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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. We know how to set and monitor a department budget, take meeting minutes, research topics and write reports, and that’s just for starters. The days when Administrative and Executive Assistants just handle phones and filing are long gone. Tags: Admin Assistant Training Mgr/Asst Team MORE
Whether it’s creating effective systems for minute taking, follow-up on action items, travel planning, procedures documentation, or developing communication systems that are easy for your executives to scan for information, organization is a vital skill for success-minded admins. MORE
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. Get any files they may need as a result of the e-mail correspondence. Is this something he or she will need and does it have to be printed for a meeting? MORE
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. MORE
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. MORE
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. MORE
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 you do arrange to meet with them, be prepared with questions and information so they will see the benefit. A good bring-forward system is a must for this as you will want to bring forward items they will need for meetings and conference calls. Minute taking made easier. MORE
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. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. MORE
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. MORE
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. Share any special training you have received with others in the office or online. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. MORE
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. MORE
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. MORE
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. MORE
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. MORE
0830 – Spend time on the train reviewing my to-do list and it seems that I have quite a few tasks that require answers from other people. 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. 1555 – One of my Directors has a meeting at 4pm and seems to have gone AWOL. MORE
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? MORE
0810 – I’m on the early train into work today as there is a Board meeting starting at 9am. 0845 – It should be the best day to be able to follow the routine as all of my Directors are in the board meeting from 9am until 5pm today. Before I start my work, I help get a few bits sorted for the Directors before they head into the meeting. Most of the jobs are small but there are a lot of them, including booking rooms, answering email queries and setting up meetings. MORE
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. We know how to set and monitor a department budget, take meeting minutes, research topics and write reports, and that’s just for starters. The days when Administrative and Executive Assistants just handle phones and filing are long gone. Admin Assistant Training Mgr/Asst Team MORE
© Copyright Patricia Robb 2010 19 December, 2009 Meetings Plus: Taking them offline I organize a lot of meetings in a day, week, month; heck, even into next year. When I receive an initial request for a meeting, I use a meeting form and write down the information I need: who is requesting the meeting, what is the purpose of the meeting, where it will be held and a phone number or an e-mail address and dates that are available. MORE
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. MORE
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. MORE
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. MORE
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. MORE
All Things Admin
MAY 5, 2021
Whether it’s creating effective systems for minute taking, follow-up on action items, travel planning, procedures documentation, or developing communication systems that are easy for your executives to scan for information, organization is a vital skill for success-minded admins.
Practically Perfect PA
NOVEMBER 4, 2011
0830 – Spend time on the train reviewing my to-do list and it seems that I have quite a few tasks that require answers from other people. 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. 1555 – One of my Directors has a meeting at 4pm and seems to have gone AWOL.
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Practically Perfect PA
NOVEMBER 6, 2011
0810 – I’m on the early train into work today as there is a Board meeting starting at 9am. 0845 – It should be the best day to be able to follow the routine as all of my Directors are in the board meeting from 9am until 5pm today. Before I start my work, I help get a few bits sorted for the Directors before they head into the meeting. Most of the jobs are small but there are a lot of them, including booking rooms, answering email queries and setting up meetings.
Practically Perfect PA
OCTOBER 31, 2011
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.
Office Dynamics
APRIL 12, 2010
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. We know how to set and monitor a department budget, take meeting minutes, research topics and write reports, and that’s just for starters. The days when Administrative and Executive Assistants just handle phones and filing are long gone. Admin Assistant Training Mgr/Asst Team
Office Dynamics
APRIL 12, 2010
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. We know how to set and monitor a department budget, take meeting minutes, research topics and write reports, and that’s just for starters. The days when Administrative and Executive Assistants just handle phones and filing are long gone. Tags: Admin Assistant Training Mgr/Asst Team
Laughing all the Way to Work
AUGUST 1, 2010
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.
Laughing all the Way to Work
JUNE 23, 2009
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.
Laughing all the Way to Work
DECEMBER 5, 2009
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.
Laughing all the Way to Work
AUGUST 10, 2010
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.
Laughing all the Way to Work
SEPTEMBER 19, 2008
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.
Laughing all the Way to Work
AUGUST 13, 2010
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. Share any special training you have received with others in the office or online. EST Taking Effective Meeting Minutes Join me for a Webinar Oct.
Laughing all the Way to Work
MAY 23, 2009
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?
Laughing all the Way to Work
DECEMBER 19, 2009
© Copyright Patricia Robb 2010 19 December, 2009 Meetings Plus: Taking them offline I organize a lot of meetings in a day, week, month; heck, even into next year. When I receive an initial request for a meeting, I use a meeting form and write down the information I need: who is requesting the meeting, what is the purpose of the meeting, where it will be held and a phone number or an e-mail address and dates that are available.
Laughing all the Way to Work
MARCH 15, 2009
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. EST Taking Effective Meeting Minutes Join me for a Webinar Oct.
Laughing all the Way to Work
JANUARY 13, 2009
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.
Laughing all the Way to Work
DECEMBER 12, 2009
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.
Laughing all the Way to Work
AUGUST 29, 2009
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. Get any files they may need as a result of the e-mail correspondence. Is this something he or she will need and does it have to be printed for a meeting?
Laughing all the Way to Work
JULY 26, 2009
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.
Laughing all the Way to Work
OCTOBER 10, 2008
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 you do arrange to meet with them, be prepared with questions and information so they will see the benefit. A good bring-forward system is a must for this as you will want to bring forward items they will need for meetings and conference calls. Minute taking made easier.
Laughing all the Way to Work
OCTOBER 11, 2009
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.
Laughing all the Way to Work
JANUARY 24, 2009
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.
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