Paid, Professional, Nudge

Stating the Obvious: It's Not Always Fun to Look in the Mirror.

2011-10-13T12:01:00.000-04:00

What prompted this blog today? I am so disheartened by the number of posts I read on LinkedIn, on the IAAP web-community and on many other social media sites by administrative professionals that have been laid-off or have been job-hunting for months, sometimes years. The field is competitive for so many reasons during this economic downturn.

Can I tell you my (career-related) fantasy?

I wish I could be in an auditorium of 10,000 HR professionals to present the case that job seekers with knowledge of Microsoft Office are not automatically qualified to be admins! The skillset and expertise of competent and dedicated administrative professionals is vast and compelling. Sometimes I even have to have this very debate with IAAP staff.

Appointment scheduling in one facet is NOT the same as the protocol of scheduling meetings on Capitol Hill. Making travel reservations for a marketing rep is NOT the same as booking international travel for a team of six -traveling to 6 countries in 12 days. Dealing with a Fortune 500 company board member - unhappy about not reaching a staff member is not the same as directing an abitrary call to a company general information line. Being aware of the news feeds regarding your employer's industry-- can lead to savvy information sharing with supervisors who might just have missed the latest RSS feed.

Yes. These are all equally important customers. Reality is.. these groups do receive differing levels of administrative support and service. Our career field ranges from the new receptionist or file clerk- all the way to the personal executive assistant for CEOs and celebrities. It covers supporting teams of five, ten or even twenty members- all getting by with one administrative support team member. And, being that one support staffer can be incredibly frustrating - managing competing egos and priorities!

For my unemployed and underemployed peers-- I feel you on the employment challenges.. as I was there myself a bit more than two years ago. Unfortunate circumstances meant that my last two administrative positions were each less than two years tenure. I held my certifications and love being an admin. Why couldn't I get my foot in the door? I was forced to look at my own shortcomings even though I have been in the field for more than twenty years. I had become complacent with my skills, but not in my networking... and that's what I believe helped me the most in my employment search. ( I had written about this previously during my frustrating search for employment.)

So I guess this is a very wordy way to suggest that you make a list of your own strengths and weaknesses. NOW. Not later. Evaluate brutally. Could you score above 85 percentile on the computerized tests that firms commonly request? Would you have a weakness that you would be willing to discuss in an interview? And, do you have a plan to address it? Is your resume truly current? (Disclosure: mine is not.) Are you teaching yourself Office2010? Database queries? Adobe? Project management software? A new language? Know anything about Social Media? Web research? A new skill of any kind? Know admins outside your own city? Your country? Hey.. how about outside your own company?

What about what you love doing? What kind of task assignment gets your adrenaline going? And , why? Can you pinpoint the tasks and methods that allow you to successfully complete your work? Can you identify a time when you saved your company or boss funds? Can you discuss a time when your administrative resource connections helped bring a new efficiency to a protocol?

When's the last time you realized you were behind on skills and you were willing to admit it? Better yet, willing to do something about it? Take action. Hard to do when looking for work.. I know. I have a long list. But I know my strengths and weaknesses. I can articulate them clearly.
Hey.. I know not everyone lives/breathes and gets jazzed about being an admin. My point is, if you are going to make this a career field- we have to keep our skills current, our networking contacts current and our outlook - facing forward. We have to stay in shape so that when we do look in the mirror, it's not quite as startling a view.

A Hidden Addiction Among Admins - and No, It's Not Coffee.

2011-08-07T12:35:00.000-04:00

At the request of many admin pals.. I'm re-posting this blog from August 2010... Enjoy. And remember.. admitting you have a problem is the first step to recovery..~kemetia

It's been said that the first step to recovering from an addiction is to admit it. But what to do when it is so socially and culturally ingrained as acceptable, nay even encouraged, in your daily life -- that it is shameful and humiliating to admit it.

You know who you are. You start out with a few cool items that no one else in your office has seen. You were the first with lined post-it notes with the cool pop-up feature. You know every brand of high-lighter and white-out made and which one works best with different inks. Some of you even know settings on laminators or know some of the tools of the trade that aren't even in most stores.

Last week, you broke into a cool sweat when the Sunday papers arrived and had all the back-to-school advertisements for Staples, Office Depot, Target. Frantically, you began cutting coupons. You had hoarded the other coupons you gathered at #EFAM in Boston in July. Then, when your kid's or grandkid's school supply list was provided.. all it did was provide cover for you to indulge in your nasty, scary habit -- all in the public eye! You woke up early Saturday morning and ditched your family- ignored your bank account balance, and showed the world how to really warm up a debit card --

That's right. Admit it. You are addicted. to. office supplies! You'd loll around the aisles at Staples during back-to-school week like Madonna in her "Like a Virgin" video if they'd let you. You can detail the pros & cons of paper vs. electronic planners like a lawyer presenting at the United States Supreme Court. You'd shame Alex Trebek on Jeopardy! if they had an Avery label number category. You know all the brands and had to be restrained from becoming violent when the clerk at the local retailer said that gel ink and roller ball pens were the same product.

It's okay.. forgive yourself. It's an illness prevalent in our administrative culture..You're an administrative professional. Our culture expects us to geek out about fonts, grammar and expense reports. We just can't stop at one type of Post-it® flag or divider. We'll never be able to go completely paper-free without some kind of electroshock therapy. It's an insidious illness.

Just last year, I had my own sad and eye-opening self realization at just how bad my addiction to office supplies had grown. It involved a desk calendar. Not just any desk calendar, mind you. But an 17 x 24 tabbed desk calendar with holder that was faux leather by Day-Timer® . Oooh! I just wanted to share my joy with everyone when it arrived via UPS. And then, in my office supply drunken stupor - I forced the CEO to admire the new addition to my desktop... Gracefully raising the pages of the calendar to reveal the colored tabs like Vanna White turning over the vowels on Wheel of Fortune..Pointing to the hidden compartments for business cards and stamps, the surprise pullout hidden sheet protectors to pull out the staff calendar. Taken aback, he managed a polite glance full of sympathy at my state of being and rushed out the office door.

I realized what an ass I'd made of myself, but it was too late. My life was being dictated by addiction to office supplies. NO one understood my suffering. I immediately entered an underground group therapy center for those of us suffering from this terrible addiction-- an IAAP meeting. There, I was welcome to discuss my problem openly. My built-in group of understanding peers! They, too, nodded when I shared my excitement about finding a jewelry maker that made bracelets and necklaces from old typewriter keys. I was no longer alone!

So, my friends, beware the back-to-school shopping season- for you know that there are the addicted among us- pretending to shop for others but instead have slipped back into our demanding love affair with office supplies.

Don't judge us, hater. Just tell yourself that we're helping the economy.

The Lessons We Learn. Professional Development- Admin Style

2011-07-28T12:35:00.000-04:00

Good morning from lovely Montreal.
I've been attending the 66th IAAP Educational Forum and Annual Meeting in Montreal and I must say it's been fascinating.

More than 1,000 administrative professionals taking time off from work to earn additional re-certification points, network and learn superbly relevant administrative skills. Did you know that the majority of these professionals have to use their own vacation time and money to attend this conference? Most of them know it is a key component to remaining a viable full-time employee.. so they pay their own way. Companies generally do not invest professional development dollars in their administrative staff -- for a variety of reasons.

Our career field covers such a wide swath of responsibilities that our certification exam is a full day exam. We range from receptionist to executive assistants to director of administration. The US Bureau of Labor and Statistics has Standard Occupational Category for admins as Office and Administrative Support Occupations. There are 55 job title categories or suboccupational listings! 55. Read that one more time.. 55. That gives you an idea of just how much stuff we cover.

At this conference, I took courses in PowerPoint 2010, mobile device applications pros/cons, participated as delegate to address our association governance and also took the opportunity to speak in front of my peers.

Admins can be the key to your company's level of efficiency. Competent, dedicated administrative professionals may be able to see cost savings from a big picture point of view that the number crunchers may not see. They may have access to a network of resources through their professional connections that can potentially bring new business to your company. They are generally the first adopters of new software and could double as instructors for helping your staff acclimate to the new versions.. saving your staff some of their precious time.

Perhaps the lesson is to not cut administrative staff when you are reviewing FTEs. Perhaps the lesson is to invest in those admins that want to learn more, try more, take on more new stuff. Utilize their skills. Allow them to address their potential to contribute to the success of your firm. It just might be the least expensive lesson taken.

Lamenting the 'Lame' Admin

2011-07-15T22:27:00.002-04:00

I'm a bit annoyed..perhaps even angry or perhaps frustrated is the better word.

I've simply heard too many stories about admins that just don't give a crap. These are the complaints I hear.

They leave right at 5 even if they know their boss is headed out on travel.
They do the bare minimum to meet their job requirements because ? (100 reasons to be shared later)
They don't make deadlines
They book their boss in an window seat when they know he is 6'7.
They are quick to share entirely too much personal information and/or personal drama
They are inconsistent in their product delivery: Super competent and helpful to those staff members they like, not so much with others.
They don't plan ahead for potential issues
They are not respectful of their peers or their supervisor
They are quick to blame others or completely in denial about their role in the office
They don't research solutions to a problem before bringing it to their supervisor

Of course, my theory is that these types of admins don't really want to be admins. (*See bullet 2) They really tick me off. They RUIN the field for those of us that do give a crap and take pride in our work. I've even heard admins say--- 'Oh, I don't want to be an admin, but that's all I can get.' UGGGH!
Get out of my chosen career field. Leave. Don't look back. You are annoying and lame.

Professional admins get it. We show up early or close to on-time every day. We're well aware of major projects or issues on the calendar at work and prep accordingly. We're helpful and resourceful. We KNOW our role. Our role is to provide administrative support for staff and executives so that they spend more time making the company profitable (Hence, I get to keep my job and my paycheck).. and less time trying to find out why they can't find a file. We're the equivalent of a keyboard shortcut. We are the MACRO in the office workflow.

If you have an ego problem with your title and/or your role as an admin-- guess what? You are the problem. Seek the employment you truly want or change your approach to being an admin. I've found that many executives and project teams would be thrilled with an admin that is competent, reliable, willing to ask questions, willing to put in a little extra time to pitch in.... Sounds to me like they are asking for a teammate, not a waterboy.

Fried Chicken? Fried something.. or other.. Part One

2011-06-23T23:02:00.000-04:00

We have an expression in our home .. when one of us has overscheduled, over committed, invested every last piece of uumph in an outside adventure.. We call it 'Fried Chicken' as in.. I can't do one more thing..because I'm cut up and fried like a bucket of chicken...' or as in... 'Honey.. can't do that right now.. 'cause I'm fried chicken'.

We all have times we get like this. What's your solution?

I do the things that replenish that energy source.
1. Get extra Sleep (*yes, I do sleep)
2. Watch a movie that makes me happy or makes me laugh
3. Eat more fruit
4. Listen to music or go to a show that brings me joy..
5. Read books, blogs, articles that inspire me
6. Get my hair cut.. for some reason, this ALWAYS makes me feel better
7. Call a really good friend and catch up
8. Journal
9.Ask for extra hugs at home
10. Go workout at the gym or take a walk in the neighborhood
11. Cancel a commitment if I know in my heart.. I truly need to do so. I'll call the person and tell them, I'm sorry and I've completely overscheduled myself. I need to stay home. Usually their reaction is .. 'I know how that is.. I do it all the time, too.. (overschedule).

This week it's a dangerous combo of IAAP commitments, parenting responsibilities (doc visits with kid), adult responsibilities (car repair, laundry, billpaying) and wanting to do really fun stuff even though I know they are scheduled too close together date-wise..(concerts, theatre show, party for a friend etc..). Luckily, I had scheduled a day off before all this hit the fan. So, I've made adjustments, taken a nap, had some fruit for dessert and will now call it a day.

Tomorrow, I can wake up -- rested, hopefully with a clearer head-- and make my to-do list. Trust me, it will be there and it can wait until another day.

Why Every Administrative Professional Should Have a Twitter Account

2011-06-11T19:20:00.000-04:00

I love Twitter. As an admin... I love Twitter. As a sports fan, I love Twitter. As a news junkie, I love Twitter. I realize not everyone cares for the medium.That's okay. Agree to disagree.

I believe that every single administrative professional should have a Twitter account. I'm not saying you need to post up your 140 character thoughts. You don't have to. Yet, if you are looking for a streamlined resource of information from administrative professionals or folks in related-fields, then setting up a Twitter account and creating a 'follow' list of specific relevant organizations or persons needs to be on your to-do list.

You can set up lists that have only airline Twitter accounts or list that has all IAAP Twitter accounts, or maybe you track articles for your supervisor? Create a Twitter list for media. These are all helpful and generally super informative. You can always stop 'Following' any Twitter account that is not providing useful info.

Here are some of my favorites for administrative professionals -- check them out.

1. @JuliePerrine [www.allthingsadmin.com]- great admin peer and fellow IAAP member
2. @MakeUseOf [www.makeuseof.com] - software tricks/tips/ generally cool IT info
3. @DayTimerPage - [www/daytimer.com] Some folks still love paper planners.. Don't knock them. Help them.! sometimes has coupons, sometimes new product info, mostly time and organizational tips
4. @LauraStack - [www.theproductivitypro.com] ]Well known productivity guru-
5. @SocialFishFood -[www.socialfish.org] - Great resource on all things social media
6. @LinkedMediaGroup -[www.linkedmediagroup.com] - Another fabulous resource on social media and branding
7. @LucyBrazier [www.executivesecretary.com] -The London-based owner/editor of Executive Secretary Magazine
8. @Leadershipfreak [http://leadershipfreak.wordpress.com/]- Dan Rockwell's succinct and powerful leadership thoughts
9. @Dewoun - Dewoun Hayes- [http://adminhotspot.blogspot.com/] - Another fabulous IAAP member and fellow blogger for IAAP -EFAM in Montreal
10. @AvidCareerist - [www.avidcareerist.com] Donna Svei has so much great information on resumes, job hunting, LinkedIn -- I feel like I know her! Superb information.
and
11. @LinkedIn - [http://blog.linkedin.com/] Great info on all things as they relate to LinkedIn®

Give it a try.. You just might like it!

Importance of Knowing and Documenting Your Value to the Company

2011-03-02T21:52:00.000-05:00

Ever have one of those weeks?
The same kind of conversation is brought up again and again?
(Bet you thought I was going to write about personal relationships.. but I'm not!)

The annual review.

What tends to happen at review time with some folks is that they are using this time to defend or explain, rather than look forward or acknowledge successes. I cannot stress enough to my peers just how important it is to take time to document your work, document the work OUTSIDE your job description, keep clippings and emails of the thanks you receive for your contributions. (You do get those, right?)

