life offered them, and worked in different environments.

I wish you a week of being a good student so that by the end of the week, you can say, "Wow! I didn't know that and I am so glad I added something new to my bag of tricks this week."

The above message is from Joan Burge's Monday Motivators, a free weekly e-zine distributed by Office Dynamics.

Here it is--March 1st already! We all hear how time flies and it truly does. It seems to go by faster each year. When you were a child, do you remember adults telling you, "The older you get, the faster time goes"? I certainly do. So is it that we are really getting older or just that the pace of our lifestyle is faster in 21st century? I'll let you be the judge.

The above message is from Joan Burge's Monday Motivators, a free weekly e-zine distributed by Office Dynamics.

Chicago, IL - May 20, 2010

• Event Details
• Registration

Seasoned Executive Assistant -- "I lost my job in December. I'm looking but haven't found anything yet."

Case in point: Just because you have been in this profession, it doesn't mean you have grown in this profession. It's really a matter of where you've been, what you've learned, how you've changed and developed, new ideas you've embraced, and who you have become as a result. 

• See life as an adventure.
• Make time for friends.
• Make time for family.
• Develop a strong and diverse support system at work and home.
• Create "me" time.
• Be organized.
• Turn off the technology.
• De-clutter your life.
• Develop a high tolerance for change.
• Focus on the wins in your life and reward yourself.
• Delegate--to spouse and kids!
• Be flexible. Go with the flow.
• Be assertive.
• Put problems on the back burner and let them simmer.

The above message is from Joan Burge's Monday Motivators, a free weekly e-zine distributed by Office Dynamics.

I have always felt that children should use their imaginations and be creative; not just be entertained by something on the TV screen. Yet my grandchildren have been exposed to numerous forms of action, interaction, technology, media, and stimulation beyond what I ever experienced as a child. Or to clarify, I was very active with swimming, skiing, racquetball, tennis, and riding my bike!

For months, I let the boys play the games on the Playstation3 by themselves and occasionally watched. But I am an adventurous grandmother and wanted to participate with the kids so I eagerly jumped in playing the games the past month. I have to tell you that I have an entirely new appreciation for the speed and accuracy of which my grandchildren operate. They far surpass me in any game. They know everything about what is going on in the game and quickly jump to the next action without even reading what is on the screen. It is quite funny when we play. They are trying to tell me what to do like push the Z key, grandma or hit the A button. I don't even know where half these buttons are on the remote let alone know which one to press. But I am learning and laughing along the way.

Why am I telling you this? What is my point besides a funny story?

It reminds of something I shared years ago when I gave speeches on paradigms, beliefs and change. Here is the scenario:

Imagine that you're an ace at the game of checkers. Let's say you've been playing for years, and you know how to win. But what if your opponent insisted on switching to a video game? Your expertise on the checkerboard wouldn't count for much, would it?

You need faster reflexes. A very different approach. And no matter how savvy you were at the checkers strategy, you'd have to make a big mental shift to be good with a joystick. If checkers is a game of deliberation, strategy, and planning, the modern video game is all about speed, adaptability, and responsiveness. Quick trumps careful.

This is not to say that one game is harder than the other. Video games are just very different from checkers. We need to embrace new rules . . . operate according to a different set of assumptions regarding how the game is played . . . think and see differently.

What is the importance of this to administrative assistants and executive assistants? Why should anyone in the administrative profession care about checkers or video games?

Can you guess?

First, depending on which generation you come from, you will be more adept at one over the other: checkers (a game of strategy and planning) or video games (speed). But we need both no matter which generation we come from. When I see how accurate and quick my grandsons are (and they are only 5 and 8), I am amazed. Yes, I'm a lot older than them but the skills for the video games are different. On the other hand, I can say that my little ones can't sit still for too long and focus so they will have to develop that to be successful in school and business. And yes, they are kids, but can you just envision the difference between playing Candy Land and video games?

Second, no matter how savvy of an assistant you have been, this is a new decade with new demands on your role. Don't be afraid to jump in and try things. You probably won't get it perfect the first time or the second time. Take that challenge to heart and turn it into a game of learning.

THE KNOWLEDGE ECONOMY

Various observers describe today's global economy as one in transition to a "knowledge economy." While in the past century, workers used tools or manufacturing to create goods to sell, in the 21st century workplace, knowledge itself can now be viewed as a product. More than just “who you know,” now it’s “what you know” which creates a bold line of distinction between workers.

There is this big wonderful world out there. It presents all of us with many challenges. We have to think differently, act differently, and yet maintain certain core attitudes, values and behaviors that have not and should not be changed. In summary, there are things to retain, new things to learn, and knowledge itself is now a commodity to be developed.

Here it is February and I'm reading an article on Bridging the Skills Gap: New Factors Compound the Growing Skills Shortage. Guess what it talks about? The knowledge economy. It says that for sustained high performance in the knowledge economy, we need:

Adaptability--the capacity to change in response to ever-shifting conditions in the economy and the marketplace, and to quickly master the new skills that changes required.

Innovative thinking and action--the ability to think creatively and to generate new ideas and solutions to challenges at work.

Personal responsibility for learning--the willingness of individuals to take responsibility for continually improving their work-related capabilities throughout their careers.

How would you rate yourself? Are you truly ready to sustain high performance? The key word is sustain.

(Article written by Pat Galagan, excerpt from T & D magazine 2010)

I absolutely love reading my Training & Development magazine because I learn the latest workplace trends and their effect on those in the workplace, in addition to volumes of other good information.

In the February issue there was an article on New Career Rules Redefine Today's Workforce. I want to share 2 of 8 realities with you. (They are written by Annie Stevens, managing partner of ClearRock.)

#1: Focus on perfecting your own personal employment brand. I have been speaking on professional image/trademark/branding for several years. But the word, Brand, is coming into play more and more. The key with your personal brand is digging deep and finding out what makes you different. What makes you stand out? What are your unique specialties or talents?

The unemployment rate in the U.S. is close to 10%. Imagine if you had to apply for an administrator position and you were competing against 20 others. You have great skills, experience, a good attitude, and look professional; so do they. What is going to set you apart? I ask this of admins all the time.

You must take time to figure this out! It is your competitive edge even if you aren't job hunting.

#2: Toot your own horn. Annie mentions sharing the positive emails you receive from co-workers and customers. I take this to an entirely higher level. You need a Career Portfolio to highlight your accomplishments and spotlight your areas of expertise. A Career Portfolio is far reaching. This is not just a tool you use for a new job interview. It serves many purposes. Just remember that how you put your Career Portfolio together says something about you. Make sure it is professional in every sense, organized, and just the right size! (In other words, don't have a 3" binder.)

UPSKILLING vs. Boosting

For years we have heard about boosting our skills. The word for the new decade as identified by the American Society for Training and Development is Upskilling. I love that word.

To me it says that I am skilled and I want to go to the next level with my good skills. I can see where we might say we boost our performance through upskilling.

This is a good word to use when writing your development plan or presenting your case for training or a conference; stating your goal is to upskill. Then list the specific areas you plan to upskill and the specific objectives for each area.

What do you think?

View Joan Burge speaking on Attitude Management and Inner Drive at Adminology.org.

