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The Effective Admin Tips Series
Publication Product Descriptions
The Effective Admin Tips Series
covers topics tailored to the daily workplace needs and on the job
skills and competencies of administrative professionals. As the name
implies, these publications are full of tips and guidance on their
individual specialized topics. The topics are relevant to administrative support
professionals including administrative assistants, executive assistants,
secretaries and all admins of any title.
#1: What
Do Managers Want From You -- Initiating Problem Solving
Description: Managers want you to practice PAR (no, I'm not
talking golf). PAR is a term you can apply to become a problem-solving,
solution-driven administrative professional. That is what managers want!
Learn more in this tips publication full of advice that'll help you do better work
on the job and advance in your administrative career.
Product Details: 4 (8 1/2" x 11") pages of single-spaced
information
Electronic publication (PDF extension file); read with Adobe Reader version 5.0 or higher
WHAT YOU'LL LEARN:
Three ways to make your manager do the happy
dance (figuratively speaking). Don't be an ordinary administrative
professional when you can be an extraordinary, standout one by doing these
three simple things that many other admins don't bother to do, or even think
about. See the sidebar on pages 1-2.
What is the PAR method and how to use it to
format your professional achievements as an administrative pro in writing
for performance appraisals, resumes or even salary increase requests. This
PAR method is so easy and will simplify and clarify the way you think about
your workplace achievements forever. If you don't like to write, don't worry
the PAR method only suggests you write 100 words or less. See pages 1 and 3.
The latter page includes an admin-specific example too using the PAR method.
If you encounter a problem at work, here's the
one question you should NEVER put to your manager or executive about it.
Banish this question from your problem-solving toolkit forever. Instead,
here's what you should do and say. Page 2.
Is your manager or executive indecisive and slow
to respond to your timely task and project questions? Maybe you need a
better way to ask questions. Simplify and speed up this process by using the
same phrasing that many successful sales persons do. It's easy to remember
and it could cut hours off your weekly workload and help you both to stay on
schedule (and get home on time if you're working overtime now because of
such indecisive scenarios). See page 2.
Asking other administrative professionals and
managers questions regarding the problem you're trying to solve means you're
not a problem solver at all, right? WRONG! The article in the box on the
bottom of page 3 explains why this is false. And it explains what sort of
questions are okay to ask without making you look like an incompetent
administrative professional who can't solve any work-related problems on her
own.
A five-step process to follow when solving
problems. Think your problem through in this order; you'll not only be
systematically solving your problem but you'll be thinking strategically
too. Your manager or executive will love that thought process because
that's how she thinks too. And you'll calmly and methodically solve your
work-related problem. See the second box at the bottom of page 3.
Admin to Boss: "We've got a problem!" STOP! Only
say that if you want to sound whiny. Words are powerful and they reflect
your professional image. To sound more assertive, try substituting one of
the phrases in the sidebar on page 3 and your "problem" will seemingly
vanish.
Why you WANT to be a problem solver and solution
provider -- eight good reasons that affect you, your job and your
administrative professional career.
The single most important word that describes
your boss is in the box at the bottom of page 4. When you think of your
manager or executive in this manner, you'll always remember the best way to
approach him or her with a problem.
Six traits or attributes that problem solvers
have. Do you have them? See the list in the middle of page 4. You can
develop them once you know what they are.
The one time you absolutely should go to your
boss with a problem with or without a solution and when to tell him
about it. Not doing this could embarrass your boss and affect both of your
stress levels as well as have more detrimental affects in your department
and jobs. Read the last tip on page 4.
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#2:
How to
Handle Unrealistic Deadlines, Fit it All in, & Find Hidden Hours -- Really!
Time Management Tips for Administrative Professionals
Description: Time management is a skill that will help to
decrease your stress levels and set you up for higher level assignments and
possible promotion. If you're frazzled now, it'll improve your professional
image too and make you look in control all the time (because you will be in
control of your time). That's an admirable quality for any of your
colleagues. Imagine them asking you how you get it all done in just
eight-hour days and make it look so easy. Learn more in this tips
publication full of practical pointers that'll help you handle those unrealistic
deadlines, fit your work all in a day and find those "hidden" hours that are
very visible if you know where to look.