I keep a kudos file. Every project, every thank you, every article I forwarded that is company-relevant goes into this file throughout the year. If your company tracks your time by project code or department code, ask if you can have a summary of the percentage of time assigned to codes outside your direct department. You may begin to see how much value you are providing outside your own group.

Why do this? Well, I personally like to take a look back and get a perspective of what I accomplished over the last year. I also use it as data to support my earnings increase requests.

For example, if you are spending 3 hours per week, taking on a task that used to belong to an administrative position that was eliminated..and let's say that person was earning $20.00 per hour-hypothetically, it would convert to 60.00/week at 50 weeks. That's $3,000 a year worth of work you are doing, and doing well. You could make the argument for a $3,000 raise.. but honestly do we think that is realistic in this economy? Nah, not really.

But.. you could ask for say.. $1,500 dollars to go towards a skill that is directly beneficial to the company bottom line - say, Adobe class or Access, etc.. I can come back and share what I've learned with the other administrative staff members. So HR says no for this year.. but now, you've set a precedent. You are stating, "I'm providing added value by reducing the bottom line and helping keep the high level of customer service for internal and external customers. Hopefully, my continued contributions outside my job scope will be considered when budgeting for reviews and compensation adjustments next year."

So, keep track of all the little (and big) things you do-- throughout the year. When it is time to write up your self-appraisal, you'll have all the information you need to state your case.

Continued Fascination with Social Media...

2010-09-18T22:21:00.000-04:00

I can't really say when it happened.. probably when I first started blogging. Then one day, I logged in to join Facebook to follow my friend, JaneEllen (TheJaneEllen.com), it carried over to iTunes and then to LinkedIn, then to Twitter and Twitpic.
I can't seem to stop. I think I'm particularly enamored of Twitter. Do you know Twitter? Think it is stupid or another annoying site? I encourage you to think again. There really is no other site that compiles my many varied interests with little tidbits of info like Twitter does. I follow inspirational speakers like Rev Run, Ralph Marston. I follow my favorite sports tweeters- Peter King from SportsIllustrated, John Buccigross and various tweeters from the Washington Capitals. And, get this.. there are many IAAP chapters that use Twitter to promote their upcoming programs and events. Some even use it to announce new members or fundraising efforts. I also use it to follow many celebrities in comedy, film, theatre and music. But, I must admit, my favorite thing to follow is the news. So many sites.. I can add local news, national news, international news, money news, sports news.. you name it.. it's out there.

If you are an admin- this is a new educational content arena and, I might add- another opportunity to shine. How? Start following Tweeters that are relevant to your company or your company's industry (retail, banking, associations, etc). You'll find that you may learn about some breaking industry news long before your executives do.. and.. you can forward them the link - which shows that you are looking at the big picture. You can even set it up as an RSS feed to your email. Some companies block social media web sites. The company I work for has a detailed and clear set of guidelines for social media use in the workplace. More companies should embrace these kind of guidelines. There.. that's all I'm going to say about my fascination with social media. I really do love it.
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On a different note: I've been investing a tremendous amount of time in IAAP this year. I don't regret it. I think my disappointment comes from knowing that so many admins are missing out on one of the most important networking and professional development groups that impacts our field. I suspect that larger and more demanding workloads are truly leading to admin burnout. I can't say I blame them. I have a hunch that employee burnout is prevalent throughout the US workforce. For me, I'll keep plugging along. I'm grateful for employment, grateful for my friends in the admin world and glad I can keep sharing and learning through the web with my friends and peers.

Some Thoughts on the Job Market for Admins- DC Metro

2010-09-01T23:01:00.001-04:00

Just a few quick thoughts- nothing scientific or data proven regarding the job market for the admin profession in the DC Metro region.

1. Washington Business Journal reports that DC, MD, VA all added jobs in July. http://bit.ly/9wWNaM

2. OfficeTeam (Robert Half International) reports •Businesses in the South Atlantic2 states project the most hiring activity, with a net 9 percent of executives from this region planning to add professional-level staff in the fourth quarter. Full report on their hiring projections here (http://multivu.prnewswire.com/mnr/roberthalf/44429/)

3. Several acquaintances that specialize in hiring administrative slots have shared that businesses in DC are still looking for high quality, long-tenured (minimum of five years with current position) administrative specialists- and have reiterated that being bilingual (especially Spanish/English) can be very attractive to those hiring.

I shared a few observations with them about some very experienced admins - that have been out of work for some time -- and we came around to the same theory of what is most likely holding these candidates back:

1. They are not willing to take any kind of pay cut
2. While they were at their last long term position- they did not take on any new skills (or did not document any new skills/responsibilities) in their resume-
3. They did not have a strong network of business contacts (Hello! IAAP or ASAE or?)
4. They were not savvy or familiar with some very current technologies or media formats - ie) Twitter, LinkedIn, Facebook, use of OpenTable for booking reservations, knowing how to blog or design a web page

As I said, this was just three friends hanging out - talking about the admin field from three different perspectives.. but I do think that there must be some validity to our thoughts.

Beltway admins!- This is a great region for our chosen career field. Do not be complacent. Network. Pick up new skills (doesn't mean you have to be proficient- but at least try new software or try to pick up new skills). Expand your thoughts on what defines an admin position-

Be savvy about what you want. Be honest. If you hate being an admin- then get out of the profession. If you love it and want to continue to grow- you have to do the legwork. The job market is too tight for sitting back and hoping what you've done in the past will be enough. Get busy!

I may have an inkling as to why GMC/Buick/Chevy may not be selling as well as other brands..

2010-08-01T13:53:00.000-04:00

I'm on a new car hunt... Been through four dealers so far..but not through doing research. I go to three car dealerships this morning. It's a bear to get out to where the dealerships are located because the Metro system in our area is being extended out to where the majority of car dealerships are located. Tons of construction. I truck out to three car dealerships this morning.

1. Suburu/VW
2. Honda
3. GMC/Chevy/Buick

1.    Suburu sales guy- very helpful, greets me politely when I walk in the door. Says.. if you need any help ask me. So I ended up taking the Forester out for a test drive. Great experience. Will be going back.

2. Honda guy comes up while I am looking at the CRV in the lot. Asks if he can help. I tell him, basically, I really just need to sit in the car so I can tell if it's going to work for my height etc.. /blindspot concerns etc. "No problem. Let's let you try the model in the showroom.. there is A/C .. and then if you want to test drive ..we can come back out." Turns out.. tons of blind spots.. seems huge..and I thank the guy and tell him it's not going to work for me. appreciate his time.. blah blah blah.

3. GMC/Chevy/Buick

Walk into showroom. Three sales guys at desk on phone. I think- a receptionist? Or somebody's teenage daughter earning some dough for the summer. No one says anything. Not a head nod. Not "I'll be right with you." Did not even acknowledge the woman in their showroom with a summer apricot-colored shirt on! Nothing. I mean, I know I'm not a 5'10" leggy blond.. but I think maybe these guys are waiting to finish their calls. Nope. Two more (sales?) staff folks walk by.. don't say hello or anything.. Didn't ask if they can help me. NOTHING. So I walked out.   Will never frequent that dealership again.
FIRST impressions DO count. That is why at my job- where my title is Director of First Impressions, it really says.. "K- You are our front line-- The very first person by phone or in person that people meet." We value your important role in our firm. I love being the first person folks meet at our office. I know my role is important to customer service and also to my peers in the office.

And although some people may want to label me as "just" front desk staff or "just" the receptionist.. maybe the staff position is unimportant to you..but at YOUR business- Are you losing dollars because the first contact experience the customer stinks? Don't underestimate the importance of first impressions, especially in a sales environment.

Just sayin'....

Life is Unpredictable.. Admins Thrive On Contingency Planning

2010-07-23T21:58:00.000-04:00

Just a quick note to share with you guys.   As my family was driving up to Boston to meet me for EFAM I had decided that my 108K mile fab-u-lous PT Cruiser needed to be ready for the journey. I did what a good traveler does, got the oil changed and the air in the tires done etc. I ALSO (because sometimes other drivers of the car that happen to be married to me) might be stubborn.. I added my husband to my AAA policy just the day before I left for Boston.

Well, don't you know it.. My fabulous car died... 3 hours outside of Boston. Never to travel the DC Beltway or cross the 14th St bridge again in it's short life. -- Timing Belt-- transmission disaster.

I am so glad I had added my husband to this policy. It allowed my family to get the car towed and get a rental on a late Sunday afternoon.   Then, to add to the fun, I became ill on Monday, while at the conference and stayed in bed at the hotel until Wednesday evening. I had to text my chapter corresponding secretary and ask her and the treasurer to finalize and send out the chapter newsletter without me.

I didn't plan for that one.

It's okay though. I planned for the things I could and (tried to graciously) accept the things I could not fix.

It's all called ' Life'..    So my apologies that I did not blog from EFAM in Boston. But I'm sure you understand!

IAAP and EFAM gathering in Boston

2010-07-16T07:52:00.000-04:00

Just an fyi for folks that normally check my blog during the IAAP annual meeting. I'll be mostly blogging on behalf of the Old Town Alexandria chapter and the posts will be at
http:otac-iaap.blogspot.com.

Really looking forward to Vernice Armour's keynote.

Job Search Challenges - Experienced Executive Assistants and Coordinators

2010-07-11T12:46:00.000-04:00

As many of you know, I was one of so many employees that lost a full-time position in the last two years. Gratefully, I landed on my feet- albeit at a different title and different pay but it has worked out very well for me.

Lately, I've had more than a few experienced Executive Assistants - those that have more than 5-7 years experience in the field, and with tremendous leadership skills and IAAP active members tell me that they are now in the position that I was in not very long ago. ..looking for full-time employment.

What are some of the biggest challenges faced by our peers in this position?

1) Pay scale... because they have so many skills and are so experienced- many firms either cannot or will not match the salary ranges of these exceptional candidates. Newer graduates are already computer savvy but that leads to the next issue...

2) Firms do not recognize the difference between a career-administrative professional and the thousands of individuals that can work in Office 2007 software. Just because you have mad typing speed and have done many documents in Word does not necessarily translate to a competent administrative support professional.

Experienced admins know the soft skill of prioritizing projects, deflecting awkward calls, angry calls, frustrated board members, CEO kids that call for their Mom/Dad from school because someone forgot to pick them up can't reach them on their folks on their cell or blackberry..., deftly handle cold calls, have superb connections with other admins so scheduling conflicts are often resolved long before the boss would've ever know about it.

3) Over experience- again, this is because many HR professionals are stuck with finding the right person, for the right money , trying to find that EA that won't necessarily pick up and split the minute the economy starts to gain some traction. Firms are looking for company loyalty.   In my previous posts, you will note that I had made this mistake when my husband and I relocated to this area ten years ago. It has been a challenge to recover from this commonly known issue- called 18- month syndrome. Though it is an understood tactic among admins in the DC Metro region to pursue higher salary and responsibility through job changes- it is no longer looked on as an understanding of competition for great talent-- it is seen as a liability.

4) Lack of Network-  Admins that are members in the International Assoc. of Administrative Professionals (IAAP) have an advantage here. There is a great underground resource of admins looking out for other admins- a peer resource network that is national in scope and understanding.

LinkedIn, is a superb resource for connecting with other administrative professionals. It has many groups for admin support professionals- EAs to CEOs, OfficeArrrow, IAAP, American Society of Administrative Professionals, OfficeDynamics, AdminSecret, DeskDemon, Association of Executive and Administrative Professionals etc..  Connecting to these groups exponentially expands networking connections.

I certainly respect and empathize with the challenges that my peers face in this challenging employment climate. Being able to suggest some resources is just one way I can try to help my colleagues.. I'm simply trying to return the favor.

* self-disclosure- I work for an association that works with firms that help others find employment. This blog reflects my personal thoughts only.

Networking Everywhere? Or Spread Too Thin?

2010-07-07T21:34:00.000-04:00

Reading this article on Networking (http://www.boston.com/jobs/news/jobdoc/2010/07/networking_far_and_wide.html) - reminded me that there has been a recurring theme in many of my conversations over the last several days. I recently had a great conversation with one of my IAAP chapter mates.   She basically called me out about my outreach efforts- my extracurricular activities through blogging (I"m guilty RIGHT NOW), Twitter, Facebook and LinkedIn.   We're both heavily involved in social media efforts to help us towards reaching personal career goals and we also use it to help tout our chapter milestones and events.   Her concern was that I just may be spreading myself a bit too thin and in doing so, be headed for a burnout.

I really appreciated her concern. These days I just find the need to connect daily on at least one social media platform a vital part of my personal happiness. It's more than just that.. it is a tool to help me quickly filter information to the key topics and areas that I find want to learn more about- and that perhaps I'll never be able to pursue due to lack of funds or other constraints. I also learn from my social media peers about other tools and tricks that they use.  It's the (not-so) new form of networking. Networking in multiple formats -enables me to meet many people from all over the world, sharing ideas, asking questions.. sometimes trading barbs- but the benefit is that it stretches the traditional business connections of the administrative professional.

Whenever I am asked for assistance with a job search for a friend or even a family member- I strongly encourage them to get on LinkedIn and to create a Twitter account. Even if they never Tweet a message, they can follow the Tweets of probably hundreds of career advisors, resume writers and read the posts of peers within their LinkedIn career groups. They don't have to participate in every form of social media, discussion groups or chamber of commerce. Just pick one or two, and give them a try.

Remember though.. the Internet is forever. If you don't want to see your comments as a headline on the front of The Washington Post, you probably should not be typing it to post. But that's another article for another day!   See you on Twitter!..lol.

Summer Hummer! And, I'm not talking about SUVs

2010-06-29T16:30:00.000-04:00

I get so excited this time of year. Summertime. Although, I hate, hate, despise etc.. hot weather. So, what's to get excited about?

(hint: four letter acronym)

EFAM! Educational Forum and Annual Meeting- International Association of Administrative Professionals. I've been blogging since 2006, and last year was the first EFAM I'd missed in several years. What's the big deal?

Let me list the top ten things about being at EFAM this year.

10. I may spot Dustin Pedroia or Jacoby Ellsbury (See RedSox Nation)
9. Dunkin' Donuts -EVERYWHERE!
8. Will get to meet people that Tweet and Retweet with me.. @SuperPPN
7. Great keynote speakers!
6. Supporting the Greater New England Division!
5. Convening with approximately 1,500 of my administrative professional peers
4. Triad Consulting's session on Outlook 2007
3. Talking with other IAAP chapter leaders to get ideas, brainstorm and yes..sometimes kvetch.
2. Meeting the newer IAAP staff members

and

1. Getting in more networking and recert credits in three days than I can get done in an entire year!

As usual.. I will be blogging daily from EFAM. However, it will be on my chapter's blog (otac-iaap.blogspot.com). Tweets will be from a more personal point of view.

But the summer is humming with anticipation and excitement as I work with my chapter mates to get our 2010-11 program year pulled together; Get my kid off to summer camp (two week sleepaway!) and then vacation. It's a wonderful kind of busy.. that keeps me humming along.