The above post is from Joan Burge's Monday Motivator, a weekly e-zine distributed by Office Dynamics.

The first step is to list your objectives.

1. Why do I want this training?
2. What do I hope to achieve by attending this conference or workshop?
3. What am I planning to do with what I learn after the program? What do I expect of myself?
4. Who is this to benefit? Only me or am I expected to bring the information back and share it with my administrative assistant peers?
5. Do I want very specialized personal development, therefore dictating that I attend an event with a small group of attendees?
6. Do I want broad exposure to various topics and presenters? (Thus leading to attending a conference-type event?)
7. Do I just want to get away from work and take a trip? (In other words, the purpose isn't really to learn, it is to travel and have fun.)

Basically, you start with your end in mind. Then you work backward.

Do your research in terms of topics, subject matter experts, length of program, ROI, learning objectives, certifications and/or CEUs, timing, learning venue, and more.

Strategize: How does this fit within your big picture plan for your career goals and your year? Can you only attend one conference or training event? What is your budget? What are your career aspirations? Why do you want this education? What will it do for you, your leader, your department, peers or organization? What are you willing to invest to make this happen?

From that point, the other steps involve:

1. Persuading
2. Planning
3. Budgeting
4. Preparing for coverage for when you attend the training
5. Post training evaluation -- for the program and yourself
6. Involving your leader in your plan and providing solid feedback to your leader after the training

The clearer you are on your goals and purpose for your development, the easier it will be to make the right choice!

Nick Vadney was giving his first speech and I was watched him with my own nervous anticipation of a first speech (when I gave my first speech the butterflies filled my belly from the moment my speech began to the moment the meeting finally adjourned) I was quickly relieved for Nick. His content was great and I was engaged! I want to share with you what I learned from Nick.

Nick shared with us that what most of us want out of life is to be HAPPY! So how do we get there? It's actually pretty simple. A college roommate of Nick's shared with him that inside of each of us, there is a good dog and a bad dog. All we need to do to live happily ever after is feed the good dog. Nick shares five things you can feed your good dog to remain positive and happy throughout your life.

1. Surround Yourself with Greatness - we tend to be like the people we spend our time with. Human nature is to adapt to our surroundings. You may think you are above the influence, but the fact is no one is completely immune. Make your circle of influence a positive one and you will be naturally positive.
2. In with the Good, Out with the Bad - what do you fill your head with everyday? Bad news, depressing songs? Fill your head with positive, up-lifting music, watch positive programs and learn from experts on how to be positive. It seems like common sense, but how many of us actually practice it?
3. Serve Others - the quickest way to forget about your problems is to help someone else with theirs. The best kind of service is the kind where the person you serve can do nothing for you in return. (I agree with, Nick! This just gives me the best kind of warm fuzzy when helping another, just because I can). Any kind of service will do but keep in mind, selfless service is the cure for the common bad attitude!
4. Give Thanks - write down everything you are grateful for (and don't wait for November to do it!). You will be surprised at how much you already have. People of gratitude attract more of the same into their life.
5. Verbalize Positive Statements Daily - replace negative self-talk with positive reinforcement. Say empowering phrases out loud every day.

Nick concludes that if you can't remember these five points, just remember...feed the good dog.

*A special thanks to Nick Vadney, fellow Toastmaster, for letting me share his five points to a happier life. I know our readers will enjoy it!

Jasmine Freeman, Chief Executive Assistant to CEO, Office Dynamics

While it is cold and wintry in many part of our country, April will be here before we know. And that means it's that special time of year to recognize all the terrific administrative professionals around the world.

While APW is celebrated the week of April 19, we celebrate you starting April 1. Last year we were the first to hold the First Administrative Blogathon. We had hundreds of administrative professionals around the world respond to our Blogs or just post their own great tips -- and even some just wanted to say, "I love being an Admin!"

Action Steps:

• Be positive even when things are not going quite to plan.
• Stay positive when interacting with a difficult person. Keep a good attitude and think of ways to effectively communicate with this; person to diffuse anger.
• Look for the opportunity in a situation, assignment, or problem. Instead of seeing boundaries and restrictions, focus on the possibilities. This will challenge you to think creatively, use your talents, and use resources you have not used inthe past.
• Remember, your thoughts drive your actions.
• Be fully accountable for your thinking and behavior.
• Remain clear-headed when working under pressure.

Of course this all leads to my favorite subject, attitude is a choice. It is not so much what happens to you that is important as how you choose to respond. People's attitude tends to spiral up or down depending on what is going on at that moment or how they feel. We can appreciate the fact that we always have a choice. Every time you are challenged by an individual, thrown into a difficult situation, or faced with a hectic day, you have a choice. I'm not saying that you won't have days you choose to be frustrated or upset. It's just knowing we made that choice.

This year, why not embrace the thinking of star performers. You might just be surprised how your work situations and relationships will pleasantly change!

Best of luck.

Joan Burge

The meeting leader was organized, had excellent communication skills, was great at leading the meeting, presented effective visuals for us, engaged the group, kept the meeting on track and more.

It made me realize that just because you are not in a meeting room with people, you can lag on meeting facilitation skills. I am sure there are hundreds of administrative assistants and executive assistants who participate in online meetings. Whether you are doing this today or will be some time this year, you want to be prepared whether you are attendee or the meeting leader.

It is quite simple in that you follow many of the same guidelines and protocol as you do for a meeting where everyone is physically located.

I walked away with a positive first impression and can't wait to work with this group more on planning a fabulous event.

Myth: Career satisfaction depends on finding the perfect job.

Reality: There's no such thing; some jobs are more fitted to your personality than others, but all your jobs involve some degree of compromise and trade-off.

Myth: It's the employer's responsibility to provide fulfilling work and the chance to grow.

Reality: It's up to you to seek out challenges and to take charge of your career direction.

Myth: If I just get that degree, promotion and raises are mine.

Reality: Degrees don't ensure success; they just improve your chances. More important than diplomas are performance and reputation.

Myth: Career success invariably means moving up the corporate ladder.

Reality: It can mean moving sideways, too, to a position that's closer to your own interests and skills.

Myth: Career planning and change are only for the young.

Reality: Career planning is a lifelong process, especially when the typical person can expect to labor in 3 - 5 different fields over the length of his or her career.

(Mathew Bender Times, New York)

Sincerely,

Joan Burge
Office Dynamics

The above post is from the 2/1/2010 issue of Monday Motivators, a weekly e-zine distributed by Office Dynamics.

From February 3 to March 3, 2010 Office Dynamics will be donating $5 per copy of Joan's book, Underneath It All, to the Pancreatic Cancer Action Network in honor of Dave and his battle with this disease.

Pancreatic cancer is one of the deadliest and most aggressive forms of cancer. This year 42,000 people will be diagnosed with pancreatic cancer and it is has become part of our mission to raise awareness and support those looking for a cure. If you would like more information about PanCAN you can visit their website at: www.PanCAN.org Thank you for your support..

“It’s all in who you know.” How often have you heard that stated? Perhaps you’re one of the lucky few who network (think, “build relationship”) easily and with hardly a thought. Everywhere you go…there’s somebody new to learn to know! Those lucky few are similar to the 20th century cowboy humorist, Will Rogers, quoted as saying, “strangers are just friends I haven’t met yet!” For some people, building a solid network of colleagues and helpful professionals comes naturally.