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"I have been
implementing the tips in the materials you have sent me and so far it
works well for me. When I was still in my previous job, I started
using one of the tips you mentioned in the time management materials.
After two days,...
Today, my new manager gave my tasks in the morning, and before the day
ends, he asks me if I have some feedback. To his surprise (and mine as
well!) I have done all the tasks he had asked me except one because
the person I was calling did not pick up his phone the whole day!
The time management materials have helped me manage my time in the
office. Using the tips in the materials you have sent me, things have
really improved."
Many thanks,
Margaret Medina
Executive Assistant
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Product Details: 6 (8 1/2" x 11") pages of single-spaced
information
Electronic publication (PDF extension file); read with Adobe Reader version 5.0 or higher
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#3: How
to Get More Respect at the Office as an Administrative
Professional Starting Today! Your Professional Image
Description: How many times have you heard an administrative
professional say that he or she doesn't get the respect at work that they
desire? Maybe you have even said that, or at least thought it a time or two.
What makes you feel disrespected at work? Being handed work like you have
24/7 to spend doing it? Having your suggestions overlooked? Being ignored at
meetings? You can fix all that and more with the suggestions in this tips
publication. This publication is jam-packed with practical information to help you
achieve more respect in the office as an administrative
professional---something that you may both desire and deserve. And you can
start gaining respect immediately. Read the tips, implement them, and start
achieving respect and appreciation right away...and perhaps other perks
eventually like salary increases, promotions, choice assignments and other
extras at work.
Product Details: 9 (8 1/2" x 11") pages of single-spaced
information
Electronic publication (PDF extension file); read with Adobe Reader version 5.0 or higher
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#4: Office
Organization...Real Solutions for Administrative Professionals Like You
Description: Why organize your workplace? This tips publication will
tell you eight fantastic benefits from doing so. But right now, consider
this single important reason: Office organization can make
you stand out from the crowd of administrative professionals (or even
if you're the lone admin in your office) as a real pro at your job. Who
appears more efficient than someone who can put their hands on any item or
piece of information in the office within seconds, literally? And not only
that, but you (yes, you) can train and manage your manager and co-workers so
that they can do the same (unless you like those frantic calls at home).
This tips publication is full of hands-on information that's all related to
organizing the office. You'll learn 47 practical organization tips for the
office setting to organize anything from paper to your desk to your supply
storage closet. But that's not all. Read about organization tools and
accessories, tips for organizing projects and tasks and much more.
Product Details: 9 (8 1/2" x 11") pages of single-spaced
information
Electronic publication (PDF extension file); read with Adobe Reader version 5.0 or higher
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#5: The
Basic Guide to Goal Setting for Administrative
Professionals
Description: If you're an administrative professional who has
trouble setting goals related to your work or to your career, you need to
read this tips publication. This is the ultimate basic guide to setting
professional goals and personal goals specifically as an administrative
professional. Never draw a blank again when it comes to listing goals on
your annual performance evaluation forms. You'll learn about goal
components, the seven things you need to know in order to set professional
goals, types of goals, length of goals, how many you should set annually and
much more. You'll read questions that inspire you to set goals and you'll
read about specific goals for administrative professionals that you can
list. And that's just some of the things you'll learn about goal-setting for
administrative professionals. This tips publication is even more comprehensive
because it contains everything you need to know to set goals now as an
administrative professional.
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"Your goals
setting publication allowed me to think of my goals from a completely
different perspective and [this] was the first time in 20 years that I
have not stressed over my annual review. I was prepared for it and in
fact, looked forward to it."