Late to the Game--- but Right on Time: The lesson of Sue Sylvester

2010-06-18T12:21:00.001-04:00

Okay.. most of you have already been watching 'Glee', but I just started. I'm about 2/3 through the first season. I've been downloading two episodes at a time to my iPod and this is where the trouble started.

You see, I'm addicted to this show and I'm staying up entirely too late every evening to watch the downloaded episodes. It's all Sue Sylvester's fault. I am fascinated by her personal quirks/personality defects etc. I can't wait to see just how much more of a horrid human being she will become in the next episode.

The character of Sue Sylvester in 'Glee' is truly without filter and what appears as a complete attitude of 'I don't give a rat's ass'. She's mean, feisty, powerful, manipulative, condescending etc, etc.. Unfortunately for her co-workers, she appears to be quite good at what she does, which is coaching cheerleaders. Her workplace political gamemanship-B-R-U-T-A-L. Her nemesis? A kind, sensitive, man named Will -the teacher running the Glee Club. ( No admin support characters through the episodes I've watched so far.)

So every night I watch two episodes of this karmic push/pull between these two characters on a t.v. show and I've been oversleeping and running late in the mornings. I finally figured out what was drawing me into this addiction- It's a complete emotional replay of my first few years in the workforce with Sue's character being represented by a far more experienced admin and I'm the character, Will.

So, please don't tell me where the characters are headed. I want to watch it unfold on my own. I already know how my experience has played out. I'm right on time with my life path, my skills and my ambitions. I can spot a 'Sue Sylvester' miles away, now!

International Officemates - Great World Cup 2010 Fun

2010-05-30T22:58:00.000-04:00

One of the many benefits of living and working in the Washington DC metropolitan area is getting to meet/knows so many people that are living/working/visiting here from other countries.

I especially enjoy having co-workers from other countries during the World Cup. Now, Soccer, as it is called here in the States- is called Football almost everywhere else in the world. And, soon the next World Cup Championship (http://www.fifa.com/worldcup/news/index.html) will begin in South Africa-starting June 11.

Does your office have any kind of event tied into the World Cup? One of my previous employers was so into World Cup that we had it streaming live in our conference room almost the entire competition. This year, my employer won't be doing that-- but I do know several of my co-workers born outside the U.S. or that have family outside the U.S., will be very excited and interested in following as many matches as possible. I even have one friend that is a U.S. citizen that is traveling to South Africa to attend some of the matches.

I hope the competition is fun and gets good press here in the United States. I know that I will be tracking the U.S. team and probably the UK team. I can pretty much predict that if the U.S. advances to nearly win this event-- Soccer/Football will begin to get much more attention. In the meantime.. be sure to practice yelling - "GOOOAL!" along with the announcers.

Doing the Work.. What?!!! Are You Crazy?

2010-05-27T00:40:00.000-04:00

Having an (almost) teenage daughter is a great challenge. It is also a tremendous opportunity to practice what we preach.

Case in point-> Homework. Homework is a drag. You just practice the same old thing over and over and over again. But how often have you caught yourself telling your kid that practice makes perfect or that working hard at something is the only way they'll get better at it.

I am GUILTY! I say those things to my poor kid all the time. And, this week-- I remembered why it is so important to continuously work at my craft/my profession-- not just so I can keep up-but so I can thrive. It does take effort. It does take time. OMG!- It takes work.

I've written three or four long documents this week and asked colleagues to help proof them because my grammar skills are not my strong point. (Hence, the disclaimer on my blog that I write like I am speaking to you while we're having coffee.) Complacency is a sneaky little career killer and I have become complacent with my grammar and writing skills. Time to double back/review/practice.

I am going to have to do the work to refresh my skillset. I'll let you know how it goes!

The 2nd Holiday Season...And, We're off!

2010-05-04T20:04:00.000-04:00

Here we go --headed into what I call the second holiday season..starting with May. While there are only two Federal holidays as we go into Summer- Memorial Day and 4th of July, May really kicks off the unspoken Frame of Time - known as obligation central.

May is filled with High School graduations, proms, college graduations and reunions

June is all about elementary and junior high graduations, weddings and vacations; and schools that end the school year in the middle of the week.. so you have to take two days vacation -since there are no Thursday/Friday camps available through your local parks and recreation center.

July is filled with vacations, summer camps, weddings, getting some sort of work done at your home/apt such as roof replacment, painting etc...Then you have more cookouts and reunions.

I think my husband and I have been requested to attend or help with some event for every weekend of the summer. Some of this we brought on ourselves.. but the rest is just called a 'Happy and Busy' Life..

Speaking of obligations- I gotta go and get my kid ready for bedtime! Phew.. I'm ready for a holiday.

Years of Administrative Experience? Thoughts on moving towards being a better mentor.

2010-04-18T19:33:00.000-04:00

Ever get that look from someone at your workplace.. you know the one that might have made you feel as if you just started in the workforce? You weren’t the sharpest tack in the box? A simple question asked and the return glance actually dented your psyche? I sure have. And, I’m guilty of giving that look to new peers in our career field and have certainly provided that withering gaze to more than one temporary staff member during my working years. Luckily, I’ve (mostly) moved past that. Maybe we should take a look at how the more experienced of us (admins) treat newer and sometimes younger co-workers.

Ponder this. If you are like me, maybe you have put more than twenty years into the field- starting out on a Selectric II, moved on to WordStar and now the PC. We forget how long it took us to learn all the skills we have today. So whether it’s a co-worker or a supervisor, we’d be wise to take a minute or two or maybe an hour if the project allows- to show that person how to complete the task. Or at least where the resource to help them is located. We could even provide them corporate culture background as to why we approach certain tasks the way we do. [See the unspoken/stealth org chart.]

Sounds simple right? Maybe not. Here’s an analogy. Ever started to give directions to someone, but you can’t remember the name of the streets because you’ve driven it so often –it’s all in your head? Well, it can be the same way with daily tasks. A great example is making travel reservations. We may have the check list in our head of all the things we need to know for our supervisor’s travel—Airline preference, hotel preference, whether or not they prefer non-stop, aisle seat or window? Bulk head? Do they always need a rental car? What are their rental car preferences? etc. You get the idea.

And.. this is where a desk manual or an admin-focused intranet site at your firm becomes essential. If you have resources available the person can have a starting point instead of reinventing the wheel because they don’t know any better. I bet you’ve said these words, “By the time I teach them I could’ve done it myself!” instead of delegating a task.

Please consider making the time investment –obviously when not up against a serious time constraint- to sit one on one with this peer. Let them know you are invested in their success. Show them the ropes. Not all at once, but maybe one rope at a time. Be open and patient. Tell them honestly if you aren’t a morning person. I kindly ask my co-workers to give me the first thirty minutes of the day to get going. Perhaps you can schedule time to show them one complicated task. Maybe share a story or two about some of the really fun or interesting things you’ve learned during your career.

Yes, you might get that look back at you from that person. The look resembles that of your teenager’s Are you serious? –look. But I believe that taking a step back and then taking steps alongside and forward with the new admin or new co-worker is one way to approach being a better mentor.

What makes an Executive Assistant? Are you a 43-6010? 43-6011 ?

2010-03-20T09:54:00.011-04:00

Several years ago an IAAP chapter hosted a breakfast for the executives and supervisors of IAAP members. I remember having a fairly spirited conversation with a local well-known CEO about what defines an administrative professional?

How do we define our field? Is the category reserved only for the clerical realm? What about mail room staff or if your firm has an in-house print shop? What about meeting planners? What about the Executive Assistant that pulls together an entire I expressed my beliefs politely yet firmly that administrative professionals cover a much wider spectrum of support staff than perhaps he believed. He's not alone. Reviewing a few sources reveals a wide range of approaches to quantifying and defining the field.

Office Team supplied the International Association of Administrative Professionals (IAAP) with a list of job titles and definitions for what they feel covers the scope of the field.
Now, take a look at the Bureau of Labor and Statistics approach to our field. Are you a 43-6010? 43-6000 -New definitions of the Standard Occupational Classification (SOC) for the administrative profession were released on March 10, 2010. (See http://bit.ly/cX1MHJ)
for the breakdown by job area.

A glimpse of this information is provided below.

43-6011 Executive Secretaries and Executive Administrative Assistants

Provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. May also train and supervise lower-level clerical staff. Excludes "Secretaries" (43-6012 through 43-6014).

IAAP uses this definition:
Q. Who qualifies as an administrative professional?

A. Many people who contribute to the workplace in a variety of settings. IAAP defines administrative professionals as “individuals who are responsible for administrative tasks and coordination of information in support of an office-related environment and who are dedicated to furthering their personal and professional growth in their chosen profession.”

Research shows that many workers around the world still hold the “secretary” job title; however, many alternative titles have become more popular, such as administrative assistant, office coordinator, administrative specialist, executive assistant, and office manager.
If you have a chance to go to the site and look at the vast categorization that Office and Administrative Support covers-- Seven different categories with about sixty subcategories- some that seem very relevant and others.. not so much.
-----------------------

And by the way.. how does one define the engineering equivalent portion of our jobs? -- You know, the engineering part of taking apart copiers to find jams- or replacing toner cartridges or taking apart the coffee machine and putting it back together. Silly, yes? Time consuming? Yes. Vital to the continued smooth functioning of our company? Absolutely. But these are skills learned on the job...and rarely documented within a job description or review. It is assumed that the administrative support staff member will inherently be able to address or take on- the small breakdowns of office and kitchen equipment.

One more page to look at -the 2008 statistics for Administrative Professionals (in the BLS category of Secretaries and Administrative Assistants) shows our field at 4.3 million strong in 2008 and the field was expected to grow 11% by 2018.

I digress. Those of us already employed in the field, we already know how much territory we cover and just how tricky it is to define our daily work accurately. We define it more by the title(s) of our supervisor, the number of years of experience, level of education and/or certifications. There is no doubt though- just as in every other occupation- there are those that hold the title- but obviously not the expertise or experience.

For the number crunchers and category makers- It is their task to generalize definitions to get the bulk of our work into neat columns of data. It is encouraging to me to see their efforts to sub categorize the field and to truly make an effort to quantify our contribution to the workforce contribution to the United States of America. As for me.. I think I'll place myself in this category: 43-9190 Miscellaneous Office and Administrative Support Workers. I just cover too many task areas to fit neatly into any single description.

Sometimes.. One admin actually can't do it all....

2010-03-07T20:40:00.003-05:00

If you feel like perhaps your workload is beginning to cover more than you can handle, check out this story about an administrative assistant in North Carolina. At least the supervisors recognize that this volume of work is beyond the capabilities of one administrative assistant. Certainly you have stories to share?

http://bit.ly/cqCQ5N

Well, I guess it's funny.. in an odd sort of way...

2010-03-01T21:27:00.001-05:00

The office manager sent out an email today reminding staff that we had to be dressed in business attire for work tomorrow (International guests coming..). It had a very detailed description of suits, appropriate dresses and pantsuits.. just in case the staff needed assistance.

All I have is business attire... well, except for my jeans and sweatpants. I felt kinda funny.. like the odd man/woman out... and many staff members were discussing this as if it were something really new!

I found that (pathetically) funny. I guess I've gotten a bit conservative in my wardrobe in my more experienced (smile) years!

Telework..Put to Work

2010-02-11T10:49:00.006-05:00

Hello from Northern VA- almost three feet of snow later and a solid week of no school for the kids... the adults are finally coming up for air. In our region, most employees have the option of logging into voicemail and email from home. Most companies provide access to work files through a VPN. If you live outside our area and are annoyed at hearing that the Federal Government is closed..trust me, I have neighbors, friends and family and their respective Blackberries/Smart phones have not let up much during the out of office time. Conference calls, proposals, webinars, traveling planning etc.. were all being taken care of from the laptop/desktop in home offices and kitchen tables around our area.

My husband's company is based on the construction industry and believe it or not- he only missed one day of work during all of this snow event. It was the first time in our fifteen years of marriage that his office has ever closed. Yesterday, we had wind gusts of 50mph blowing the snow all over- a whiteout they called it. It was very unsafe to drive. Our public transportation systems have been unavailable. So working from home became the norm.

I think I can thoughtfully estimate that 85% of the full-time working adults in our DC Metro region were on-line or connected to work at least once a day during this week. And, I bet that same 85% is really ready to get out of their house and back to the office.. if nothing else, needing a break from home. (smile) For the public service workers, plow drivers, nurses,police officers firefighters, medics, bagel and coffee shops, grocery store clerks and so many more etc.. thank you for all that you did this week !

The Business of Happiness- fascinating!

2010-02-06T12:45:00.005-05:00

Hello from the very,very snowy confines of Northern Virginia.. In the midst of our big snowmaggedon/snopocalypse... I have had time to read a book that I pre-ordered, The Business of Happiness by Ted Leonsis. He's best known for being the owner of the Washington Capitals hockey team. I recommend this book because it just might change your point of view about work, work/life balance and 'happiness' as a general discussion topic.

I've been following Mr. Leonsis' blog- Ted's Take for several years. And I had a fascinating experience the first year after the NHL lockout -- a real back & forth correspondence with a CEO. A first.

You see, I wrote him to voice concerns that the Caps PR team might be focusing too much limelight and love on Alex Ovechkin (don't you love my naivete!) and wouldn't the other players have a bit of a resentment? Well, Ted Leonsis wrote me back. I don't have the proof anymore..but I am not making this up. He basically wrote me and said, - (and I paraphrase) Trust me.. Alex is great, you'll see, and his teammates love him and there is no issue in the locker room. I was stunned. Really? How many of us get a word in with our own CEOs - much less a guy that is busier than a Catholic Church on Easter Sunday?

There is a point here -related to admins..so bear with me... I'll get there.

So I really love his focus on the positive. On his blog- he actually asks fans to remain positive and not send him any negative emails. (Sorry to say that some fans do not comply with his kind request.) But anyhow- I tend to spend time with positive friends- generally positive environments. Though- I did not always roll this way. Life has changed for me since 1995 when a life changing moment came my way and the proverbial 'Road less traveled' opportunity came a knockin'. I have worked really hard personally to change my purview ... of what's important, what isn't, why being grateful works for me and trying to pass that along to our daughter. I've also tried to frame this around the administrative profession, how important our role is to the success of our firms..and to take that message to as many admins as I can on a daily basis. It's not just 'Attitude is Everything' - it's more like that other credo- 'Do what you love, Love what you do'.

I took some time after finishing his book last night to email Mr. Leonsis and thank him. I also had bought this book and gave it to the CEO where I work because he always works to make time for communicating with his staff and I had a hunch he'd appreciate the book. Just a few moments ago, I opened my email to find a response from Mr. Leonsis.. thanking me.

So-- what does this have to do with being in the administrative profession?