But for many, networking doesn’t come so easily. [It’s more like applying liquid eyeliner the first time!!!] The great thing is that networking is a “soft skill” that can be learned by anyone. And no matter how good you grow at this, you can always set a stretch goal to grow a bit more in this area.

Networking comes under the heading of a life-long skill builder. We are all somewhere on the continuum of networking skill strength. And much like abs exercise, our networking muscle can be toned and firmed up to rock hard, “six-pack” status. So where’s the interested, modern professional to begin? Being a member of IAAP is a great place!

Next, prepare a short introduction of yourself. Include helpful details such as:

• Name
• Where you work
• Articulate a short term “next step” goal or current position/strength [“I dream of pursuing a position working with CVX heritage documents” or, “I have extensive experience in Angolan travel and visa preparations.”]
• Length of employment at current company
• Some stand-out, fun, little-known detail that will help people remember and place you, quickly: [Speak eight languages? Awesome wordsmith? Paint watercolors? Able juggler?]

Practice until you can naturally add it to the flow of conversation. Bring business cards to an event or IAAP meeting, and set a goal to get or give a certain number before or after the meeting. Ask questions and learn about the members near you. Show interest in people around you; asking about their jobs, best practices, pets, family, hobbies and current skill-building goals area are all wonderful beginnings. Jot notes on the back of their card, and make it a goal to follow up with them within a week following the introduction (next day is even better!) with something in response to your conversation. Can you help them, based on their exchange with you? Providing a website link, a PowerPoint tool, or a ‘net tip you found particularly helpful are examples of good follow through.

A lot of networking involves sharing what you know, and helping those around you. Case in point: recently, someone I’d shared conversations with concerning health and nutrition wanted to show me her newest find: her very own “virtual model” of before and after body images; the “before” showed her starting weight and the “after” what she’d look like at her ideal healthy weight. She’d gone to http://www.mvm.com/en/index.php, a website that enables users to enter their current weight, measurements and appearance details (hair and eye color, skin tone) to develop a “before and at-goal weight” body image pictures for weight loss motivation!

Networking opportunities are also a great opportunity to ask for what you need. Recently, I asked someone I’d met that very day how mentoring opportunities and networking had helped her grow in her career. She answered my question in detail….and then volunteered to forward a name of someone she knew who could direct me toward additional resources. That person suggested an upcoming mentoring event…where I met three established, motivated mentors…one of whom had great expertise AND offered to meet with me individually for one-on-one coaching to “sharpen my saw” in a given area I wanted to improve and strengthen. (How cool was that?)

Networking is a tool we can all benefit by…and it’s never too late to begin to grow in this area!

Nancy Fraze works at Chevron Corporation as a Legal Assistant. She is Poet Laureate for the Town of Danville; a frequent contributor to the Northern California IAAP Chapter newsletter and a member of its Newsletter Committee. In her spare time she recently began a writing, copyediting and ideation business, “Phrase, Ink.”

Let's show the working community what we can do --- what administrative professionals are capable of doing in the workplace. If you are going to have a voice in today's workplace, we have to gather in the thousands. As a great executive recently told me, "Managers look at numbers . . . numbers speak; there is strength in unity."

That is true. Can you imagine you trying to make a big change in this profession by yourself? Can you imagine 100,000 administrative professionals lifting up this profession and having a real voice in the today's workplace? That would be immense. We are talking about positive change.

We are ready at Office Dynamics. We have our hiking boots on and we are ready to lead you up the mountain. We want to lift you and your profession like never before. Take action today - Invoke The Power of 10!

AdminAdvantage January 2010 Issue

Speaking of Star Moments, that is something we created in our office. When something exciting happens for any of us or we "shine" in some small way, we come out from our office or work area to share our Star Moment with each other. Maybe you can do that in some small way with your coworkers. It perks up the day and makes us all feel good when someone shines.

1. Executives don't know that the administrative assistant's role has changed in the last 30 years!
2. As a result (of #1), executives aren't sure what they can ask their administrative assistant to do.
3. Managers are sometimes timid about starting a conversation with their assistants because their communication skills are poor. They much rather deal with figures and facts, business cases and business models.
4. Some execs have been burnt by inexperienced or in-over-their heads assistants who let them down on something big.
5. The executive doesn't pay attention to his/her assistant's skills and doesn't have a clue about her character traits, especially her business aptitude.
6. Some simply don't have an interest in developing their assistant's potential.
7. Many feel overwhelmed and frantic about the pile of work on their desks.
8. Technology is to blame for some of the gap between executives and assistants. Email and BlackBerrys allow the exec to ignore his/her assistant and keep the assistant out of the loop.

The Blogs were well received and comments flowed heavily with much excitement and appreciation from the Administrative community.

Office Dynamics has announced that they will hold their 2nd Annual Blogathon for Administrative Professionals in the month of April. Each day Blogs will be posted during the month with free education and tips specifically for admin. Blogs will be in written and video form. Writers will be Office Dynamics staff accompanied by some very special guest bloggers to be announced. You can find more free information throughout the year at Adminology.org – a new addition to Office Dynamics that will also be taking part in the Administrative April Blogathon.

If free information and attention to the administrative office professional wasn’t enough, Office Dynamics will be throwing in more of their fabulous prizes both weekly and a grand prize drawn at the end of the month. You can tune in to the Blog at any time by visiting The Joan Burge Blog.

For some reason this issue of Monday Motivators has touched my heart in a special way. Just yesterday (Sunday) during lunch, my family and I were talking about individuals having jobs where they feel as though they are not making a real difference. I (and my family) all realize that any task, no matter how seemingly small, has value and "makes a difference." However, at the end of the day some tasks seem so mundane and routine and far removed from certain influence on people's lives.

The work alone isn't enough for me.

Monday Motivators

Inspiring Others

January 18, 2010

Dear Reader,

In early December, I took a trip to my hometown, Cleveland, OH. I was on Southwest flights both ways. If you have never been on Southwest flights, you are missing something because their flight attendants are like no other airlines. Southwest encourages their flight attendants to have fun, make passengers laugh, and ensure they have a great experience!

Well, my flight into Cleveland was the usual flight but nothing compared to my flight back to Las Vegas on December 7. One flight attendant in particular, Barbara, went way above her call of duty to make our 5 hour flight enjoyable. It first started with her great attitude. From the time I stepped on the plane until we departed, she smiled, laughed, and encouraged conversation with passengers. She took it upon herself to keep us entertained throughout the flight, which is not an easy task with adult travelers and for 5 hours! Do you know how hard that can be? Additionally, this was after an already 11 hour travel schedule she had been on.

Barbara was creative. I've traveled on many Southwest flights, but she creatively involved us in various "games" and activities that helped us learn about fellow passengers. She got various passengers to come to the front of the plane and either sing holiday carols or practice walking down the aisle for a wedding rehearsal. She had all the passengers pull their shades down and hosted various games using the attendant call buttons. We found out who was over 85 years old and who had been married the longest just by using call buttons. Talk about unique! While some passengers sat quietly with arms folded, most of them perked up and participated.