Judy
Santiago
Executive Assistant
San Antonio, Texas
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Product Details: The electronic publication (PDF extension
file; read with Adobe Reader version 5.0 or
higher) version of tips publication 5 is 12 (8 1/2" x
11") pages of single-spaced information you can read or print; the audio is
an approximate 54 minute narrated version of the same tips publication in MP3 file
format (12.2 MB) that you can listen to on your computer speakers (with your
Windows Media Player program or download it to a portable MP3 player device). The audio comes with a related self-study workbook
highlighting key points of the audio and providing exercises for the
listener to complete. Such interactive participation drives home points
about goal setting that just reading the tips publication alone might not.
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#6:
The Administrative Professional's Guide to
Doing Research on the Internet
Description: More and more
administrative assistants and executive assistants are conducting research
on the Internet as part of their job duties and at the request of their
managers. By learning how to do this well, you could be branding yourself
with a useful skill and making yourself more valuable to both current and
potential employers. This tips publication teaches you how to do research on the
Web. Learn how to find what you or your boss needs to know quickly on the
World Wide Web. Plus learn how to check the credibility and validity of your
Web research results. Nobody can tell you exactly how many pages are on the
Web but most estimates put that figure in the billions. Use this report to
learn how to find your needle (or research) in that haystack.
Product Details: 16 (8 1/2" x 11")
pages of single-spaced information
Electronic publication (PDF extension file); read with Adobe Reader version 5.0 or higher
---------------
#7:
The Administrative Professional's Guide to
Email Management & Email Etiquette
Description: Email is an
established part of the office setting. And using it seems simple
enough---at first glance. But the truth is poorly written email can stall
your career or bring it to a dead halt. Likewise, not dealing effectively
with email overload or managing your email can cost you precious hours (not
minutes, but hours) in your day. Read this tips publication if you want to learn
how to use email effectively (that's the key word) and positively as a
communication tool, as a personal and company image tool and as a
productivity tool. "You have mail" are three words you want to enhance your
career, not derail it. This publication is full of tips to use email
productively and save you and others time in relation to it. This tips
publication
will help you to manage your manager's email. And you'll learn exactly how
to write an email and when and why to write email (or use an alternative
communication format). Plus you'll learn the most common email faux pas' so
you don't do them. Additionally, you'll learn if you even should use email
with YOUR manager or supervisor.
Product Details: 14 (8 1/2" x 11")
pages of single-spaced information
Electronic publication (PDF extension file); read with Adobe Reader version 5.0 or higher
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#8:
How to Plan, Schedule & Set-Up Meetings
Involving Your Manager, Yourself Or Others (Plus Meeting Attendance Tips)
Description: Been to any good meetings lately? Well, if you
have not and you're an administrative professional then surely you've at
least coordinated one this year. More likely you've coordinated dozens of
meetings this year. That's one task that almost all (if not all)
administrative professionals do at some point in their job and career. Do it
well and you may or may not be remembered. Schedule, plan and set-up a
meeting poorly and unfortunately lots of people will remember you,
especially your boss. Make meeting coordination your forte with the advice
and instruction provided in this tips publication (particularly for those small to
mid-size meetings that occur routinely on-site or locally).
#9:
What Administrative Professionals Need to Know to
Plan and Set-up Large Meetings or Special Events
Description: Large meeting and special event planning,
coordination and implementation is no small task for administrative
professionals. Likewise it wasn't easy fitting everything you need to know
or be aware of as an administrative professional doing this into a modest
size tips publication. But it's done. This tips publication presents an overview of how to
plan and implement large meetings and special events. Think of it is a
comprehensive checklist with tips and steps for performing this duty---which
you will encounter sometime in your administrative professional career if
you haven't already. Learn how to take on this advanced task starting now.
Preparation is key---for your career and for large meeting and special event
planning. Here are the details you need to know, and shouldn't forget, to do
it right (in both the eyes of your boss and meeting and event audience).
Product Details: Tips publications 8 & 9 are each 18 (8 1/2" x 11") pages of single-spaced
information. Electronic publications (PDF extension files); read with Adobe
Reader version 5.0 or higher.