Administrative professionals 98% of the time-- represent or create the first impression of our firms-- as a matter of fact, my title at work is Director of First Impressions- what other firms would call a receptionist. Yes- I answer the phone, I sit at the front and greet people, but I also handle financial and database tasks for the rest of the office. I'd say that 85% of the administrative professionals I know love their career field because it gives them the opportunity to help others, help other co-workers succeed and help their company succeed in a myriad of ways. I know it is why this profession is a happy one for me. And for me- that happiness translates into a paycheck, a happiness to get up and go to work in the morning because I feel like a valued professional in my workplace.

Coming Soon! The Real Admins of Washington, D.C.

2010-01-25T22:35:00.005-05:00

I had a full out laughing-so-hard- I was crying- event with some of my best friends this past weekend. After taking in a Kathy Griffin show in downtown D.C.- and listening to her take on the crazy and zany reality shows on cable networks, we decided there should be a reality show for admins!

We decided to call it - The Real Admins of Washington, D.C.

Can you imagine? I know I can! It could be modified for any of our major cities.. here in the United States and then we could take it global to London, Cairo or Paris. So much fun. We could play off all the major stereotypes of admins- The 'Crusty' experienced and voluptuous admin; The young, cute-as-a button admin working on the Hill; The government employee admin; The Personal (Devil Wears Prada) Assistant- admin and of course, the one alternative lifestyle or radically dressed non-conservative admin.- working for a non-profit (of course!).

Oh, the drama!
This week's episode: Standby and watch as ... You fill in the blank. Of course, this was a very silly night and we really did have tears rolling down our faces as the stereotypes and scenarios became more outrageous. Honestly, it felt great to poke fun at the sometimes oh-so serious nature of our metropolitan area and the image of our profession. Of course, we'd have to have at least one truly sane and competent admin on the show.

Well, if anyone steals this idea for their cable network.. they better come see me first! I think I've survived quite a few office dramas.. and I have plenty of scoop for their scripts. I bet you do, too!

Enjoy your week. And, remember.. the full moon is THIS weekend.

Lead, Follow or Get Out of the Way?

2010-01-18T21:50:00.006-05:00

I live in the portion of Virginia known as Northern Virginia .. about ten miles or so from our nation's capital. There are many military families in our neighborhood and rarely a day goes by that I do not see the following bumper sticker on a U.S. Marine's car " Lead, Follow or Get Out of the Way".

Have you ever had this feeling come over you at work? The frustration of not being able to get a project moving forward because so many people have to have input.. or it has to be run by a committee of what seems like hundreds before you can even get started? I think most people would define that as government bureaucracy..but that is another topic for a completely different kind of blog.

How do we get a project to move forward if we are not the person with authority to do so? Is it okay to continue working on your own portion of the project so that you do not have to delay your other work? What do time management gurus or any kind of management experts have to say about this?

I see two issues at play when working with groups on a project. First, a struggle if there is more than one person that either wants to be the leader or if more than one leader is assigned.
Secondly, the need to prove one is right or has the only approach that will work.

For me, it is letting go of my need to be right (and then lauded by the masses when it's proven we should have done things my way..lol) and also a fear of not getting a project completed perfectly. But completing it perfectly for whom? For me? For the client? How does the project team define perfect?

What a boring topic to review!! ..but when you are one of the team members just wanting to get this stuff off your to-do list...it can be extremely frustrating and inevitably lead to apathy. Apathy leads to some very shabby work product in my opinion and experience. No one really wants that.

So when it comes to Lead, Follow or Get Out of the Way.... I'll lead when directed to do so by my supervisor. I'll try to follow when another person is leading the project and maybe their approach is not the same as mine..I can make suggestions, but I do not need to derail or drag the project down by trying to discuss my preferred approach. Lastly, I do, in fact, get out of the way.. when it becomes really obvious that there is a lot more going on (internal office politics) than completing the project and complete exactly my task.. no more, no less. It's the only way to survive that situation.

What are your thoughts? I'd love to hear from some of my readers.

Resolutions, Renovations and Reservations

2010-01-04T17:33:00.002-05:00

It's typical that I would (like many) start off the year writing about resolutions. Turns out all my plans for the beginning of the new year were toast (not toasted)- when my daughter and I came down with fabulous full-blown headcolds on New Year's eve. Needless to say, everything came to a halt and with Mom (me) in bed all weekend... nothing got done.

Resolutions?
So about those resolutions? I'd say my number one resolution is to trust my instinct more. I tend to pooh-pooh my initial gut reaction and 9/10 times.. I should've trusted my gut.

Renovations? Renovation means (according to Merriam-Webster online)
1. to restore to a former better state (as by cleaning, repairing or rebuilding)
2. to restore life, vigor or activity

So, for me. Renovations means to return to my active participation in IAAP, continuing to write and present and to restore my EA calendar practices, which I had moved away from in December.

Reservations? This has two meanings for me.
1. Making reservations to take care of me. This means making my dentist and doctor appointments. This means taking my full lunch break and getting out to walk at lunch. This means reserving quiet time at the beginning of the day and the end of the day to gather my thoughts and make a quick gratitude list.

2. Having NO reservations about my decision making (see resolution above). I'm experienced enough in the admin field to have my check list in my head-- and know the steps to prepare and execute plans. I just have to trust myself. That's it. Of course, I'll still make mistakes. We all do. Aiming for perfection will mean rarely accomplishing a goal in a decent amount of time... I just need to trust my instincts and know that my particular strengths in my career field of choice are valid and important.

I hope that 2010 brings more jobs, more security and more peace for all of us. My brother always tells me, "Keep the Faith, Red!".. so I'll pass the same along to you.

The Admin That Got Schooled.... at the Holidays- An 2009 Update

2009-12-13T10:45:00.000-05:00

Each holiday season is a particular challenge for me. I do not like to celebrate the Christmas holiday at the office.. or any other holiday at the office ..for that matter. I'm kinda funky that way. It's just that for my personal beliefs.. I prefer to observe and participate in the privacy of my home life.. not at work-life.

Maybe we could come up with a new Hallmark holiday called, "Hooray! I survived another calendar year." I think everyone I know wouldn't mind observing that. Or are those just called 'birthdays'? No.. I think it could be called AYOCS- Another Year of Company Survival.. Thoughts anyone?

Anyhow..I'm reposting this story about a previous position I held- and the attempt to survive a corporate culture that expected full holiday participation.. and if you didn't feel it.. you should fake it. [Come to think of it..maybe that firm could start consulting on the love lives of marriages..but that's not appropriate for this blog.]
My wish for all -- a very peaceful New Year... financially, emotionally, globally etc.. fill in your [peaceful] need here. :)

The Admin That Got Schooled... at the Holidays.. 2008

Pardon the slang.. but I must confess to getting "schooled" about corporate culture. The term implies something one should have known.. and.. happens when another person or persons embarassingly, perhaps in a humbling manner.. shows us how it (fill in task here) is really done... Often it is used as a sporting reference, as in when a basketball player with phenomenal dribbling and passing- scores on a defensive player.. basically leaving them in their socks..

You get the idea.

Anyhow.. I'm not really too much of a holiday person. I indulge mostly for our daughter's sake.. and if I'm really honest, I indulge for the grub. I dont' care about your singing Santa at your desk.. but the green and red, M&Ms.. I'll celebrate those..

About four years ago, the firm I worked for ..sponsored a cubicle and door decorating contest for the office for the holiday. Because I felt overwhelmed with work (and really wasn't into the contest anyway) I delayed, hemmed, hawed.. stalled.. you name it. The lead admin on our floor of 18 admins kept coming by my cubical asking when I was planning on decorating. I told her, "I'm not participating.. I don't have time." Long story-short, as the judgement day came closer and closer, I held my position and refused to decorate. All around me, people were INTO it! Garland and streamers and silly stuff.. and loads of candy at their desks. Not me.. No way. Judgement day came.... and I arrived at my cubicle to .. you guessed it.. a fully decorated OVER THE TOP.. cubicle. The lead admin had waited for me to leave for the evening and taken it upon herself to decorate my sacred space! Many people gathered around and poked fun at it.. and a little bit at me. Comments ranged from..:"Why are you such a scrooge?" to "Well, you didn't think (name here) would let you not participate, right?" But the real comment came about five months later, during an evaluation (the company does 360 evals); under teamwork and community- " Not always a team player.example: holiday contest." which my supervisor promptly asked me about.

Was I ticked? Absolutely. Was I self-righteous? You bet. But my co-workers had a point. Would it have killed me to put one little decoration up? No. Were they disrespectful to my wishes? Sure.. but the blame lay on me.... for misreading the corporate culture. Obviously, any firm that institutes a national office -wide cubicle display for the holidays is not so-subtly sending the message that holidays are important and participation in these type of corporate events is important. My resistance became more an issue of ego and pride - which did not allow me to see the bigger picture. Corporate culture should not be taken lightly... but I had to learn that lesson.

Nowadays.. it's just easiest to put a small bowl of hershey green/red foiled kisses at the desk... and when people ask, I say.." I prefer to decorate in a restrained and classy manner." (LOL!)

Happy Holidays!

Spending investment money on...... Me!

2009-11-21T17:04:00.004-05:00

Stimulus/Schmimulus.. I got a stimulus package right here....

Seriously though... investments are risky now and usually any extra (if there is ANY extra) is being set aside for emergency funds or last minute expenses.

This week I decided to take my little (and I do mean, small) extra funds and invest in me; invest in my career.

I upped my membership a level in one of the web portals for administrative professionals. I worked on-line on some free Excel training. I researched the local community college schedule to try and get myself ready to take another semester of Spanish. I worked on my business plan.

I also did some other nice things for myself like- get my hair done; painted my nails (Stop laughing! I know you guys know I RARELY do that!) I did some extra Wii-Yoga. I bought a very nice Yo-Yo Ma CD to listen to at my desk- not so quiet it will put me to sleep but very mellow. And, the nicest thing I invested in..?

The sentence: No, thanks. As in, " No. I cannot help with the holiday decorations this year." As in, " No. I cannot help with the classroom holiday party this year. As in, "No, sweetheart. I do not want to travel to celebrate Thanksgiving with your family this year. I prefer for us to stay home and have a quiet day of gratitude with just us."

You know, it's ok to say, "No". As admins, we are constantly helping others around us-- but it's also ok for us to help ourselves. Help ourselves get rejuvenated. Help ourselves stay healthy by getting enough sleep and drinking more water. Help ourselves by being around people that are positive and full of joy, and gracefully and nimbly avoiding those people in our lives that suck the warm breath out of the living.

I made a deal with myself. My present to myself is to take a few more steps- real ones! not just talking about it.. to reach my goals. Taking time to learn a few new skills on my own, and taking time to lavish some attention on myself will help make this holiday season more meaningful.

AND, I'll have more patience, kindness, energy and love to share with others around me.

Framingham, Massachusetts..Admin Central?

2009-11-19T21:52:00.005-05:00

Here's a pretty Cliff Claven/trivia filled blog this evening.

I had a real lightbulb moment today; In New England, we call it 'Dawn breaks at Marblehead' - but that's another story.

I was born in Framingham, Massachusetts, a town about 20 miles outside of Boston. My grandparents were first generation Irish on my father's side and naturally settled on the East Coast. My grandmother, Florence Manning Foley- actually worked at the Dennison plant in Framingham most of her adult life. And, as admins know - the company is now, AveryDennison - or just Avery for most products. We could not do our jobs without Avery products. Ridiculously, I was once a participant in a "Guess the label number" contest for admins- you know, 5166- file labels; 5163 Shipping labels etc.. It's something silly but true-- admins tend to know their product/label numbers by heart.

And, Framingham is the home to Staples. You know, the office supply chain?

So maybe it was destiny that I ended up in the administrative field. Or, it's in the water I drank as a child? I just found it kind of funny when I went back to Massachusetts last weekend to see family~ and it kind of came together today as I was looking at my box of staples~ from Staples- , with the address of Framingham, MA - and their headquarters is located just about a mile from my grandparents old home on Newbury Street.

It makes me smile when I think that my grandmother worked in the factory.. (which I'm pretty sure is now administrative offices for Avery)- for so many years~ and I think of her whenever I have a chance to go to an Avery showcase at IAAP.

Silly? Well, I guess I'm allowed to get sentimental sometimes...right?

Mentoring Programs - Some thoughts

2009-11-10T20:55:00.006-05:00

I was wondering around in my head (my play on wandering..)- debating why firms do or do not provide a mentoring program for their administrative staff. Part of that internal conversation pondered whether some of the 'super' skills admins have- can only be obtained through years of work experience..

This topic has been around the block on many admin discussion boards- IAAP, OfficeArrow, ASAP, AdminSecret etc. In my personal experience, I know that many IAAP chapters sponsor a mentor program, that ASAP offers a mentoring match up and one of the major companies I worked for (Booz Allen Hamilton) also establishes a peer mentor program for admins when a new admin is hired.

What are the benefits to having a mentor?

Here's what I think are the three best benefits from working with a mentor:
1) Saves you from recreating the wheel at work
2)The mentor can share some life/work experiences that you may not anticipate ever having to deal with in your job
3) Can be a great source for networking with other admins and supervisors

Mentoring is not the same as supervising. Mentoring can be beneficial to you at any age or at any point of your professional career if you are willing to listen and learn.
Sometimes mentorships don't work out. Many new admins mistakenly can believe that their mentor should be their best friend.... Uh, not the same thing.

Mentors can best be described as a teacher who helps lessen the gradient of a learning curve.

Here are some web links as they relate to different types of mentoring and mentoring programs.

1.Michelle Obama announces White House mentoring program for girls
http://bit.ly/38UhG2

2. American Society of Adminsitrative Professionals
http://www.asaporg.com/mentoring_program.aspx

3. OfficeArrow.com
http://www.officearrow.com/forums then, type mentoring in search box
You have to be a registered member (free) to access this discussion board

4. American Business Women's Association. http://www.abwa.org/

You can also reach out to your local chamber of commerce.

There are plenty of opportunities out there.

Now, have you considered being a mentor? You can reach out to a local Future Business Leaders of America (FBLA) group or Boys/Girls Clubs..many public school systems are looking for partners or business folks to work with their students in middle-school or junior high about the skills needed in the workplace. I believe D.C. Public Schools may still have this program (though it may have been subjected to budget cuts.)

I'm sorry my thoughts on this are not more organized. I really wanted to get this blog out and share it. I'll probably do a Part II- when I've time to gather and share more detailed information. For now.. I guess it's just another career topic to ponder!
----
On a special note: I want to acknowledge all the clerks and adminstrative support staff that support the United States Armed Forces on this Veteran's Day. You are unheralded, but your work is IMMENSELY important. Thank you for your service to our country. From one admin to another.. I say, Thank you. I appreciate your hard work.

Holding Down the Fort..

