Routine Procedure – Thursday

Practically Perfect PA

I also have a quick check over my emails and calendar for the day, I do have a few meetings today that I also need to attend. Spend time reading through some of the emails I’ve filed over the last week, including LinkedIn updates and other networking emails. I also have some answers following the requests I sent out earlier this morning, some of the replies are easy for me to deal with, for example adding meetings to my directors diaries. . Filed under: Motivation.

2011 109

Routine Procedure – Monday

Practically Perfect PA

The train turned up on time, I managed to get a seat and was able to check my emails and calendar for the day ahead. My Directors are all in a meeting so no chance to connect yet. 1125 – One of the Directors has popped out of the meeting to ask me to scan a 40 page document without removing the binder for another colleague in the meeting. This takes 10 minutes. The Directors finish their meeting so I pop into their offices to say hello and check they are okay.

2011 109
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Ask the Admin: Records Retention

Administrative Arts

I got this e-mail from Kelly: What is the business standard for the length of time to keep meeting minutes? You didn’t specify what type of minutes you need to keep. How long you retain meeting minutes will depend on the type of meetings you are referring to. Most record retention schedules I’ve seen have recommended keeping board meeting minutes permanently. Managing Calendars Part 2: Scheduling More Than Meetings.

Administrative Assistant Job Descriptions

Administrative Arts

Managing Calendars. Filing. This includes setting up and managing electronic and physical files. Scheduling and Setting Up Meetings. Also included here would be taking and transcribing meeting minutes. This can include anything from a last minute bank run to working on a company-wide committee to making sure everyone filled out an updated W-4.

2010 52

10 E-mail Etiquette Pet Peeves and How to Handle Them

Office Dynamics

The “oops” factor: If you need more than two paragraphs to cover your topic, you’re better off using the phone, or attaching a Word* file. Pet peeve: Calendar invitations with attachments. People often send me calendar invites that include attachments. Quick fix: Send attachments in a separate email, not with your calendar notices. Bonus fix: Use a SharePoint* meeting site or shared drive for attachments. It is a privilege to meet them first!

Laughing All the Way to Work: A Survival Blog for Today's.

Laughing all the Way to Work

As an Executive Assistant to a busy CEO, I have to organize my boss and I needed a bring-forward system to meet his needs. I use hanging file folders labelled from January through to December. Every afternoon before I leave for the day, I go through the hanging file for that month to see if there is anything I need to bring forward for the next day. I put it in the order of when he will need it and flag anything that he will require for teleconferences, meetings and travel.

2008 125

Oh where or where is my password?

Laughing all the Way to Work

I mean if it was really me I should know what my password is, but wait a minute, I am me and I still dont know. I keep mine in an encrypted Word file on my computer. I also have an encrypted file with various other important numbers like my and my husbands social security numbers and the like. Servers are usually backed up daily, so your file will likely be restored. However, you probably want to password protect file. Minute taking made easier.

2010 100

Anyone can be an Administrative Assistant, right?

Laughing all the Way to Work

Try to anticipate the need so you can have the file or the answer your boss needs, before he or she even knows they need it. A good assistant knows just where to find the document or file needed, or they won’t stop looking till they do. Having a good filing system and keeping the file list up to date is something every assistant needs to be able to do. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Minute taking made easier.

2008 100

On the job tips for new Admins.

Laughing all the Way to Work

This can be as simple as having hanging file folders marked from January to December and then you just put items in the appropriate month that you need to bring forward for your boss. I have daily meetings with my boss so sometimes I print the e-mails that I have questions on and put it in a folder and then we go through each item and he lets me know what, if anything, I need to do. Sometimes your boss will pass this on to someone else to do or not want/or be able to meet.

2009 132

Colour Coding Works.

Laughing all the Way to Work

I was in back-to-back Committee meetings and I decided to use two different colours of folders, a blue one for the Committee members, with an attendance sheet stapled to the inside cover for my purposes, along with their meeting packages, and a red one for the Chair with everything the Chair was going to need. Because the meetings were right after the other and I had lots of packages with me, it was easy to distinguish what went to whom just by looking at the colour.

2009 100

Pass it on.