If I were to write a Monday Motivator about you, what would I say? In what ways do you inspire others? How do you go out of your way to make others feel good? Do you think of creative ways to involve people at work?

I believe that every person has the potential to inspire another. It's a matter of wanting to do it. It's a matter of really liking and wanting to help people. I believe that more adults don't step out because they are embarrassed. They are afraid that other adults will laugh at them or think them silly. Adults often talk about teenagers having to be alike and follow the crowd, yet I see adults doing the same thing.

This week see how you can inspire others. A few ideas are:

• Compliment a peer on a job well done.
• Give your boss a card for no reason.
• Send an inspirational quote or phrase to someone who needs encouragement.
• Ask a colleague to show you how they do something well.
• Do something nice for a stranger.
• Have a good attitude all day. It is contagious.
• Encourage someone who is wavering about attending a workshop or going back to school.
• Forward this Monday Motivator.
• Get Bertha Bully to laugh.
• Give a co-worker a great book.
• Doing something from your heart.

Life is about touching others and letting your inner light shine.

Sincerely,

Joan Burge
Office Dynamics

Success in the business world requires that we take an art + science approach. This applies to every task we perform. For example, meeting planning requires that we take an art side (soft/intuitive) and science side (hard/logical approach). What do you think I mean by this? The logical is easy. It means we use a check list throughout the pre-meeting phase to make sure we cover every step. The logical approach means we have order and structure; that we look at the meeting from an analytical perspective - is there a real reason to have this meeting? The art side is being intuitive and using emotional intelligence. It is looking at the meetings surrounding this particular meeting; seeing the big picture.

Wishing you a terrific week!

This is not just this company's issue -- I see it with many Human Resource Departments in numerous industries. They are being closed minded; they don't have a clue about how the role has evolved and continues to evolve. And they are missing out because they aren't leveraging their assistants' talents.

On the other hand, their perceptions are formed because of how they see administrative assistants act, respond, and communicate. I'm not saying that is what is going on in this company. I am saying that admins also have to take responsibility.

My words of advice -- Seriously -- are:

1. Immediately print our 13-page Adminology White Paper which was released January 14, 2010, copy it and give it to any one you can in your organization; admins and management alike! (I'm not sure what you sent them -- and who was the credible source on the subject. Credibility is crucial to being taken seriously.)
2. Get all the administrative professionals in your organization to join, for FREE, at Adminology.org. We are redefining the administrative profession and creating a better future for this profession. I will give you specifics as to how to be a catalyst for change.
3. Maintain your positive attitude and professionalism in the office at all costs!
4. Ignore their negative comments. They truly are naive and closed minded. Feel sorry for them. They are missing out.
5. Gather with your fellow admins and brainstorm how to create positive change. There is strength in Unity. I just wrote an article on The Power of Ten! Action speaks louder than words.
6. Worst case scenario, you may have to find a new progressive employer who will treat you the way you want.

One scenario: "My question is how do you handle job loss? After 6+ years with my present company, they are restructuring the admins and have laid off those of us who can't relocate to another state. I am one of those. I am a seasoned Administrative Assistant with many years experience, great at what I do and knowledgeable in corporate business. I would love to stay with my company; however, they are closing the one and only office in this state to centralize the admins; unless I move out of state, staying is not a viable option."

I empathize with you. When I worked in the administrative profession, I lost 2 different jobs due to downsizing. Both happened at a time when our children were young and I needed to work.

While it is easy for me to say, "Let it go and move on," it's hard. There are several emotions involved when we are let go from a job -- especially if we liked the work, the people, the company and the pay!

1. You've got to get a great resume in order that sells you and your expertise. Since it has been 6 years since this admin was on the market looking for a job, it has changed tremendously. It's a battle out there with competition. The approach to resume writing and interviewing has changed. Many times, a computer is sifting through resumes and kicking them out if the right word was not used in the resume. You will have to take time to learn all the new tricks and how to get your resume seen.
2. Practice interviewing; communicating what you bring to the table that the 20+ applicants won't. You have 1 opportunity to get a 2nd or 3rd interview. Dress professionally and act confidently.
3. Research the company you will be interviewing with. Know about them and bring what you learned up in the interview.
4. Be sure to send a personal thank you note after your interview. That always stands out.
5. Be willing to take a somewhat lesser position if it means you can advance in the future. Or be open to an entirely new opportunity. You never know what it might lead to.
6. Keep networking and see if anyone can direct you.
7. Do temp work until you land a permanent full-time position.
8. Do not let discouragement get to you. Keep a good attitude and believe that something great will be coming your way -- it just may take several months.

Best of luck!

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I was fortunate to meet Darlene Mahon when I spoke at an administrative event at her company last April. Since then, her employer brought in the Star Achievement Series® curriculum for administrative professionals and Darlene is a Certified Trainer along with Peggy Vasquez, Executive Assistant to Lab Director.

Darlene and I were recently talking on the telephone and she grabbed my attention when she said, "I believe you can bloom where you are planted." So here is what we discussed. You definitely can be inspired by her words of wisdom.

Darlene: "I always wanted to be an actor; it was my lifelong dream. However I'm very practical and my career path is that I'm an administrator. I have always believed that you can bloom where you are planted. So I've learned to integrate my skills and passion around acting with my current career path, and then training was a natural fit."

Other examples of how Darlene integrated her acting passion and integrating them into her daily work are:

• Participated in corporate videos
• Played a role in training videos at work
• Leading a large group of administrators in her department
• Participating in training outside of work
• Hosting an Administrative Quarterly Forum and presenting on a specific topic
• Involved in their internal annual Office Professionals Seminar and presented a concurrent session

I asked Darlene what she suggests administrative professionals ask themselves to determine how to integrate their passions into their work. Ask yourself. . .

1. What am I passionate about? What do I love?
2. What do I do well? That is your greatest gift to the world. That is where your best 'stuff' comes from. When you embrace that and own it, then you will begin to see the opportunities around you to put it into play.

"Once you look for where to put yourself out in the world, the opportunities will present themselves. People will say to you, 'You do this really well. I have this (thing) I want you to do.' You just have to say, "Yes!"

Darlene is absolutely right because we are working on a creative project with Darlene because she let her talents shine, we asked for her involvement, and she said YES!

Darlene's final thought: "Once you accept opportunities that stir your passion, the feedback you get from the world will encourage you to do more . . . successes beget success."

If you enjoyed this post, be sure to comment below. If you enjoyed this post so much that you want to be in the know everytime Joan posts a new blog - be sure to sign up using one of our prominently displayed RSS feed buttons. If you aren't sure how to do that, comment below and Jasmine will gladly help you out. Do you want others to enjoy this post? Share with your friends on Facebook, Twitter, LinkedIn and so on! Use the handy buttons at the top of this post.

This is just one of hundreds of messages spreading through the administrative world. If you see yourself as a career-minded assistant, you will want to become a member of Adminology.org. It is free.

Adminology is not an organization like an association. This is like nothing else ever created for you! All I can say is you have to see it and experience it to believe it.