2009-10-15T21:42:00.004-04:00

Ever been working in your office when most of the staff is off site at an annual meeting or taken off for the last week of December? Sounds like a dream, right? No one to watch over you and maybe you take a few extra minutes on your lunch break.

What's really important though.. is how you prepare before everyone takes off. Being prepared and anticipating that one client, that one issue, that one huge challenge is so vital..not just for your sanity's sake.. but for the good of your firm.

Here are some of the practices- I have tried to put in place over my working career- to help me to continue being a truly reliable resource/point of contact at the office.

1. Be sure to have the name and number of the building's facility manager on your cell phone and accessible by your desk.. not just on your computer. Inevitably.. this will be the time something in the office or suite will a) leak b) lose power c) decide to have small bugs visit .. etc.. The office manager may or may not be around. Are you going to wait? If management is six states away.. time to take the lead on resolving this issue to the best of your ability. Important note! Communicate by email and voicemail to your management team the steps you are taking AND WHY.... even if you have to text them on their phone.

2. Review the staff/office calendar for any upcoming meetings before the management team departs. Try to anticipate any special needs or orders that need to be resolved ahead of time-- because once they return, they will be reading through emails and responding to other issues that were waiting while they were gone. Do you need to order coffee? Paper? Toner? Did you blow through all the toner getting ready for this meeting? Get it replenished before they return.

3. Be sure to have the hotel name and direct phone number. Make certain you have the correct shipping address and procedure so if you have to overnight something.. it will actually get to your supervisor without getting lost in the meetings boxes at the loading dock.
When labeling the box and the form be sure to put the address like this:

Mr. Joe Sample (GUEST arriving 10/18/09)

so that it is obvious! and include the cell phone number for you and your supervisor on the label for the shipping firm. So many folks leave the numbers off.. and you severely diminish the chances of delivery if there are any problems.

4. How does your boss/supervisor want "emergency" callers handled? Confirm this.. because as we all know .. most folks that are calling because something has to be answered immediately.. may not really need you to interrupt your boss at the awards ceremony. Ask your supervisor, " Are there any callers or issues I need to know about and require me to track you down immediately?" My supervisors prefer that I get the person's information and promise to get back to them or let them know that a staff member will get back to them. Then it is MY responsibility to get the message to the staff. Let my supervisor make the call on how urgent it is.. instead of me trying to guess it for myself.

My suggestion is really to be used at the discretion of the supervisor.. check first. The first day or two that the bosses are back at the office- block off the morning until lunch: This allows them to return calls and answer emails at a decent pace. Let them catch their breath and ease back into the office. If you have ever worked at an annual meeting.. you know .. you never really stop and rest...it is go, go, go. Ask if your supervisors would like you to hold their calls. Don't just make that decision on your own.

I enjoy the quiet of the office when staff are offsite. It gives me a chance to organize, label and update manuals... and even enjoy my morning coffee at my desk!

PS. One last thought: Get the name, location, hours and phone number along with email address of the nearest FedEx/Kinkos to the annual meeting location. Keep it handy in your contacts or in your desk manual. Using the hotel business center is NOT budget friendly. Most items can be emailed directly to the FedEx/Kinkos or other business copy center and picked up easily as they tend to be located near hotels and convention facilities. I have used this option twice for last minute documents.. and it is a life-saver!

Excuse me? Are you SERIOUS? Part II

2009-10-05T22:17:00.000-04:00

What a difference time makes? I was recently reviewing my older posts as I'm prepping for a training session.. and I came across this beauty from February 2008.

Believe it or Not.. I had to really look at this story with a completely different perspective given the nation's struggling economy. This posting looks like a choice! job option these days, no? I also notice that I mentioned the very issue that many of my peers are struggling with.. managing the administrative tasks for multiple executives.

I still think the posting is a bit much... it would be very difficult to be a successful admin in this job posting..but maybe the definition of being a successful admin has changed... and the real definition of a successful admin = an employed admin? Would love to know your thoughts on this.. Thanks..

--------------------------------------------Reprint of Original Blog ------Feb 2008

Executive Assistant, Jr. (location and name have been removed)
We seek an experienced Administrative Assistant to Assist the Executive Assistant to the President. Will support 5 executives and assist with marketing and proposal efforts. Must communicate in an articulate fashion and be professional in appearance and attire. Strong writing and editing skills is a must. Marketing background is a plus.

Excuse me? Are you serious?

This is from a realtime job advertisement in a major city newspaper. No salary is listed.
They had me at the Jr. Junior? Supporting 5 (FIVE) executives and do proposal support.

What exactly do they mean by communicate in an articulate fashion? No mouthgards or braces? What if you only communicate in an articulate fashion in your native language, French. Can one still apply?

Obviously, this company is either looking for someone on their Manic swing of bi-polar or they re indulging in recreational narcotics.

Really! What is left out here.. is the obvious comment from HR.
"by the way, you know , the last person left here because they thought working for 5 persons was too much. And, frankly.. felt she could not possibly do any ONE task well... when being pulled in 5 directions and supporting the CEO's EA." We're looking for a real superstar who can take on this challenge. (if you aren't in boots now, your feet are already smelling funny from this baloney!)

JEEZ!

Ok.. I've stopped hyperventilating. Stopped wanting to send in a resume just to meet the persons at this company who think this career position could possibly be successful. But the point is, there are several advertisements in this paper for administrative staff positions and more than 50% of the postings state that the position would support more than one executive or staff members. Or the cleverly titled, "Team".

Especially with downsizing... Administrative support staff are going to see more of this type of posting. The reality is, how to deal with accepting a job at which you may be setting yourself up for failure. Can you imagine taking on more than two executive egos? Even the very, very best certified administrative professionals would be wary of any position listed like this. The salary, benefits and vacation time would need to be superb to justify the effort.

Hey.. someone is game out there to give this job a whirl. Note this. As the economy tightens up, more and more job descriptions will look like this. Make sure you have upped your juggling skills. We're all going to need them.

Out of Office Messages.. Should be simple, right?

2009-09-15T21:51:00.003-04:00

I was recently assigned the monitoring duties for one of the generic type e-mailboxes for our office. You know, for example they say info@********.com

Well, it's been a fascinating learning experience when it comes to the Out of Office replies posted. Really!

Here are some examples of what kind of messages folks use.. and I'm reflecting the actual font size and text wording I've come across.

1. I'm not in the office. Sorry I missed y ou. I'll be back tomorrow.

2. I'm so sorry to have missed your email. I'm away on vacation (one I've been waiting for forever!..) from Sept 1 until the end of the month. If you need assistance, contact Jane at (number here).

3. I am out on maternity leave for the next 8 weeks. Me and my new little girl will be unable to view your email, so if you need assistance... please contact my manager at the main office at (number here)

4. I'm no longer working here full-time. If you need assistance, I am only here Tues afternoon and Friday morning. Contact (name here) for assistance.

5. Out of office 9/13-28

6. Kayleigh, (the owner of the mailbox) is no longer with us. Please contact our main office for an alternate contact. We are here to help you.

7. I'm not sure if I'll be able to view your email while I'm out recuperating from surgery. I may have access. But just in case, if it is an emergency, call my cell at ***-***-****. Or for payroll questions contact:
For accounting questions, contact:
etc..

You get the idea... Certainly some companies have a template which they request employees to use when they will not be in office. But, let's review the above.

No. 1- obviously..too small a font. Doesn't have dates on it nor information on an alternate contact.
No. 2- Are they really sorry they missed our email? Doubt it. I understand the thought behind the comment- but the alternate use of " Unfortunately, I'm out of the office today" doesn't work either. I guess it is best to leave the emotions out of the message. And.. no one really wants to have it rubbed in that you are going on vacation for a month? At least this one provides an alternate contact.

Nos. 3 & 7- Too much information.

No. 4. Doesn't sound so great. I now have a real concern about this person's employment. Perhaps it would've been more professional to state: My work schedule has changed. I am now in the office during the following hours and will check emails only during this time. Sounds more professional and less guilt-trip.

No. 5.- A bit too brief. Is there an alternate contact available? Any hint if they will review their email at all while away?

No. 6. Though disappointing that Kaleigh is no longer with the company.. at least they are professional in providing an alternate contact.

No. 7.. A bit too much information as noted earlier, but also when is it appropriate to provide your cell number in your email? Is it a company cell? Is there an understanding with your company that when you are out -- it is ok to contact you on your cell? What constitutes an emergency to you-- may be a "Where is the toner? " question from a colleague. It is very subjective.

While I am certain there are plenty of articles out in cyberspace about this very topic.. I thought I would post what I think would be the simplest template of all. This should be the exact same message on your voicemail box.
------------
I am out of the office from : Day/Date/ Time to Day/Date/Time
I will/will not have access to review email during my absence. And/Or I will or will not be checking voicemail messages during my absence.
An alternate contact during my absence is: Name, Title, Telephone and Email.

Thank you.

--

Lastly, don't forget to take down the rule or set the date to stop posting your Out of Office message once you have returned.

Simple right? Any additional thoughts on this?

Pondering about the economy

2009-08-25T19:49:00.007-04:00

Fortunately or unfortunately, I'm old enough to have been through several up and down rides of the US economy.

No matter the terminology used to describe losing work, it is still hard to get through and harder to get through when no paycheck is forthcoming. No doubt we've all read articles, heard stories and have ourselves or family members giving first hand accounts of how tough the job market really is ... It can be emotionally and physically draining.

What evades discussion is the fact that even if a person did know their employer was in financial straits and jumped ship, there is no guarantee that the next company would be a safer bet. Or, if a staff member sticks it out until the company shuts down, then what? Rarely is there a bonus involved with that option.

I guess what I am trying to share is that -- there is no set of directions for job seekers in this economy. There is no "Correct answer" . Job seekers try to steer away from the not on the up and up- type placement firms, but still need cashflow. If they take time off to interview for a full-time slot, then it can jeopardize the hourly/weekly rate that may be guaranteed for that week. Switching temporary firms to keep cashflow can be perceived incorrectly by recruiters.
If long term options come along, there is a pressure to "settle" for any job that comes along because Lord knows.. there may not be another opportunity out there. Of course, there are career coaches and talented recruiters out there to help steer folks but I suspect they are overwhelmed at this juncture.

I must admit to flailing like a fish out of water on the deck of the boat when my last company moved away. The economy wasn't even this bad yet... but I was not focused on what I wanted and where I wanted to be-- and it cost me. There is a silver lining though... all of my IAAP contacts, networking and speaking allowed me to continue to find work, both short and long term temporary assignments. It also allowed me to focus on what is next for my career...and set a plan in place to get there.

It is a frightening time for many workers in our country. I am grateful for my career choice as an administrative professional, now more than ever. Perhaps when the economy returns a bit, there will be less apathy and cynicism in the workplace and more gratitude and patience.

One can hope, right?

I'm all a- Twitter... IAAP Education Forum 2009

2009-07-27T20:24:00.004-04:00

Hi Folks!

I could not attend the IAAP Education Forum this year for several reasons. However, I was thrilled to learn that IAAP would be providing updates from the convention floor (election outcomes and motions etc..) real time. So you will see that I've added the RSS Feed to the blog so you can see it too. Or, if you are a twitter fan.. go to Twitter.com/IAAP.. and select follow.

This is great. Just a few years ago.. my fellow chapter peers had to wait until the newsletter came out to learn about what happened at Int'l. Then I added the blog to provide a more personal viewpoint of what was going on. Here we are.. in just a short time, and individuals can get the scoop as it happens. Wonderful. Great work IAAP Staff.. keep it up.

More Reasons to Love Summertime

2009-07-07T22:19:00.004-04:00

Happy July.

Usually this time of year I'm kvetching about the crowded Metro trains and tourists. I decided to write about what I like about summer.. not exactly a suduko-challenge of the brain.. but still fun.

1. No hosiery required. (For you younger types.. that means the pantyhose..which you may or may not have EVER worn.) I'll even cut some slack for the folks addicted to flip-flops ..

2. Lots of people out of the office = fewer interruptions= hypothetically more work getting done!

3. Happier people.. I mean, folks are so laid-back in the summer.

4. Saltwater Taffy- There's always at least one person that brings this confection back from their vacation.. my fillings hate it.. but I still love to eat it

5. Lunch outside- I can either hang out at a park and eat lunch or eat at the outside patio of a local restaurant.

Silly.. I know. But I am enjoying summer.. the thunderstorms, the rainbows.. and oh yeah.. no one thinks twice if I have more than one ice cream cone a day!

Knowing better! No, I do not , in fact, have all the answers.

2009-06-16T08:32:00.003-04:00

After six months of temporary work (some assignments longer than others..) I may have found my next full-time gig. I'll be on probation for some time before a permanent offer is made.

Because of the nature of this new position, it is going to require me to take a big step back- from all that "I know because I've got oodles of experience"- and be willing to look at the administrative world from a new perspective.

It's an important position- but in my mind.. all administrative positions are vital to the success of a company. What I have to work on.. is my own thought process. The position is important .. but I do not have to be self-important. Am I willing to put aside my preconceived notions of what I can bring to the job (for now) and really listen to the person who is training me, instead of jumping ahead in my noggin and thinking what I can do to fix/improve/do differently?-- can I turn off my unasked for advice-giver and hear what this person is really teaching me. My need to prove how much I know/how much I can contribute.. needs to take a real backseat.

For professional admins- that have been in their position or have as much experience as I do-- it can be a challenge- because we have done the work for so long- we can shortchange learning new ways or different ways because OUR way is most comfortable for us.

Being willing to learn, being thoughtful, being a good listener, trying to expand our ways.. is how we keep growing and developing professionally. I want to be the old dog that does! learn new tricks. So, it's okay .. I don't have the answers..but at least I know who might have them and where I need to go to seek them.

Savvy Savings.. from an Admin Perspective

2009-06-10T18:39:00.005-04:00

It doesn't take a genius to realize that most companies, local as well as global, are scrutinizing budgets, making cuts to staff and canceling events to save money.

As an admin, we may have the opportunity or the perspective of seeing potential savings that others may not see right away. I think it is important to keep a little side log of the savings potential you think would help the company or your department. Every little bit of foresight helps you, your boss and your company. It could also come in mighty handy during that next review when a promotion is available or the financial picture starts to brighten.

Think about the areas we work in - on a daily basis- that would allow us to take a closer look.

Copy costs
Toner costs
Telephone costs
Travel
Shipping
Office supplies
Temporary staffing services
Courier services
Catering
Cab fares
Postage
Promotional goods (mugs, company shirts etc..)

And, as the saying goes, :"Time is money." If we can save our supervisors or team members even more time, we're saving them money.

Just a thought that came across my noggin today I thought I would share.
Have a great evening.

Skills, Thrills and Chills

2009-05-21T19:45:00.008-04:00

Just some quick notes on the admin field and job market that I have gathered up.