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#10:
An Overview of Web Conferences, Audio
Conferences and Video Conferences (Including When to use Them)
#11:
How to Plan & Implement Web Conferences (Plus
Participation Tips Too)
#12:
How to Plan & Implement Audio Conferences (Plus
Participation Tips Too)
#13:
How to Plan & Implement Video Conferences (Plus
Participation Tips Too)
Description: Advances in technology give administrative
professionals three more meeting formats to plan, coordinate and implement:
Web conferencing, audio conferencing and video conferencing. If your boss or
company is not utilizing any of these meeting formats he or she will soon.
Count on it! This technology is not going away! Get an overview of all three
tech meeting formats and learn the basics about them so you'll have a good
foundation of what everyone is talking about. You'll be able to use these
meeting formats too for meetings you have with other administrative
professionals, staff members you're collaborating on projects with, even
with vendors such as when you're planning special events. Plus your company
can utilize them during special events and conferences. Start getting tech
savvy by reading these guides before you get left behind with all the tech
talk at your company.
Product Details: These four tips publications range from 10 to 16 (8 1/2" x 11") pages
each of single-spaced
information
Electronic publications (PDF extension files); read with Adobe Reader version 5.0 or higher
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#14: How
to Plan and Coordinate Domestic Travel Arrangements --- A Guide With Tips
for Administrative Professionals to Use on the Job
Description: Travel coordination for the administrative
professional is about more than just buying
your boss a ticket from here to there while saying "charge it" to the seller
you hand your company credit card to. Check your work with the suggested
forms in this tips publication and follow the other suggestions in it so you become
an expert at planning and coordinating work-related travel. Plus learn how
travel coordination affects you and your company. There is a LOT that can go
wrong in planning travel for your manager, executive or other staff member.
But once you read and utilize these tips you'll be proactive in
preventing company travel mishaps. Don't take your travel planning skills
for granted. Learn how to do travel coordination well today. Even if you're
not yet using this skill, you could learn that you need it during your next
job interview or application for a promotion to a higher level administrative
support position. Travelers value the person who does this skill well. Make that
person you.
Product Details: 19 (8 1/2" x 11") pages of single-spaced
information
Electronic publication (PDF extension file);
read with Adobe Reader version 5.0 or higher
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#15: The
Ultimate Guide for How to Take Minutes and Notes at Meetings (for
Administrative Professionals or Anyone Taking Minutes at Meetings)
Description: If your manager or executive recently asked you to
take minutes at a meeting and your heart fluttered with panic, it's time to
get a hold of yourself. Taking minutes at meetings appears scary at first
glance -- until you know exactly what minute-taking really is and how you do
it.
If you've never taken minutes at meetings or never do this task as well as
you'd like to, then this
tips publication should improve your minute-taking skills
significantly -- whether you are an administrative professional or hold any
type of position that requires you to take minutes for your company or
organization.
Product Details: 23 1/2 (8 1/2" x 11") pages of single-spaced
information Electronic publication (PDF extension file);
read with Adobe Reader version 5.0 or higher
WHAT YOU'LL LEARN:
What minutes are and what minutes are not.
What you should put in minutes and what you should not put in minutes.
Why minutes are useful and important (there really are some good reasons).
What types of meetings you might take minutes at.
Who the attendees really are and where you put them on the minutes.
How to prepare to take minutes (that's half the job right there).
How to actually take notes for minutes at meetings, and how to type them up
later to form the final minutes.
If there are legal consequences related to minute taking.
Some basic definitions for words like motion and quorum.
And lots more.
Plus you'll get some ideas to troubleshoot things that might happen while
minute taking that affect you and your job at hand.
WHAT YOUR ADMIN PEERS SAY ABOUT THE
TAKING MEETING MINUTES GUIDE
I'm confident that this minute taking guide
will clarify minute-taking for you and make taking minutes easier for you.
But you don't have to take my word for
it...instead read the
real and
unedited comments from administrative assistants and executive assistants
I've printed below. They've all used this guide for assistance with
taking minutes at meetings.
Here are their comments:
"So often secretaries/assistants are
pushed into taking meeting notes and sometimes are unfamiliar with
the topic - or unclear as to what exactly constitutes 'minutes'.
This [tips publication] topic was a very effective tool in order to get the
job done and feel confident in its quality.