One song can spark a moment.
One flower can wake the dream.
One tree can start a forest.
One bird can herald spring.
One smile begins a friendship.
One handclasp lifts a soul.
One star can guide a ship at sea.
One word can frame the goal.
One vote can change a nation.
One sunbeam lights a room.
One candle wipes out darkness.
One laugh will conquer gloom.
One step must start each journey.
One word must start a prayer.
One hope will raise our spirits.
One touch can show you care.
One voice can speak with wisdom.
One heart can know what’s true.
One life can make a difference.

-Unknown

Excerpt from the book “One”

Visit Adminology.org to join!

We have created a separate web site just for Adminology because of the expansive growth we know will take place. To register for your FREE membership, please make sure you go to Adminology.org. You can still visit OfficeDynamics.com for all other Office Dynamics programs, conferences, webinars, certification, Blogs and information pertinent to the Administrative Profession.

When you register at Adminology.org, you will have free access to all materials and cutting-edge information related only to Adminology: Art + Science = Success. You will be able to access the 13-page Adminology White Paper, print your Certified Adminologist™ document, view articles, short educational view clips, and much more.

Registration begins January 14, 2010!

1. Take on a new task or project. See what your manager is working on and ask that they delegate a piece of that project to you. Your manager may have to teach you that piece of the project but that is how you will expand. When I was an admin, I often asked my executives to show me various aspects of their daily tasks or special projects. I told them if they invested time in teaching me, I would save them valuable time in the future. This gave them freedom to focus on other important projects.
2. Register for a course, workshop, or webinar that challenges your thinking. Before doing so, give yourself an honest assessment. Evaluate your strengths, areas to enhance, and your weaknesses. Then determine your goal. Is it to: make a strength even stronger? Enhance an area where you are somewhat talented but need to go to the next level? Develop an area that you feel is really weak? Then search for options and select a program that best fits that need.
3. Be a leader of the other admins in your organization. I often did this during my career. This has a three-fold purpose. One is that you grow as an individual; two is you help others grow; and third, management views you as a go getter! I have seen many administrative and executive assistants embrace training. They have become Certified Trainers of our Star Achievement Series! And even more admins have led a team through our 26 Weeks to Administrative Excellence free video series. Or another idea is to start an admin team.
4. Join Toastmasters. Jasmine actually did this in 2009. It came in handy as I had asked her to speak at our annual administrative conference last October. The skills you develop by giving formal presentations help you in your everyday life. Toastmasters and other similar classes build confidence and teach you how to communicate your thoughts in a way that makes sense. Again, these are skills you can use every day.
5. Mentor a new employee or a novice administrative assistant.
6. Teach your manager one thing this week. It might be related to technology; how to use your sophisticated office phone system; how to use color coding for emails; how to have daily huddles with you and more. Don't wait for your manager to ask for help.
7. Vow to finish reading 1 educational book this week.
8. Join a professional organization and actually attend the meetings.
9. Respond to a blog, if you have never done so!

Have a terrific week.

My wishes for you are that you...

• live your profession with inspiration, enthusiasm, energy, inquisitiveness, and passion.
• wake up every day with excitement about the work you do and the opportunities that lie ahead that day.
• will never settle for second best for yourself.
• always seek better, newer, more exciting ways of doing things.
• be proud of the profession you have chosen.
• be a life-long student of both your career and life.
• make time for family, friends, faith, and fun.
• shake yourself up every once and awhile and jump out of your comfort zone.
• take on a task or project that challenges your thinking.
• make something of the talents you have been given.
• always see the sunlight through the clouds.
• be blessed with a great boss who is a mentor at least once during your lifetime.
• get to ride on a corporate jet once.
• spread your enthusiasm to other admins.
• start an administrative team or lead a small group of admins once.
• be ecstatic about your successes when they occur!
• help this profession be elevated to one that is admired and sought after; truly viewed as a career of choice.
• you will realize whatever you learn from being an administrative professional can carry over to every aspect of your life.

I hope that 2010 will be one of your best years yet. What are your wishes for 2010? Please leave your comments here.

Joan Burge, founder and CEO, Office Dynamics
Dedicating 39+ years to the loving the administrative profession from both sides of the desk—and just getting started!

Join the Adminology revolution!

During the holiday, we came across an incredible book called Five: Where Will You Be 5 Years From Now? It is one of the most inspiring books I have read in a long time. More than inspiring, it helps you dig deep down as to what's important to you, your 5 top values, life's mission, and more. While we teach goal setting in our Star Achievement Series (an entire half-day class), I find this book amazing. I love the writer, the way he crafted his messages, and it is visually appealing. I could not put the book down and finished it within an hour! I am thrilled to say that we are able to sell the book through Office Dynamics.

So, embrace this first Monday of 2010, the first Monday of the first full week in 2010! Be happy you are back to work and that you have a place that needs you and your great talents! Commit to spreading your wings this year.

People often handle life as they do bad weather.

They while away the time waiting for it to stop.

Opportunity knocks all the time, but you have to be ready for it.

When your chance comes, you must have the equipment to take advantage of it.

The race is not to the swift of the battle to the strong.

For time and chance happen to everyone.

Take a second look at what appears to be someone's good luck.

You'll find not luck but preparation.

When you are prepared for opportunity,

Your chance for success is sure to come.

The season of failure is the best time for sowing the seeds of success.

Decide that 2010 will be your year for success and prepare for it to happen.

Happy New Year!

The first step is to grasp that you need to use a logical approach backed by facts. The steps would look like:

1. Here is my current title: Administrative Assistant.
2. Here is what my job has entailed in the past 2 years. This is where you need to pinpoint what you are doing differently than when you first started in this exact position. What are your new responsibilities; more importantly, what is the depth of those additional responsibilities? How have you grown your position? What new skills have you developed? What new technologies and applications have you learned and applied? Be specific, detailed, yet concise. Your Executive doesn't have a lot of time so get to the point.
3. Possibly do some research regarding administrative titles for admins who support a President of a company. Maybe go to OfficeTeam's web site or IAAP. You can also see what is common in your community and refer to those. This helps your President see it isn't just what you think but this is the overall trend.
4. I related my need for a title change and the importance of a title to how managers' titles change as they advance in their field and company. In other words, I told my executive something like: "John, just as various titles for management change based on their work, level of responsibility, who they report to, and their level in the organization, so should an assistant's title reflect the same. Just as you have worked hard in your career to achieve your status and title, I have done the same." This was in addition to numbers 1 through 3 above.
5. Then tell your President you recommend your title be Executive Assistant to the President. It far more represents the work you perform and the fact that you report to him, the President... an executive!
6. You also want to include how others may perceive you differently because of your title. Executive Assistants just sounds like you are at a higher level than Administrative Assistant. The public does form perceptions based on someone's title. Since you are the liaison for your executive and need to make things happen for him, you need others to respect you and your position.

Those are some of the steps I took. My executive did have to go to our huge corporate office to get approval. Eventually I got my new title and a salary increase! Although you should just work on your title right now. You may not want to push the situation especially in this economy.

Think baby steps.....

Joan Burge

You are not alone, Adrienne. Many admins feel the same way. I can honestly tell you this happens in every profession. Speakers can feel that way; nurses, lawyers, doctors, graphic designers, and realtors. The key to long-term career happiness is to always challenge yourself and look for ways to make your job interesting.