Skills:
Database skills are becoming a must. The more you know-- especially when it comes to reporting- the more value you bring to the table. I've seen this with membership-based databases for associations and working with sales/marketing-type applications such as ACT! or Salesforce.

Thrills
Finance. Truly a wild ride in our economy right now. However, this is not just about knowing Excel or Solomon. Do you know how the pieces all come together for your organization? Are you savvy enough to see if something is awry? Or savvy enough to see where cost savings might be found.. just by really reading through the budget of your organization or your department? If you don't usually have access or a need to see the budget, perhaps you can talk to your supervisor about taking some time to review it with you. Best to do this after budgets are set (not while your boss is under stress) and it tends to be more matter of fact. If they feel it is too sensitive for your eyes, take opportunities to look at other public budgets such as your local PTA or county budget from a prior year, or try to set up time with a mentor to discuss how organizations project budgets.

Chills
Professionalism
It is very easy in this economy to succumb to gossip or chatter around the proverbial water cooler or on the walk to Starbucks. It's amazing to me how many gainfully employed people I've run into that voice their unhappiness with their organization, aloud! Now more than ever, it is important to be cordial but not indulge this emotion. Everyone wants to know what's going to happen. Guess what? Your boss/your organization is(silently) counting on you to keep what you see and know to yourself. Your peers may accuse you of being "cold" or may even start avoiding you because you are not providing fuel for the office fire. Good. It is a level of professionalism that few understand...even fewer follow.

That's it for now.

Strategic Partnerships: Admins & CEOs

2009-05-07T08:49:00.006-04:00

edited: 4:15pmEastern

Great presentation last night by Joan Burge, CEO, Office Dynamics, Inc. She is a very approachable person and clearly knows the culture of our career field. She joined the group of attendees for dinner and networking before her presentation.

She started off by mentioning how much she enjoys coming to DC.. and that one of the reasons she enjoys it so much is because DC area employees tend to still "Suit up" meaning we still- for the most part follow the traditional business attire in the workplace. She reiterated that image does matter! Joan, I have to tell you.. DC workers are often ridiculed for our stiff sense of dress. (But-- please do check out one of my earlier blogs about my favorite peeve in the workplace.. Suits and flip-flops...)

Joan shared some personal insight as to why she had written her most recent book, "Underneath It All". She provided key points from each chapter and took questions from the audience.

She also discussed three key attributes that CEOs consistently discuss with her- when they are referring to working with admins: Responsibility. Trust. Chemistry. Over and over, executives are looking for these traits. Her book goes into more detail about the importance of these three key points. She provided insight into the Admin & CEO relationship and why a strategic partnership is so vital to mutual success. Of course, she gave props to her own EA, Jasmine Freeman for running the Office Dyamics show- while Joan is out doing presentations and seminars all over the country.

The most personal piece that I took away from the presentation was a variation of -Do what you love. She shared how important it was to have work that fed one's soul.. and I couldn't agree more. Either you really enjoy the admin field.. or you are biding time to get to what work really brings joy to your heart. I'm very lucky. I love the admin field. I know it is a place where I feel good about myself, my contributions and my ability to help others move projects forward.

I will try to get some pictures of the event posted soon. In the meantime, be sure to check out Joan's free webinar series: 26 Weeks to Administrative Excellence. It is a great and economical way to pursue professional development.

Thanks to Capital Chapter-IAAP (www.iaap-capital.org) and American Institute of Architects for hosting this wonderful event.

Social and Business Networks

2009-05-01T09:07:00.006-04:00

Good morning, everyone.

Just a quick note about business and social networking because my sister in-law asked me to explain these new social stratospheres to her.

I think most of us know that Facebook and MySpace are more personal and family/friend -type on-line groups. And, as many HR professionals will tell you... if you are looking for a job, be sure to tighten down your privacy settings. For someone like me that has been blogging for a bit now and since I was involved with my university's alumni board for many years--so much of my work and thoughts on not only admin life, but sports life..is already there for employers to view.

I have three main sites that I use to keep perspective on business dealings and the overall administrative workforce. There are others, but these are the three that have the broadest perspective.

1. LinkedIn. www.linkedin.com
This business-centric social network provides two very important viewpoints for me. The first viewpoint is the overall global business perspective. My connections post up the lists of the books they are reading, the newslinks they find relevant and general varying and sometimes humorous commentary on the state of the workforce in our country. Secondly, joining career specific groups within this site such as Executive Assistants to CEOs or even International Association of Administrative Professionals, allows me to view and participate in discussions with peers that may or may not have as large of a participation rate on other sites.

2. OfficeArrow. Although I don't get to this site as often as I would like,
www. officearrow.com is a must for any serious administrative professional. The discussion, articles and peer involvement has been exponential since its inception. The templates, software suggestions and discussion boards are so valuable. I recommend this site often to as many of my peers as possible. A valuable time investment and no cost, although now I do believe they are offering a premium service for a fee.

3. CEOExpress.com.

CEOExpress has been around for at least ten years. This web portal pulls together all business based web links that any Executive Assistant can use. Not only does it have a running stock ticker option ( and we all know how valuable that can be these days..) but it predates iGoogle in that it allowed you to establish your own tabs for needed links. So, three years ago, I set up my own administrative tab that had links to all the last minute type sites that admins can need such as Limo services, church and synagogue and other denominational listings for board members visiting town or for when my supervisor was traveling out of town, locations for currency exchanges, etc.. It also has links to the main press release sites for businesses, PRnewswire and BusinessWire. This site does not offer social networking... but does have a daily discussion - posted by the CEO Patricia Pomerleau. I subscribe to their premium service because I like their customer service and support. It also provides some access to some periodicals that require annual subscriptions.

Whatever your feeling about the web/Internet, it is going to be a key for resources and for helping admins be more efficient. Take some time to get lost in the search. Try out different search engines, read ZDNet, look at the big picture of business and then be sure to bookmark the gems you find. Ask your friends and family, especially that grad school niece or nephew for some suggestions of interesting sites, they are going to know the latest and greatest.

PS. About Twitter.. well, to be honest.... I sort of know about it.. but I'm still learning. And I'm not sure it's a valuable tool for my work and life needs.. I'll let you know.

As for other valuable admin related sites
Check out: IAAP, DeskDemon, DeskReference

DC Area Event- 5/6/09 Joan Burge, President & CEO, Office Dynamics!

2009-04-27T19:30:00.003-04:00

Friends, IAAP Members and any administrative staffer looking to improve your performance in the profession.. Check out this superb opportunity - May 6, 2009- Space is limited, but registrations are still being accepted as of 4/27/09.

Joan Burge Live!

Capital Chapter IAAP presents Joan Burge Live! A renowned author and administrative expert, Joan Burge, President & CEO, Office Dynamics, has been a visionary for administrative training and development since 1990. One of the first to venture into the administrative training industry, she has become an international administrative expert, trainer, author, and consultant. Joan will be speaking and autographing her new book, Underneath It All.

Date: Wednesday, May 6, 2009
Where: The American Institute of Architects
1735 New York Avenue, NW
Washington, DC 20006
Time: 6:30 pm - 8:30 pm
Cost: $10 IAAP Members, $15 Guests, $5 Students

To register and/or pre-order your copy of Underneath It All, please contact Patricia May CPS/CAP at 202.628.8410 or at pmay@alawash.org.

Administrative Professionals Briefing- IAAP

2009-04-21T09:25:00.002-04:00

Capital Chapter - International Association of Administrative Professionals in Washington DC is hosting the Administrative Professionals Briefing and a luncheon- with the support of the American Red Cross. It will be hosted at their facility today. Capital Chapter will be arranging for the catering and fees to speakers with the exception of the Briefing presentation which is via video conference.

Admins (IAAP members and non-IAAP members) from all over Washington DC will be participating today. There is always an uplifting feeling to be at a recognition event with so many dedicated and professional level admins!

Thanks to the American Red Cross National Headquarters for hosting this event for the third consecutive year.

Administrative Professionals Week 2009

2009-04-20T10:02:00.004-04:00

Happy APW 2009!

It's hard to believe that I started this blog almost four years ago. Since then, I have earned my Certified Professional Secretary (CPS) rating and my Certified Administrative Professional (CAP) rating. I have had the opportunity to serve in several leadership roles for my local IAAP chapter. I have also traveled to regional and national conferences related to the profession.

In more than one posting I have mentioned how important I believe our profession is to the success of firms all over the world. We take on the bulk of the hand-offs, unwanted phone calls and other time-consuming minutiae that eats away at the productivity of the management team. [Sometimes, the management team does it to themselves...but that's another blog.] I have also written about the many challenges of the admin-executive partnership -as Joan Burge calls it.

Today, I write as one of many administrative professionals- working in the temporary employment field. I am in the midst of learning a tough lesson about longevity. My last employer down-sized and then moved out of town. Prior to that, I had a great position working a few days from home and a couple days in the office. But then I experienced the death of a parent and continued to struggle with the fact that the work was not traditional administrative support, so I decided to move back to a job downtown.

During my interviews, I have been honest about the reasons for my change in companies, but it has definitely impacted whether I even get considered- certifications or not. There is not a right or wrong answer. It just is. Our economy is in tough shape and I have to be willing to tough it out.

I am extremely grateful that I have continued to receive temporary assignments daily. I know that the key to success for me is to be able to get my foot in the door and demonstrate what a great administrative professional can do for a company. I am also thankful to my friends and peers that have continued to forward company contacts and job-postings that they think will work for me. They know me and my personality. It is just a matter of time before the tide turns in my favor.

In the meantime, I wish all administrative professionals the very best during "our" week. Enjoy the recognition. If you are not working full-time or working temporary assignments as I am doing, keep the faith. The most professional and positive among us will be the first to benefit when the economy picks back up.

The Trouble of Being "Too Nice"

2009-04-02T11:18:00.004-04:00

There has been a running emotional stream of late, about being "too nice" in my life. By this I mean that either in my interactions with friends in the admin field, or dealing with the assistant principal of my daughter's school, and perhaps even in my interviewing, there seems to be some sort of negative vibe or payback for being "too nice". Payback is probably too strong a word.. Pushback would be more like it. Imagine trying to raise my daughter and tell her that she doesn't have to be nice so she can survive middle-school, or telling an interviewer that "I'm tough as nails!" It's an exaggerated point -certainly, but it seems to be pervasive.. something I need to review closer?

I'm not going to blog about a solution..because frankly- I don't have one. It's fairly disheartening that this would be something that would impact a performance review in a negative fashion. Mind you, there is a distinct difference between being nice- being too friendly (inappropriately in the workplace..if you get my drift) and, being customer-service centric. I happen to believe that the admins career field is supposed to be customer-service centric. Maybe I'm behind the times...

Why, Yes.. Attitude IS Everything...Why do you ask?

2009-03-25T21:28:00.004-04:00

Just finished watching the most recent episode of America's Next Top Model with our 10yr old daughter.
Fascinating.
Not just the show, but her reaction to it. She wanted to know how I knew which model was going to be kicked off the show.
Let me provide some background. Ever hear of the expression- 'Self-fulfilling prophecy'?

The gist of the episode is that one model (say model #1) does not take the career seriously and it projects- One model (model #2) is constantly (verbally) full of self-doubt. And the loser on the episode is the one model that does not take her career seriously. She literally sabotaged herself right out of the job. The #2 model is not far from getting cast off herself. Her negativity is irritating the rest of her peers and her martyr act is really trying.

Now.. take this scenario and apply it to the regular workday office environment; replace the models with admins. The number 2 admin would SO be toast. Try whining about your workload when the rest of your admin team has had their workload double in the last few months. Think they'll have your back? Nope.

But more interesting is the model #1/admin#1 scenario. Using humor to deflect fear can be a very unintentional way of sabotaging the effort. And I relate to this because it is my own natural instinct when I am afraid of appearing "less than" that this nasty habit comes right to the forefront. I think. I hope. I pray I did not misuse my humor today during the interview.

Humor is dangerous in the workplace.. we must use it very wisely and appropriately...or else we risk being perceived as not taking the job/the interview/the person sitting across from us seriously- and it can be perceived as disrespectful even though that is not the intention.

Today's episode: A job interview. Two directors and two team support staff members. One large glass walled conference room. Two and one-half hours later... No kidding.

I took the opportunity in the interview to point out that career admins serve a larger purpose than appointment booking and making travel arrangements- we have the opportunity to streamline tasks and projects because we have centralized perspective! We can see the whole pie/enchilada/turkey ( Make your own food reference here.). If we are paying attention to detail (which is kind of our entire raison d'etre if you were)- we can contribute by connecting our teammates communications, and directing the flow of priorities to make the workflow smoother.

Attitudes are contagious. Being positive is great. I love the expression I heard in this Kirk Franklin and the Family song (which I'm sure he is not the originator of this phrase..) " If you believe it- You can achieve it."

Can I get an Amen?

A Different Look at Networking..

2009-03-12T22:29:00.004-04:00

I recently attended a LinkedIn Networking event hosted by the Washington Capitals, and set up by their director of new media, Sean Parker. This was a brilliant event, though not as well attended as I hoped. But let me back up and give you the full story.

I have been working by contract since November, still in the administrative field. The job market as we all know too well, isn't the greatest, but DC seems to be treading water for now--compared to the rest of our country. I had been searching for networking events that are attended by corporate executives, HR staff types-- to really get to introduce myself in person in a non-interview atmosphere. I love to schmooze.. no lie. And, I love hockey.. as many of you already know. I totally lucked out when I joined up the Washington Capitals group on LinkedIn. Who knew in the midst of their best season, when tickets are very tough to come by.. Sean/The Capitals would host a LinkedIn event for the Capitals Group-prior to a home hockey game. I was so excited, I could hardly stand it. And, felt a little silly, too. Now, I have never gone to hockey game alone before, much less in a full skirtsuit..but there I was. I met some really great and interesting people, representing legal firms, cable contracting, public relations and another person that does voiceovers for a living! Some of the people I met were not familiar with executive assistants that freelance. The occaision gave me a chance to practice that 30 second "elevator" speech we've all heard about. I also learned about what the Capitals are doing to recognize and retain the diverse nature of their fanbase. (Now..if they can just ditch the " Ice Girls-- cheerleaders in hockey??.. not necessary, thanks.)

Although the team lost (major bummer..Ovechkin didn't play), I considered the evening a success. Now I am looking at the other social and volunteer events I participate in.. to see if there are more opportunities to present my case as the best new hire any company could invest money towards. Instead of going to career fairs, I'll go to my next volunteer event.. armed with my new business cards, my gift of schmooze and my optimism.

One last thought- and I've mentioned this issue before... I am always excited to share stories and share what I do for a living with other business people. So many of these people are thrilled to meet someone that really knows their admin stuff, loves being an admin and when they learn I actually took the time to earn both certifications-- they are really impressed. We may be a dying breed, but I guarantee you- our profession is vital to the success of our country. If you are a competent, professional and mature admin- Hold your head high and know that we are appreciated for our contributions and respected by our peers. Ok.. nuff said!