...very informational - basically an 'everything you'd ever want to
know' guide."
Sheila Minogue
Executive Assistant
West Des Moines, IA |
"The digital information on minute taking
is proving very helpful to me. My supervisor was very pleased that I
found this resource!"
Thank you very much,
Rebecca |
| "I purchased the
Meeting Minutes [guide] because I was struggling with how much
detail to include in the minutes. Very useful. Gave good reasons for
what should be included and when."
Kathy Olson
Administrative Assistant
Madison, WI |
|
"I was looking for some good info on taking minutes and
purchased this one because it sounded like what I was looking for. This is a
great document - extremely helpful. Easy to read, well organized and well
documented."
Gloria Scales
Access
Facilitator
Swan Hills, AB. Canada |
|
"I purchased the minute taking product
because I needed to take better notes at business meetings. The
product was a very useful tool. I was able to read it easily and
received detailed steps in taking effective minutes."
Kaliah Baker
Secretary
Gary, IN |
|
"I
purchased 'The Ultimate Guide for How to Take Minutes and Notes at
Meetings for Administrative Professionals' because this has been an
area of struggle for me for as long as I've been an administrative
professional. ...recently my boss has been holding more and more
task force meetings and I needed some real help.... I purchased this
product in order to increase my skills so that I can crank out
better minutes in less time. I have found this product extremely
helpful. There's yellow highlights on every single page."
Dee Carter
Administrative Assistant
Dallas, Texas |
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#16: Office
Ergonomics -- Learn How to Prevent Pain and Protect Your Health at Work
Description: You can't do your job or enjoy it, if you're in
physical pain. Learn how even the job of an office professional can be
physically taxing on the body -- regardless of age or how long you've been
doing your job. Plus learn how to prevent bad things from
happening to your body through practicing ergonomics in the office. Your
future health could depend on your ergonomic practices now.
If you're an office professional, chances are you sit a lot. Sounds easy and
painless. And you don't even break a sweat in your job, right? While the
latter part might be true most of the time, the real truth is that sitting
at a desk most of the day can cause you tremendous musculoskeletal disorder
difficulties. Translation: It can become very painful for you in the
long-term if you don't follow good ergonomics in the office even if you
feel fine right now.
For one, you can develop problems with your back. Other health hazards from
not following ergonomic procedures can include visual fatigue, stress, neck
ache, shoulder ache, a pain in your hand or you can even get a pain in
your butt, literally. And that's not all just a result of sitting.
Everything from how you use a keyboard to what posture you use when talking
on the phone can contribute to these health problems.
Read the tips in this publication to get informed about office ergonomics so
you stay comfortable and safe on the job and off. This publication is for
anyone who works in an office professional type position, which is
especially relevant to administrative professionals (whether you're a
receptionist or and executive assistant).
If you're an executive or an office manager, you have an even bigger reason
to read this tips publication: Not only do you want to stay healthy and productive
in your office, job but you're in charge of ensuring that your staff you
supervise and office operates under the principles of ergonomics. These
principles directly affect your staff's productivity, job satisfaction, and
even things like worker compensation claims.
And of course, if you came to this page for solutions to that nagging neck
or shoulder pain or other ache you've been having, you most definitely want
to read some of these possible causes listed in this tips publication. It quite
possibly can be related to what you're doing at work.
Product Details: 18 1/2 (8 1/2" x 11") pages of single-spaced
information
Electronic publication (PDF extension file); read with Adobe Reader version 5.0 or higher
---------------
#17:
A
Business Partnership Plan for Administrative Professionals and Their Managers or
Executives
Description:
By creating a business partnership with your boss, you become more efficient
and effective in your job and role as administrative professional.
Partnering is about performing your job better and creating an environment
that helps your manager or executive do the same.
Product Details: 20 (8 1/2" x 11") pages of single-spaced
information
Electronic publication (PDF extension file); read with Adobe Reader version 5.0 or higher
WHAT YOU'LL LEARN:
What partnering with your manager or executive really
means.