First, you have several options and you need to decide what you want to do in the next 1 - 3 years of your life. The way I interpret your note is that you are bored being in the administrative profession. But you could have meant there just aren't any exciting opportunities out there for you. I just spoke about this in October at our Annual Conference for Administrative Excellence. My session was called Managing My Career (from my new book, Underneath It All).

Where are you right now?

1. I am happy I even have a job in this economy. (If this is the case and you are just bored doing the same thing over and over, then use your creative juices and make your job more interesting. Create new processes or methods; take on a new project that will challenge you; take a task off your leader's plate; mentor other admins; make a monthly report more visually interesting and so on. It's up to you to add interest to your job; you can't always wait for your leader to make it happen.
2. I like my current job just the way it is. (Great!)
3. I like my executive and work I do and want to grow within this position. (If you like the company and/or your leader but the work has become ho hum, then refer to #1.)
4. I like the company I'm in and want to move up in the admin role. (What opportunities are available within your organization either within the administrative role or another field? Again, if you are pleased with your employer, the benefits, and your coworkers, see what other opportunities might be available in the future. Based on that, do you need to upskill? If so, start working a plan. You have to have a target to aim for and then map out how you will get there.
5. I don't really like where I work anymore and want to find a new job as soon as the economy picks up. (While there are clear signs the economy is getting better, we aren't there yet. You need to prepare for any move you might make outside your company.)

42 years old! Wow, you are young yet. I am far older than you. As long as we are alive and breathing, we are never too old to set goals and dream. It's very exciting. When we feel bored or stagnant or like we're too old to change or do more, that is usually a wakeup call saying, "DO MORE!" I started Office Dynamics when I was 40 years old. I had been getting a bit antsy when I was 37. I had worked in the administrative field since I was 18 years old--fresh out of high school. By the time I was 37, I had worked in 12 different companies, 5 states, various industries--I worked my way up from a Receptionist to Executive Assistant to C-level executives and CEOs. Now what? I did know that I did not want to be in the field and working for someone else by the time I was 40. That was my target and I achieved it. It wasn't easy because that is all I knew and I did not have a college degree. The past 20 years of owning Office Dynamics is a book in itself.

While I would like to say that you have your whole life ahead of you, I'm a bit smarter since my husband was diagnosed with pancreatic cancer at 57. Fortunately, he has had excellent medical care and is doing well as of today. But that taught me that while we like to think we have 30, 40, or 50 years ahead of us, it can all change in one day.

Every day, look for ways to make your work and life interesting. Take on courses that challenge you. Decide if you want to stay in the field or not. It could be you just need an entirely new environment. Train other assistants in your organization--we have plenty of materials you can use.

I'd also like to suggest a new great book we now sell, written by Dan Zadra, called Five: Where Will You be 5 Years From Today?

Remember, your future starts NOW! Best of luck to you.

I am so glad Corleen asked this because not only in the administrative arena but in the training arena in general, people get confused between: certificate programs, certifications and professional designations. I will do my best to explain the differences. You can also learn more by going to adult learning resources on the Internet.

Certificates are more easily achieved. Often if you have attended a workshop, seminar, course, in-house training, even a webinar, you can attain a Certificate of Completion. This means you completed the course (whatever that might be). There is value to these even though they are pretty easy to obtain. For example, a company such as a Skillpath could hold a full-day workshop at a hotel. They let all the attendees know that by attending this 6-hour course you will receive a Certificate of Completion. Imagine now that 100 people show up in the meeting room; 90 attendees stay the entire day and 10 leave early and go shopping (because their employer won't know the difference). The 10 still grabbed their certificate the same as the 90. Do you think that is fair? This happens often. On the other hand, if your organization offered an in-house training workshop, you attended with 20 other employees, the trainer can easily see who leaves early. Bottom line: you still want to get the Certificates of Completion because they show you have an interest in learning and I hope that you would be the kind of student who stays for the entire program.

Certification is a different ballgame. An individual usually has to go through some type of stringent educational program or training and meet specific criteria. For example, we have Star Achievement Series Certification training. That is where an individual from an outside organization needs to be trained and certified by me to teach our Star Achievement Series curriculum (for admins) in their organization. They have to meet certain criteria, experience the actual program, practice teaching, and much more to receive this certification. While they receive a Certificate for completing the extensive training, they have to be Certified as a Star Achievement Trainer by Office Dynamics and sign an agreement with us.

There are Certifications and Professional Designations. Such as at IAAP, you can receive your CPS and CAP designation. Those stand for Certified Professional Secretary and Certified Administrative Professional. You do have to study, take a test, and pass the test to receive your designation (and you are certified). IAAP also has established recertification criteria. You can learn more about this through IAAP.

Office Dynamics has something called a curriculum-based designation. It is the CEAP (Certified Executive Administrative Professional). Notice I specified curriculum-based! An individual must attend the Star Achievement Series to even be considered for this because the certification and designation is based around the curriculum and the student's ability to meet the set criteria. We go 3 steps further with Star Achievement. The student must be recommended by their facilitators. In other words, it isn't a matter of just passing a test. Not to belittle that because a person does a great deal of studying to pass the test. I did it when I was a secretary before 1990 and got my CPS. But that does not guarantee an individual is actually using the skills.

During the Star Achievement training, the student must demonstrate certain competencies to be recommended by their facilitator. Then the student must obtain a letter from their leader stating specifically the behavior changes or modifications they have seen in their assistant as a result of going through the extensive training. Additionally, the student must write a Star In Action Paper. All this is then submitted to the Office Dynamics University. As I briefly mentioned, any of us can study and pass a test. Not everyone will study/learn and implement what they have learned or modify their workplace behaviors. I've seen it many times.

So after all that is said, what is my advice? First, you really have to identify your career goals.

1. What would this mean to you?
2. How will it help you?

Then learn why this is important to your supervisor.

1. Why does your supervisor want you to achieve some type of certification?
2. Is it going to mean more money for you? A promotion? (I'm not implying that you should strive for a Certification just because of money. There are many benefits aside from the money.)
3. Or does your supervisor think that will show him/her that you are committed to your profession? That is wonderful that your supervisor wants you to strive for a certification and you should as long as you are committed to implementing what you learn.

I believe you should get your Certificates of Completion from any classes you attend and place them in your career portfolio (hopefully you have one). Get more information about the CPS or CAP from IAAP and see if you want to make that commitment.

Also, we offer the World Class Assistant™ high-end training program in Las Vegas which provides personal training and coaching with me. For 2010, there will be a Part 1 which is 2 1/2 days and a Part 2 which is 2 1/2 days. The classes are offered throughout the year. Attendees who complete Parts 1 and 2, complete pre-class assignments and follow up activities, and pass a quiz, receive their CWCA designation. This is also a curriculum-based designation.

Corleen, I hope this helps you and the hundreds of others who don't really understand the difference. This is really important today because I notice organizations and .coms promoting Get Certified -- when what they really are giving you is a Certificate of Completion which states you met the criteria or went through the course. There is a big difference.

Best of luck to you.

Joan Burge

Several of the techniques and principles that apply to any of us working virtually, apply to this situation. Office Dynamics works virtually with all types of experts throughout the country and some of our very own associates work in different states.