I have to go Rock the Red, now... more soon.

Sharepoint and Association Management Software

2009-03-02T21:43:00.003-05:00

Good evening, all.. from snowy DC Metro. Per usual, most things closed today for 5 -7 inches of snow. This area is not equipped to handle snowfall...it is too infrequent to get a groove on handling it consistently every winter.

This brings me to the point of learning new programs. Just as admins became proficient in Office 2003, we are now dealing with the change to Office 2007. I have also recently become introduced to Sharepoint and another Customer Relations Management or Association Management type software. Think of it ACT! for the associations world, if you will.

Even though I am learning how to use these new software programs, I will not be able to become proficient or expert in them unless I use them on a daily basis. I have the same issues with Microsoft Project and Publisher. I've used both of those programs, maybe a dozen or so times in the last two years, but not every day. Perhaps you've heard how difficult it is to learn a new language? Same idea. Unless you are dropped into the middle of Paris to work for an 18month assignment- odds are you aren't going to really be able to converse fluently in French.

I have read many administrative professional-focused articles and blogs that suggest that admins utilize any slow or downtime from the taskload to play around in a software they don't get to use often. I think this is a great idea and try to check out the lesser-used software whenever I can. It's how I learned Access. I'm still not as proficient at Access as I would like to be, but at least I keep a better sense of familiarity with the toolbars and setups.

Happy March to all.. It certainly has come in like a Lion here in our area... before we know it.. it will be Spring.

Trade Associations and Exhibiting- Needing Assistance

2009-02-15T09:41:00.005-05:00

I'd love to have a sit down one day with the major vendors in the exhibit shipping and setup arena. Why? Well, I'd like to convince them to offer a session at IAAP's (International Association of Administrative Professionals) annual convention or another Admin event so we can better understand and properly utilize the shipping info for sending and returning exhibits from tradeshows.

I've probably had to do exhibit and materials shipping about 25 times in my career, a small booth (10x 10). Many of my peers do this as well because in DC- the associations have smaller staffs, and the admins take on meetings and events support.

A tradeshow may have a designated vendor one MUST use and sometimes they do not. Or, there are very strict rules about electrical setup and booth delivery based on whether the convention hall has union staff. It's all quite complicated. And, I don't find the online setups particularly easy to follow -though some are definitely better than others.

I suppose it would be like any other task... do it enough times and one gets the hang of it.. but I really think it would benefit IAEE (International Association for Exhibit and Events) or CEIR (Center for Exhibition Industry Research) would consider an education session for the admin crowd. I'm sure it would be beneficial to both groups. Until then, I recommend attending the HSMAI affordable meetings show - (http://www.affordablemeetings.com/content/) to learn as much as you can.. to benefit your company or association.

Of course, I'll forward this thought to the folks at IAAP Education Department.. for them to mull at the 2010 meeting in Boston.

An Admin and the TaskList - Many methods, Same goal

2009-02-03T22:05:00.003-05:00

I love lists. Every successful admin I know works with lists. They may use Outlook tasks or a composition notebook or their PDA, but they all use one.

The goal is to not drop the ball, miss the one little detail that is oh, so important. Recall the character in Devil Wears Prada... the admin always has a notebook in hand.

I recently switched up to a 180 page/college ruled/spiral notebook to keep track of my assignments at the temporary position I'm working. I'm covering quite a bit of ground...and it feels fantastic to check/cross/highlight items as they are completed.

Once or twice a week though, I email my supervisor with a task update- it's separated into these sections:

Completed- including completion dates
In process- tasks that are still being worked on..and what is keeping it from being done
Need additional information- either I need additional info from my supervisor or it requires direction on next steps
Long term- what big tasks do I see coming up in the next 2-4 weeks.

This has been a very successful tool for me and allows my supervisor to add items, re-prioritize items or acknowledge all that's been accomplished.

A Pleasant Surprise- The Employer and Your Skillset

2009-01-28T10:47:00.002-05:00

I'm just one amongst the thousands of Americans that has recently been through downsizing, laid off or fired. Luckily for administrative professionals, especially in the DC area-our skills at the professional level are still in demand.

The company I had worked for downsized and then relocated about 25 miles from my home, which in DC traffic equates to 1.5 to 2 hours drive in rush hour. I finished out my obligations and began to seek another position.

Like many of my peers, I used my referrals from friends, family and I also utilized many IAAP connections to get my name and resume in front of many new faces. To those who doubt the power of networking.. I strongly encourage you to reconsider.

I was recently assigned a temporary slot with an association that needed coverage for an employee's maternity leave. The pleasant surprise came for both the employer and for me.
They were happy to have an experienced admin that was willing to learn, ask questions, take on new (and tedious) tasks.. had a pleasant personality. My part of the pleasant surprise was that I got to learn about the back end administration of webportals and websites, lots of cool stuff about the physiology of the brain and Keurig coffee machines (which if you know my weakness/addiction..this was a real bonus). The hours at the assignment were flexible and they followed the federal government leave schedule- which is always a bonus with any kind family obligation- kid or eldercare.

So more than once I received kudos for what I knew and how organized I was. ..and quite honestly, my disheartened ego needed it. This experience reaffirmed what I already knew- I am competent, great to work with and willing to do the work necessary. [As Stuart Smalley would say, and gosh darnit! I'm good enough.]

Sometimes we forget that our work is valuable- and can help in a way we cannot anticipate. This is always a pleasant reminder, if not a surprise when we are not thinking of it in this framework.

When to say When & Other New Years Thoughts

2008-12-31T09:00:00.002-05:00

After 8 years of heavy involvement in a professional association I strongly support (IAAP).. I recently decided to take a break from it. Not one particular thing lead to my decision, but a combination of many small things.. as it usually is when we make changes.

I had to give myself permission to say "When". I remember as a small child, my three brothers taking turns to tickle me- until I was crying from laughing so hard, my stomach cramped and balled up on the floor squealing with glee. Yet, if I didn't yell, "Stop!" it ceased to be funny, enjoyable or sometime even made me start to hack and wheeze because I couldn't breathe. This is certainly an extreme example of knowing when to take a break..but you get the point.

I believe it is healthy to be honest and tell friends -- " I just can't do this. I'm sorry." It doesn't make it easier. I just knew the passion wasn't there to support the effort and instead of being positive - I found myself becoming quite snippy and snarly with people I admire and respect. My spirit wanted to focus on other joys in my life.. and so here I am, writing again.

I spent the past month - after my employer left the area, trying to interview and seek other Exec Admin positions. Gratefully, my skillsets, certifications and experience were enough to gain me several interviews in a very trying economy. Yet, time after time- I was not receiving the call back for the job or for a second interview. What I learned from my recruiter friends.. is that my waning enthusiasm was telegraphing in the interviews. Interviewers would relay to my recruiters that I seemed "detached" and not really into it. Sometimes our own bodies DO betray us.

So I enjoyed the month with my husband and daughter, got in some volunteer work with other organizations I had not been able to dedicate time towards and really just slowed down. I decided to accept temporary position with a very prestigious society, at lower pay and better hours. I had to say, "When". My heart and soul needed the break.. and I admit, though nervous about the financial side of things, my state of mind has improved immensely.

Looking into the new year, I set some goals for myself that involve recharging that "joie de vivre" and enjoying other areas of life besides career improvement and development. I've even let our daughter hook me up to the Wii Fit game and start learning some Yoga... (stop laughing.. I know it is a riot to imagine ME doing yoga..). It's all good.. as Martha says.

Here's wishing everyone a very prosperous and peace-filled New Year.

Different View to Take

2008-12-22T09:52:00.003-05:00

I love the lull between Christmas and New Years'. There is something to be said about that time when no one is in the office-- or very few... and one can focus on decluttering, cleaning, organizing .. it's so productive!

Today, I will spend the majority of the day shredding sensitive paperwork and then move on to setting up the outline for the next speech I'll be doing in mid-January. I'm taking a break from the writing in day-to-day admin world and focusing more on presentations I'll be giving. It's an interesting change spurred on by?... change in my job status, mid-life review, and a thought out decision to focus on my strengths. I prefer public speaking and this seems like a perfect time to start on this effort.

Keep tuning in.. it ought to be quite the interesting adventure.

Hope and Change- And not just from Barack

2008-11-06T22:11:00.002-05:00

Hope and Change were the themes in Barack Obama's presidential campaign. And being fairly admin-centric in my thinking, I believe them to be completely applicable to the average day of any admin.

Hope.

We hope the copier doesn't crap out. We hope we get to work on time. We hope our executive has enough time between appointments because traffic in the city can be brutal. We hope we are meeting our professional development goals. We hope to complete the project, the letter, the mailing, etc.. on time and on budget. We hope we're remaining competitive by taking courses or reading the very latest best practices for admins. We hope our boss notices our hard work and conscientious efforts. We hope it is reflected in our paycheck. (smile!)

Change

Companies change all the time. Companies change addresses. Change in supervisors. Change in job responsiblities. Change in deadline dates. Changes requested from our clients, our supervisors, our board members. Change in the direction of the organization. Change in the goals of the organization. Change in the bottom line of the organization. Change for the better in the organization. Change in management styles. Change in management theories. Change in financial practices. Change in tradeshow giveaways. Change in attendance at meetings.

You get the idea.

So.. in the spirit of the recent election of the next President of the United States (POTUS).. know that hope and change are eternal... in our country and in our workplace.

"What Does An Admin Do, Anyway?"- A Perspective

2008-09-06T16:30:00.004-04:00

"What Does An Admin Do, Anyway?"

Sends chills to the bone, doesn't it? Or, does it agitate and irritate you to no end? Ever had someone actually say those words to you? I have. And the trick is.. don't take it personally!

This is your one glorious shot at raising the elevation of the profession. Though one's initial instinct may be to blurt out.. " Are you *&%$#$^& kidding me?" Don't succumb. Take a deep breath and prepare your pitch.

I had to get perspective the other day.... for many reasons. My work environment has been in a real state of flux since last December, and it has culminated in the decision of our company to seriously consider relocation to a distance past commuting. I decided to write down all the things I had done as an admin that no one would put under our typical job description. So I'll share a few with you.

1. Helped plan and staff a reception at the United States Capitol Building - that included attendance of senators, representatives, their staff and some heads of federal government agencies. I had the opportunity to meet and chat with a female space shuttle commander!

2. Traveled to Las Vegas- for a board meeting and gala. Had the opportunity to eat a dessert made by a Food Network Chef! Met the CEO of a major hotel chain and found a starbucks that closes at 2pm in the afternoon. (What's up with that?) With the same company, I traveled to Seattle to support a conference and board meeting, visited the Space Needle and attended a party hosted at the Museum of Flight.

3. Met the President and First Lady of the United States of America at a conference hosted by The Johns Hopkins University and The Johns Hopkins Medical Center

4. Been stranded outside my office building (one block from the White House) because someone very important ( I don't know who it was) was in my office building and there was a SWAT type team and all kinds of security that had the building locked down. The stern police officer told me to come back in 20 minutes.. go for a walk. Luckily I had my cellphone with me and called my boss to tell him WHY I hadn't returned from lunch. And, luckily, his office has a window facing the street, so he knew there were about six different police forces surrounding our building.

5. Coordinating a ceremony for lawyers to be admitted to the United States Supreme Court. Talk about making sure to have all the details covered. This is definitely one for the books. It will happen this Fall.. and I will have the opportunity of a lifetime to be in court during this event. I may even get to meet a Supreme Court Justice or two.

and many more...

But honestly, I have my "elevator" speech or pitch prepared so that when this question comes my way-- I am ready. Here's my response.

"My job as the assistant is to make sure I get my boss or bosses, where they need to be, when they need to be there, with the materials they need to have and the background on who they are meeting with.. taking care of all the small details that will free them up to earn and win more business for our company. This includes anything from scheduling appointments, travel, background research, stock updates and relaying any time or industry sensitive information immediately, all under the umbrella of complete trust and discretion."

How's that?

Uncomfortable topics.. Board Leaders and Bosses

2008-08-27T21:41:00.003-04:00

So.. Here's today's question..What do you do.. when a boss/supervisor or Board member has an idea or says something in group setting that makes you WAY uncomfortable?

Here's my take- excuse yourself, if possible and step away!

Of course, when it comes to personal affronts or inappropriate advances.. I'd say something else..but I'm talking about when some idea conceived and perceived by higher ups as BRILLIANT.. and maybe you are afraid it is really going to stink... Remember this. Unless you are the CEO or Chairperson of the Board/Corporation- you are not responsible for their gaffes..

It's not really repression.. or oppression.. it's called smart career move. Only you know what you really can and cannot state directly to your higher ups..but I'm often reminded of my standings in the food chain.

A friend of mine suggested looking at the situation this way. In a few years.. heck, maybe a few months... who will really remember if your board of directors thought it would be great to all wear matching bug antennae headbands at the opening party. No one is going to think it was all YOUR idea.. they'll probably sit around after a few rounds and say, :"Whose idea was that, anyway?"

In the big map of our career journey.. it is just not that important to tell them what we think... of course , unless, they ask... and then be VERY careful about your response.

Attention Deficit? Or Just Super Busy?

2008-07-20T21:07:00.003-04:00

I finally thought I better check out the symptoms of ADHD. You know, that Attention-Deficit Disorder ailment? It is no laughing matter.. because I have family members that suffer from it. Truly suffer.

Now, I know I say this tongue-in-cheek, but sometimes I really feel like I may need to be medicated for it.. I mean.. some days at work /home/ and as a mom.. I feel way distracted! And focusing becomes an olympic effort. Thank GOD! I have a door on my office. I am so grateful.

Lastly, as an admin.. I know the beauty and sheer necessity of task lists and email rules in Outlook. They are a key to survival.

Now.. if I could just kick that really bad caffeine habit I have......

Leaders.. by Example

2008-07-12T19:34:00.006-04:00

Life is all about learning. Some lessons are not so hard. Some lessons..sock it to you.

I am constantly amazed at how maturity comes in to play as I approach learning new skills and take on new responsbilities. And, I mean.. there are two kinds of maturity, right?

One being "Mature" by age.. and the other ..what I label.. emotional maturity.

Now.. I have the first definition of Mature down. I am not ashamed or embarrassed by my years. Rather, I'm grateful. They have helped shape .. my Emotional Maturity.

How does this relate to being a Paid, Professional, Nudge?

Early on in my career.. I had no cares.. whatsoever on how my work impacted others around me. I was solely focused on looking good and making sure the boss was ok. I didn't care about whose feelings I hurt or how my attitude impacted those around me.

I also was not as punctual, honest nor as hard-working. I felt the work world was my oyster. and who the hell cared?.. as long as everyone liked me...... It didn't take long for that shine to wear right off!