Laughing all the Way to Work

I mentioned this to our team of admins at one of our meetings so when one of my co-workers found out how to do something they thought to share it with the team. This is useful if you want to file the email and change the Subject line to something that better describes what the email is about or to put notes in the email. The Reminders box is the same box where your calendar items pop up when they are due, so should be familiar to everyone. Minute taking made easier.

2010 100

Do you like what you do?

Laughing all the Way to Work

If you know what works best for you and if your job is 80/20 on what you like then you can put up with the small stuff like filing and filling out expense forms. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ► August (3) Pass it on. Taking stock We don't know what we don't know ► June (1) Playing nice in the sandbox ► May (2) Whose meeting is it anyway? Minute taking made easier.

2009 132

Let your fingers do the walking: Quick keyboard shortcut keys

Laughing all the Way to Work

Ctrl + Home moves the cursor to the beginning of the open file or document and Ctrl + End moves the cursor to the end of the open file or document, but if you are in the middle of a document and want to select everything from there down, press Ctrl + Shift + End or if you want to select everything from there up, press Ctrl + Shift + Home. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ▼ August (3) Pass it on.

Working for the Disorganized.

Laughing all the Way to Work

A wonderful person, but totally disorganized and always waiting for the last minute for everything. Here are some things I would suggest to help: Have regular meetings with your boss. If that is not happening, schedule yourself in their calendar. If you do arrange to meet with them, be prepared with questions and information so they will see the benefit. Remind them verbally as well when you meet with them. Keep an organized filing system and file list.

2008 100

When you need it later: The Bring-Forward System

Laughing all the Way to Work

Tried and True Method: I set up 12 hanging file folders labelled January through to December. I then put the items in a two-fold file folder with his calendar printed out on the one side and the items he will need for the day on the other side. The first day of each month, I go through the monthly folder and sort the items into the appropriate numbered file to be processed through the course of the new month. Minute taking made easier.

2009 100

Grrr! moments

Laughing all the Way to Work

At one office I worked in we had a mail cart with slots for everyones mail, but it was filed First name, Last name. the phone book, standard filing practices etc.) This goes for filing and also how your contacts are ordered in Outlook. If you open the contact card you will see in the first section File As. Posted by Patricia Robb at 8:26 AM Labels: Administrative Assistant , filing that works , first name , last name , professional assistant , what order do you like?

2009 100

Managing your Boss's Inbox

Laughing all the Way to Work

Below are some things I try to do to carry out the management of my bosss e-mail account: Meet with your executive and get on the same page on what they are expecting you to accomplish when going through their e-mail account. It is worth every minute that you spend to read the e-mails quickly, but thoroughly. If there are any deadlines or appointments, put them in your boss’s calendar or task list with appropriate reminders. Minute taking made easier.

2009 100

Frustration Busters!

Laughing all the Way to Work

Or if you want to attach a file, choose Attach File. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ► August (3) Pass it on. Taking stock We don't know what we don't know ► June (1) Playing nice in the sandbox ► May (2) Whose meeting is it anyway? Minute taking made easier. Meetings Plus: Taking them offline On the job tips for new Admins.

2009 100

That is not in my job description.

Laughing all the Way to Work

At times I have been pushed to do something that I didn’t think I could do and found it was something I really enjoyed, such as minute taking. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ► August (3) Pass it on. Taking stock We don't know what we don't know ► June (1) Playing nice in the sandbox ► May (2) Whose meeting is it anyway? Minute taking made easier.

2009 100

Is it that time of the year already?

Laughing all the Way to Work

In some organizations raises are tied to how well you do and it is also a record that is kept on your personnel file. Normally, I put something about needing to get my filing system up to date, but I think I may have missed the point when I have done that. I use a place based in Toronto called Last Minute Training. It works in the same way as last minute flights do. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Minute taking made easier.

2009 100

Some People see Roadblocks -- Others see Hurdles.

Laughing all the Way to Work

The Speed Trap: Are you struggling to meet a deadline? Construction Ahead: Planning ahead helps you anticipate last minute things that might come up. Cant wait till the next meeting (this afternoon actually) when I can ask them if they really see the problem as a roadblock, or is it just a hurdle? This article is extremely well written, and I have already printed a hardcopy, which I am going to add to my file. Minute taking made easier.

2009 100