The #1 key is communicate, communicate, and communicate. The #2 key is to be an excellent communicator. Since most people working virtually rely on email, texting, and other technologies to communicate, it is easy for information to fall through the cracks, skipped all together, and misinterpreted. Here are a few ideas.

1. As much as possible, talk by telephone. Yes, I said telephone because it provides the opportunity to instantly clarify and repeat what we thought we heard.
2. Study the art of being a great communicator; every aspect of written communication.
3. Don't be in such a hurry that you don't provide enough information. Take time to communicate what you need. Be clear, specific, and get to the point.
4. As an assistant, it is very helpful to the manager when you provide a weekly status update of: open projects, completed work, follow-up items, new projects or issues and more. Use a bullet point format.
5. Clarify what is expected for the upcoming week. Make sure you are on the same page as your managers.
6. Make sure you have solid processes in place and stay with them. It's easy to get off track when you get really busy. Your processes are the core of what keep things organized.
7. Continue to seek new methods for being more effective and efficient.

That's it for now. Good communication is the umbrella over everything else that needs to happen. I'll address that in another Blog in the New Year.

Joan Burge

Four in 10 employers said that in 2010 they will increasingly differentiate among employees in the salary-review process, according to Tower Perin survey. "This means a "superstar" employee could get a 7% raise, while a lesser performer could get no increase," says Towers Perrin managing principal Ravin Jesuthasan.

Need I give you more reason to raise the bar for your performance in 2010? You could be one of the 4 in 10.

Joan Burge

Thank you for all the wonderful, insightful and valuable information that you provided 
this past year. It was because of your Administrative Excellence Series that I applied for 
and was promoted to the Executive Assistant in my department. The lessons learned are 
enabled my executive and me to start off at full speed; we are working together like we 
have been a team for years. Thank you – And I too, wish only the very best to you and 
your family this holiday season.  ~Liana Marston

We’re challenged each day to keep-up with change. Sometimes, we’re running as fast as we can and it’s still difficult to keep-up. It’s a relief to realize that some things don’t change. Those things rarely make headlines but perhaps that’s a glaring omission on the part of those who determine what is newsworthy.

Body Language
A smile helps to make someone feel welcome. Rising from your chair when a guest enters your office is a sign of respect. Making eye contact with the person with whom you’re speaking indicates you’re paying attention. Arriving at a conference dressed appropriately for the event notifies on-lookers you’re not there to party! Okay so your business attire isn’t exactly body-language or, is it? As an Administrative professional you may readily agree personal appearance plays a vital role in 9 to 5 life. Arrive at the office in an outfit that could double as clothing worn to clean a garage and do it when out-of-town company executives are visiting and imagine the fall-out. Without moving or speaking you’re saying a lot and none of it is nice. It follows that good grooming and cleanliness have a high-priority in business circles too.

Where did you hear this before? It certainly isn’t new.

These are some of the things that haven’t changed with the passing of time. Business attire may be more relaxed than it was a decade ago and more business people may opt to be “on a first name basis” but these are minor tinkerings.

If you’re training newly hired employees or mentoring to an assistant you may want to mention that once they nail business etiquette basics they will use them forever. That’s the good news! The flipside is; as your value to the executives you support increases your command of business etiquette expands. In short, you know more and must demonstrate it.

No resting-on-laurels allowed!

Doing business with people from other countries and different backgrounds makes it necessary to become aware of customs and practices which are unfamiliar to you. “Awareness” is a subtle component of good Business Etiquette. As a matter of fact, heightened awareness will serve you well in all aspects of your business career. Listen. Observe. Make inquiries. Do what you can, within boundaries, to make others feel comfortable. Making people feel comfortable so the business of business can proceed is the goal.

“Manners are a sensitive Awareness of the feelings of others,” observed Emily Post, an etiquette expert (1873 – 1960) who wrote extensively on this topic.

“If you have that Awareness, you have good manners, no matter what fork you use.”

Special Occasions
Speaking of forks; a keen awareness will lead you to proper ways to proceed when you tackle special occasion tasks. Many of these are guided by rules that don’t change. Some are:

• Dining table manners.

o Use the outside fork (i.e., the one placed furthest from the plate) for the salad.
o Don’t rest your elbows on the table.

• Making introductions.

o A junior executive is introduced to a senior executive. Mr. senior executive I’d like you to meet Mr. junior executive.
o Anyone is introduced to the “guest of honor.” Celebrity Smith I’d like to present our company President, Carla Banks.

• Flags and seating arrangements.

o When displaying a group of flags (presumably at a company gathering in the USA), the United States flag is always positioned on the speaker’s right (the audience’s left), which is the place of honor.
o Protocol dictates seating assignments when “titled” people sit on a podium. Which elected official should be seated where? Does a member of the military deserve special consideration based upon “rank”? The seat of honor is to the right of the host. The second ranking guest sits at the right of the second-ranking company executive. (I invite you to refer to Chapter 6, At-the-Podium Protocol in my book EVERYDAY BUSINESS ETIQUETTE for more information.) Professional meeting planners are usually well informed on these matters and Help is available from various sources. The important thing is to be aware that do’s and don’ts exist. That doesn’t change!

What Now?

One thing more that shouldn’t change is “your insatiable appetite” for useful information. So while you applaud your current know-how and recognize it will continue to serve you well – you will continue to stay-on-top-of-things.

“Politeness and consideration for others is like investing pennies and getting dollars back.”
~Thomas Sowell

-Marilyn Pincus, Author

Marilyn Pincus, Inc.

Can't view the above video? See transcript below for all the tips described in this video message.

Do you feel like December is just a blur of days? Monday runs into Tuesday, Tuesday runs into Wednesday and so forth? Are things lightening up for you at work, or at they actually intensifying?

Well, just like we have the 12 Days of Christmas, I have my 12 Survival Tips for the Hurried Holidays!

1. Delegate as much as possible.
2. Get those you support at work to support you.
3. Set realistic goals for yourself. It’s better to under promise and over deliver.
4. Search for alternatives. Is there a simpler way, a faster way, a better way to do things.
5. Focus on tasks of high value. Don’t get caught up in a lot of busy work.
6. Take a break! This will help cope with your overload at work. Stand, walk, get away from your desk for a little bit.
7. Remember that you are human and you can only do so much.
8. Keep a good, positive attitude! Be upbeat.
9. Take a break at home, too! Sit down and relax. Enjoy some hot chocolate.
10. Get the kids involved.
11. Get away; don’t have everything at your place this year.
12. Just focus on today, it’s all we have. We can only get so much done in a day so just focus on today and tomorrow will come naturally.

I hope you have enjoyed my survival tips for hurried holidays.

I’ve watched all the videos and find them very refreshing and valuable. 
Seeing and hearing Joan helps me to feel connected with her and reminds 
me of all that she’s taught me and that she stands for, her presence alone 
gives me strength! ~Peggy V.

I have loved the webinar/video series that you provided. They are so 
informative. I especially enjoyed the 26 Weeks to Administrative Excellence.
I listened to each one of them. Even though I have been an Executive Secretary, 
Administrative Assistant, or whatever they decided to call us at the time, for 
44 years now, I was still able to pick up on new ideas/strategies from your series. 
~ Linda C.