Seven benefits of partnering with your manager or executive.
What's in it for your manager or rxecutive - eight benefits.
Which sdmin professionals benefit most.
Partnerships start at the foundation - three methods to start defining the
current level. and foundation of your partnership with your manager or
executive.
Your manager or executive's role in the partnership - seven things your manager
or executive should be doing in the partnership.
Where you're at now - three possibilities described of where your administrative
professional:manager partnership relationship is at now (or not).
What it takes to partner with your manager or executive key attributes and
skills.
Three checklists that help you see if currently "no partnership exists," "you're
a step above no partnership," or "a partnership exists or one is under
development."
Tips for approaching your boss about the partnership concept.
Three vital parts of communication with your manager or executive.
How to choose the best communication methods to use with your manager or
executive -- three key points to consider and evaluate.
10 principles for communicating with your manager or executive.
Plus lots of ideas for partnering with your manager or executive and
managing up.
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#18: Tips,
Techniques, and Strategies for Prioritizing Your Workload Especially for
Administrative Professionals
Product Details: 12 1/2 (8 1/2" x 11") pages of single-spaced
information
Electronic publication (PDF extension file); read with Adobe Reader version 5.0 or higher
WHAT YOU'LL LEARN:
Four things that prevent prioritization.
14 how-to methods to prioritize your workload.
Two tips to manage conflicting priorities and
workloads from multiple managers.
And lots more!
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#19: How
to Plan and Coordinate International Business Travel Arrangements -- Tips
for Administrative Professionals Supporting Globe-trotting Executives,
Managers, and Other Staff
Description: In this publication, you'll learn where to start
when it comes to planning international travel, including tips for choosing
international accommodations, choosing flights and ground transportation,
scheduling meetings and appointments, reviewing needed travel documents, and
more. This tips publication is written from the U.S. perspective since that's
where The Effective Admin is based -- but contains useful tips for
administrative professionals based anywhere who are planning and
coordinating travel globally for those they support. In addition, consider
that you might be helping to plan incoming travel for guests visiting your
company from abroad too not just trips for traveling staff you support
going to another country.
"I purchased Tip Sheet #19 back in February 2009 and only now had
time to read it. I am so impressed with the thoroughness of the information.
I teach a travel class at the University of California Santa Cruz Extension
to administrators. I have always received high marks in the feedback I
receive on my class, but your information will either serve to reinforce
what Im already teaching or to add additional depth"
Thank you,
Joanne Linden |
If you currently coordinate global travel in
your company, you'll find this to be a refresher "course" full of tips and
links to useful resources. If you're new to planning global travel, this
publication has all the information you need to know where to start in doing
this task. If you are an administrative professional who is not doing this
task currently, consider learning it. Why? There are many reasons. For one
consider, that this is a skill that can put you in consideration for higher
paying, higher level administrative professional jobs. Without this
knowledge, you may never be considered for a job supporting an executive or
staff who travel globally. Learn it before you need it! "When you need it"
is too late to start learning it and still appear to be a top performing
administrative professional. Fast moving, globe-trotting executives don't
want to "test you out" on their global travel plans and don't have the time
to train you.
Product Details: 52 1/2 (8 1/2" x 11") pages of single-spaced
information
Electronic publication (PDF extension file); read with Adobe Reader version 5.0 or higher
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#20:
Practical Advice Administrative Professionals Can Use When
Supporting Multiple Managers, Executives, and Other Staff
Description: Administrative professionals globally directly
support multiple managers and executives. Plus, sometimes they are assigned
to also support members of those people's staff to some extent. This could
mean that you as an administrative professional may find yourself supporting
two people or dozens. This is not a new trend and while it doesn't happen in
every company, it happens in many companies. It happens even more so during
any period when a struggling economy causes employers to make cuts in the
administrative support ranks. In this publication, you'll learn eight key
steps for managing multiple bosses and other staff you support.
Product Details: 24 (8 1/2" x 11") pages of single-spaced
information
Electronic publication (PDF extension file);
read with Adobe Reader version 5.0 or higher
---------------
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