I enjoyed the videos in this series. Thank you for a great job! ~ Cynthia

If you enjoyed this post, please leave a comment below and be sure to subscribe for my blog updates by clicking on the orange RSS buttons to the left of this blog.

Ken has such a great perspective of the administrative role; I just had to ask him when and how did he gain that perspective.

Ken: "It has always been there. When I entered the business in 1971, I immediately recognized the role of the then, secretary -- that person being the right hand/left hand/backbone of the manager/executive. I have always envisioned the position to be a partnership and all the qualities necessary of an excellent leader were critical between the two. You must have mutual trust, mutual respect, two-way communications, co-motivators, co-team player, co-positive work environment, co-enthusiastic environment to mention a few."

I then asked Ken, "What advice would you give executives who don't quite have that perspective of this profession? How can they better understand the value an administrative professional bring to the organization and manager?"

Ken: “That's a tough question. I have continually surrounded myself with "similar others" in my professional life and fortunately, most have recognized the tremendous value/skills an administrative professional "brings to the table." As we recognize, a majority of successful people surround themselves with great personnel. The position of an executive assistant is a critical part of the management team and I find it difficult that if one does not embrace that philosophy, one in most situations will not meet with success. My recommendation to those who do not aspire to this philosophy would be to encourage them to embrace it and allow them to personally witness the results that will follow.”

Wow!! Isn't that great insight and perspective?

As our interview came to an end, Maria told me her closing thoughts. "I would be remiss if I didn't speak to this . . . I have been so blessed over the past 22 years to be privileged to work alongside of Ken Konesco. Ken is my number one mentor -- not only in my professional life, but my personal life as well. He has supported and encouraged me to become a better professional and a better person. As the senior leader of our organization, Ken lives out each day what he believes in and communicates to all employees -- and that is faith/family first, health second, and job third."

I wish continued success to Ken and Maria. Thank you, again, for your great insight. You are a team to be admired and modeled!

• Executives and Assistants Working Together
• 5 Key Actions to Building a Relationship with Your Executive

(IBC was founded in 1902. IBC has 14 campuses throughout Indiana and they recently expanded with a campus in Columbus, OH. Harrison College (formerly IBC) offers associate and bachelor degrees in the general areas of business, health, culinary arts, criminal justice, computer technology. You can learn more at www.Harrison.edu.)

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• 2-way communication
• Trust
• Professional demeanor
• Open candor
• Respect for each other

Ken Konesco, her executive, agreed with Maria. He said you have to operate with absolute candor and openness.

This is easier said than done for many executives and assistants. Many managers and executives tell me they guard themselves from being open because they aren't sure that their assistant will react in a professional manner. I have met many administrative professionals over the years who are afraid to openly talk with their manager whether it is about having more one-on-one's or expressing their opinion about a process.

An assistant and manager will always have a hidden barrier or wedge if they do not openly communicate with each other; thus hindering the potential for a truly great working relationship.

After we discussed the above, I asked them, "Do you ever have days when you both are just out of sync? If so, how do you manage those days?"

Maria: "We may occasionally have out of sync days. With our long-term working relationship, we both recognize it pretty quickly and take action to change the direction or make corrections, etc. With the technology of today with email, electronic calendars, it can be a challenge to keep everything coordinated. Honestly, when we realize we are out of sync, we have a good chuckle and chalk it to "getting older" and move on!"

Ken added, "We've never left the office with a grudge and not talked about it for weeks."

I also jotted a note where Ken told me, "Part of our culture . . . I believe in faith, family, health and job. Lots of organizations forget about your faith, family and health and only push work."

Hopefully, Ken and Maria's manner of operating with each other as an executive and executive assistant have given you some food for thought.

• Executives and Assistants Working Together

First Ken and Maria have worked together for over 22 years! Can you believe it? How many of you can say that with any executive during your career? The longest I ever worked with one executive was five years. Obviously Ken and Maria know what it takes to build a strong working relationship and keep a great partnership going.

One thing Maria said early in our interview was their partnership was like a "professional marriage." While I knew exactly what she meant as I experienced that as an assistant a few times, I asked her to explain it further. Here is what she said:

"When you think about, a business partner and administrative professional spend more waking hours together than most married couples. In a marriage, you must have trust, confidence, open communication, encouragement, and goals . . . it is no different in a business relationship between your business partner and administrative professional."

Joan: "Your communications with each other are very important to keeping things going. Over the years, what has changed for both of you and how do you maintain good communication?"

Maria: "Ken has an open-door policy. When appropriate, I feel the freedom to ask Ken questions relative to the responsibilities at hand to accomplish my daily tasks. We meet on a monthly basis to review our monthly objectives as well as review my annual performance goals. Email is a large part of our communication on a daily basis; however, there are times when we need to just talk face-to-face or pick up the phone and talk to each other. It's important to stay connected."

This is great advice. I have experienced this from both sides of the desk; the first as an administrative assistant/executive assistant for 20 years and then as an executive and business owner for 20 years. This is absolutely on target.

Here is my take on this as an employer. If I were to see a resume for an Executive Assistant or Administrative Assistant and looked at that person's work history and saw career progression other than in one place, I would think to myself any of the following:

"What happened that created this person to accept a position that may be considered a step back in their profession?"

"Something must have happened that caused this person to take a step back." There are so many things can affect our career choices ranging from finances to spouse's career, children, aging parents, the economy and more.

A red flag would go up if I saw one step forward, one step back, one step forward, one step back and so on. Or if I saw one step forward, two steps back. A potential employer is looking at the overall career path. If you had enough on your resume to peak my interest and place you in the competition, I would ask you what happened when I met you in person.

Over the past year, I have read and heard numerous stories of people with degrees taking full time jobs at Pizza Hut! With what has gone on this year, everyone is going to be more understanding in the future when they start staffing up again.

Recipe for a Happy Holiday

2 dashes of positive attitude

3 tablespoons of humor

2 teaspoons of forgiveness

3 pinches of energy

2 cups of relaxation

1/2 cup of organization

1 quart of living in the moment

Enjoy your holidays!

Thanks for the opportunity to share my thoughts with all of you! I really enjoyed recording this series and hope that you found them enjoyable and informative. I feel so blessed to be given this opportunity and I'm thankful for Joan, and all of the growth opportunities she has given me.

I look forward to your comments and your tips!

Jasmine Freeman

The holidays are here! Have you ever considered giving a gift to an administrative peer? What about your administrative team council members? Did you ever think about the great impression you would make if you gave a little something to your President's Executive Assistant? What about the admin who is your back up when you are on vacation or attending training? It's also a great idea to acknowledge an admin who works at your favorite vendor's office -- or what about those special clients' admin? One of the best gifts you can give is the gift of education. And if you are concerned about giving something that would be too personal, a book or something for the office desk is safe every way you look at it.

So, the Office Dynamics store is officially open for gifts designed for those special administrative professionals in your life. You'll also want to check out our coolest new Adminology™ product line of coffee mugs, memo cubes and mouse pads!

If is not appropriate to give gifts in your office, then a personally-written thank you note or holiday card is greatly appreciated.

1. First of all, it starts with your dress. Most invitations will state the dress code or expected attire for the occasion. One thing to remember, if you don’t show it at the office, don’t show it at the part