One of the best pieces of advice my first female boss gave me was to cut back on my coffee intake. Now.. some of my friends and colleagues now would say that I never headed that advice. They are mistaken.
But, it wasn't what she said.. It was the delivery. It was her workplace approach and sage maturity that made me (all 23 years old) stop and think. Hmmmm. She might have something there. And, she most certainly did.

Her advice, her approach to her staff and her dress all were SO professional and the utmost in professional. She didn't take sides with staff (all women.. poor lady!) and she never corrected you in front of peers. Instead, she would pull staff into her office and very clearly without rancor-- approach the subject of whatever area that required improvement or a different approach. Her patience with Junior staff was amazing. When I reflect back on it now.. I realize just how much I learned.. purely by her example. And..I'm surprised she put up with me!

Several months ago.. she retired from the same institution that I had once worked at in Baltimore. I called her not long before her retirement and we chatted about how much our lives had changed. I had stayed in touch with her for more than a decade.

Now, I am in a leadership role. I realize how important it is for me to set the example. To communicate appropriately and patiently... to really demonstrate the key facets of professionalism in dress, behaviour, work product, punctuality and courtesy.. and respect.

By no means am I considered a stodgy type (except to my kid!).. but my " Maturity" has allowed me to see the value of my age and workforce experience... to put things in perspective and help me try to be a respectable leader.. by Example.

And that..is something we all can continue to learn and share with our peers.

What Exactly is Consistency?

2008-06-25T21:41:00.006-04:00

The last several days in the workplace have been a challenge. I'm still trying to sort out if the challenge is to my ego, my perspective or a reality-check of my years of experience in the workplace.

The best way I can describe it is to relate it to comments sometimes heard in a performance review. "I wish you would be more consistent with your work product."

Ever heard that? I have, though not recently.

What is consistency anyhow? Is it always being on time? Is it not repeating mistakes? Is consistency measured directly in proportion to your supervisor's mood? Are we (admins) allowed to ask our supervisors for more consistency?

Here is how I decided to define consistency for myself- when it comes to work production.

1. I am on-time.
2. I communicate early and often on the status of my workload and provide updates to my supervisor if I have any concerns about work priorities.
3.My work attire is always business appropriate.
4. I proof my work and generally ask another peer to review if time permits.
5. My signature block is consistent on my email, as are the fonts and margins from one electronic message to the next. There are no smile characters for business related communications.
6. I will step in to cover reception or any other slot as needed. I am a PAID administrative professional- this means - taking on administrative tasks with authority and with a professional attitude. There are no shows of petulance;making coffee, copies or going to the street vendor to purchase a Red Bull for my supervisor is not a task I refuse.

Life is good. Being employed is great. Being a contributing member of society and an involved parent is even better. Being consistently positive.. is the most important piece of my workday.

Dress for Success? Revisiting a Tough Subject

2008-06-12T08:58:00.002-04:00

Nothing like summertime heat of 98degrees and 40 percent humidity to make one want to head for the casual clothes.

Here it is.. Summer in DC. Let me tell you.. the interns.. geeez... didn't their career counselors teach them ANYTHING about business dress?

Image is everything in DC. So... a word to the wise. If one wants to be seen as a serious career-business person.. one must suffer for the cause. It means suits, or a dress with a jacket. Summertime, one can get by with sandals that are dressy..but there is a fine line between flip flop and sandal flats. What about guys? Well,... I spotted my first guy in suit with flip-flop sandals on.. on our Metro system. Suffice to say he looked absolutely ridiculous..

I realize I sound old fashioned... but if I'm in charge of hiring.. and lots of HR folks are my age... then how off can I be?

Professional. Here's a test I use. If you suddenly had to meet with a diplomat or SVP.. would you be worried about if you were too casual? If so.. then you probably are.

Just as a great piece of advice someone gave me about my car one time....keep it clean enough so you won't be embarrassed if you have to give your boss or your client a ride somewhere.

Just some thoughts...

The Disconnect- Recruiters and Admins

2008-05-27T09:04:00.003-04:00

Note: This relates to the Washington DC Metro area.

One view of the Washington Post classifieds on-line for admin positions would imply a wealth of job opportunities for administrative positions in the Washington DC Metro area. There are probably 50 listings per day for an agency or company searching for administrative staff... many of them read * Admin needed for immediate start **. After discussing this with several peers in search of new positions.. the gaps in understanding between recruiters and experienced admins became quite clear.

Let's start with the recruiting firms.. and there are several types. Temp-to perm agencies, permanent placement firms, elite (executive support level) search firms.

Experience has it.. that temp to perm agencies run the gamut between finding a warm body to answer a phone and an agency that has systems in place to work on proper placement of applicants. Of course, they are working up against a deadline. Most of these firms receive a 8am call clamoring for immediate personnel. And, of course these agencies have to work with a budget of the client. Agencies tend to charge 4-7 dollars more and hour, than they are paying the employee. That means if you are hoping to make $22/hr- the agency has to find a firm that is willing to really pay upwards of $30/hr- just to get an applicant a spot. And again, the economics are complicated by recent college grads-- just looking for any employment to shut mom/dad up. These college grads are super tech savvy but lack sometimes the more polished and soft skills needed to professionally represent the profession and the company they are assigned to... Nonetheless, their rate is going to be considerably lower than say, an admin that has supported executives for 5-7 years.

Permanent Placement agencies get a percentage of the salary you are hired at (generally). So if you are lucky enough to get $50/k- and stay on for a minimum amount of time (which varies by contract)- that recruiter will most likely get 3-5k/ for getting you in there.

And there are elite recruiters.. word of mouth that only work with CEOs and super important types. They tend to work through other admins that they place.. and send out a line of requests for help. They do use classifieds..but rarely from what I understand.

But here is where I believe the disconnect really occurs. Do these agencies.. all of them.. really KNOW and UNDERSTAND the varying degrees of administrative professionals in the workforce? Do they care to understand? Or is the pressure to place too high for them to get it right?

Sometimes the recruiters are new to the field..so they are lacking training and experience to know what to measure outside of typing speed, proficiency in Word, Excel and Powerpoint. A recent issue in placement for executives has become the administrative professional's ability to navigate commercial and charter travel, as well as the Visa requirements for foreign governments. I promise you.. these are not topics covered at your annual IAAP convention.. though.. hopefully we can take them there!

Now to the applicants- the admins. What are they looking for? A quick fix.. a quick jump in salary? Do they know the software but have serious hardware issues.. with their mouth? Are they unable to understand the various expectations of the profession? Is is possible to find a recent college graduate in the administrative field.. by default.. that isn't resentful?

While I hate to stereotype-- I do think there are some generalizations about varying levels of admins that apply- but * caveat here* as always there will be exceptions AND variance based on the professionalism and maturity of the administrative employee.

Receptionist- First line of fire. Should be trained well and want to be upfront. If you are seeking a receptionist with the appropriate aplomb.. then you darn well better be Explicit in your detail when you put in the order with the agency. Often times other admins are just as equally disdainful of the receptionist. This is a no-no. Key talent: The ability to tell someone nothing-about nothing- In other words, can politely decline any b.s. sales offers over the phone and cover their company's tush while making everyone sound fabulously busy. Is detailed and IS NOT afraid to ask the caller to repeat and/or Spell their name!

Administrative Assistant: Good general clerical skills- knows Word, Excel, Powerpoint.. and can manage a calendar. Usually a rookie up to two years experience. Will decide whether to pursue this as a career or just until they find something else. Supports more than one person.. usually a team. Does a lot of communication. Filing is key. Some travel sometimes... sometimes billing/invoicing work. Depending on the company this title really covers alot of territory. I usually define the difference between this position and the Executive Assistant as
Admin Assistants support staff; mid-level management: Executive Assistants support upper level management -Senior management and Boards.

Administrative Coordinator: This is a key title in DC. It basically is Administrative Assistant + Meetings Assistant+ Project Assistant. Should pay the same as Executive Assistant given the volume of work and responsibilities.. but usually doesn't.

Executive Assistant- level 1
Executive Assistant/Personal Assistant -level 2

I break these out for several reasons. 1) The type of Assistant (Is is more a personal Assistant (level 2) or not? 2) Does the position support VPs, EVPs or the CEO/CFO/CIO/COO level?
3)How involved is the position with the strategic planning, budgeting and board work?

Executive Assistant -Level 1- have more than 5 years experience; may or may not have pursued certification; has supported management or high-level project team in previous position. Can also be a personal assistant at a less-demanding level. Schedules oodles of travel for supervisor and knows how to diplomatically handle schedule conflicts or flight delays. May or may not be required to carry blackberry device and almost always has control of supervisor's calendar. Privy to many inside company details and must have absolute ability to remain mum on e-v-e-r-y-t-h-i-n-g.

Executive Assistant -Level 2- Ah... probably reserved for uber famous and jet-setting CEOs or multi-millionaires/billionaires. Travels with boss everywhere .. May or may not have a personal life. Knows all the editors from the major publications and has a contact list that rivals Perez Hilton's. Super under the radar personality unless already booked on a Reality show for their boss: (See Kathy Griffin: Life on the D List) and Food Network's -Ace of Cakes show. Only one I've really read about: Rosanne Badowski- former Executive Assistant to Jack Welch at General Electric. I believe she may still serve as a personal assistant. Has written her own book about her career supporting Jack Welch. I'm certain that the DC equivalent has to be the personal scheduler for the White House, Senior members of Congress and the major Development fund companies here in town. Could also work for a major arts supporter.

So-- this is my take on it.. but I'd love to hear from others...

Old School Supplies I Still Love....

2008-05-21T22:36:00.003-04:00

Have you ever admitted a love for office supplies to your admin peers? Maybe not directly but start talking about the demise of a product or the buyout of a really great office supply vendor.. and before you know it.... You've got any and every admin with a favorite gadget or company talking animatedly and unabashed about their feelings.

I have three great office supply loves.. maybe four or five..

1) Sharpies- Need I say more?

2) My Whiteboard- couldn't/wouldn't want to live without it

3) My 3M Ergonomic Mouse ( ok... so this is not Old School)

4)My non-traditional staple remover- it's flat and helps pry open the prongs instead of the grab and tear-tooth kind of remover

5)College lined spiral notebooks 8 x 11 preferably the kind with really strong hard cardboard covers.

Love my sharpies..

My Whiteboard.. helps me post my to-do list .. so when folks come in my office.. they can see the Task List I have.. it can be a great deterrent or serve to show your boss and office mates just how busy you REALLY are....

My ergonomic mouse which was demonstrated for us at a Capital Chapter IAAP event. It looks like a joystick.. but it has completely taken away the tendinitis in my right index finger -- which was dying from clicking on a traditional mouse

My non-traditional staple remover-- This nifty gadget allows me to remove staples from all size documents.. and really eliminates the tear factor that happens with regular staple removers

Spiral bound college lined notebooks... I know we keep electronic to do lists and the task bar in outlook.. but nothing keeps it clear to me the amount of work I do.. and accomplish as much as the notebook.. It allows me to write as large as I like and as much as I like.. and I can bend/flag pages as necessary to refer back to.. AND.. the true sense of accomplishment when you fill an entire notebook.. I keep them because I end up referring back to them for some obscure note my boss passed to me on a sticky.. I know I've taped into my task notebook.. and love being able to find it again 8 months down the road when the topic becomes live again.

So these work for me.. I'm certain.. everyone has a favorite office supply or two!

Adrenaline Rush.. on Line Two...

2008-03-09T13:05:00.003-04:00

Ever have a client or vendor that made your heart rate jump just by calling you? What is it that triggers that fear? Anxiety? Dread?

For me, I know it is my own issue. As Bonnie Raitt says... "I can't make you love me.." And, I cannot make these people love, nor like, nor respect me either. Yet, I constantly find myself hoping that this time.. just this time.. things will be different. (It's like a bad marriage!) I'll have my work done earlier. I'll have it proofed by two senior management staff before sending it out. I'll work over the weekend.... etc.

So, naturally, I need to be professional and mature about these reactions.. even if my client or vendor is not. And, quite honestly, I'm a sensitive person by nature. It's truly hard for me to understand why another person cannot extend the courtesy of workplace respect. Why are they so bitter or harsh, even when you are helping them?

I had this eye-opening, apple doesn't fall far from the tree- moment when our nine- year old daughter came home from school with the same sad tale.. a group of girls who just don't like her.. no matter what. "It is how it is.. but we don't have to like it"... is what I said to her. I guess I better take some of my own advice!

Volunteering-- part II

2008-02-21T22:00:00.003-05:00

Back to reviewing the issue of volunteering- this time in the workplace.
I've visited this issue before-- knowing when to take initiative vs. being taken advantage of.. but I'd like to ponder on it some more.

Ever been asked to help out on a new project team? How were you approached? Was it actually a directive and not an option?

What happens when you volunteer and the workload shifts?

I know that one of the academic institutions I worked for .. "highly encouraged" its administrative staff to be team leaders for a fundraising charity the organization supported.. probably because admins know pretty much everyone in the organization... at least by name if not personally.

Have you ever run into a situation when volunteering- you are asked to ask others to donate their time? Ask superiors to donate money or time? It can be quite awkward.

I think there are some great ideas out there in different workplaces that allow staff to take time to volunteer for an organization the company supports-- if the person wants to.. but it is not mandated.

What pro-bono projects does your company support? Are you required to show participation as part of your annual review? As CSR (Corporate Social Responsibility) takes hold in corporate America as a best practice- it will be interesting to see if it is impacted by the financial challenges of our current economy. Will these programs be eliminated because they do not support the bottom line? Will companies turn their CSR internally to help their own employees that struggle with financial issues or healthcare costs?

Just some food for thought.

So Long Miss Gibbs (Katherine- That is..) Times are changing!

2008-02-20T09:33:00.003-05:00

Catch this story from the Boston Globe writer- Peter Schworm- permission to cite article received 2-19-08 from author

Detailing the decline of Katherine Gibbs Schools.....

http://www.boston.com/business/articles/2008/02/15/career_education_to_close_9_programs/

Just a quick note about volunteering- part 1

2008-02-11T22:58:00.001-05:00

So.. you've been asked to volunteer-- and it happens to me alot because I'm outgoing, do a great amount of public speaking and can be pretty darn frank when it comes to communicating.

Here are some thoughts to ponder before responding to the invite-

1. What is my motivation for volunteering? Is it another excuse to get out of the house? Am I trying to impress someone who works for that organization? OR- duh, do I really want to help this particular organization or person?

2. Time? Do you really have the time to commit? Will it go on your resume but you'll never be able to actually attend any functions or participate on any committees?

3. Money- Can this organization take my money instead of my time? What is it that they expect from me?

4. Organization expectations- Are they expecting loads of time, strategic planning and intense effort requiring 20 hours a week? Are they really seeking a networker and cheerleader that can bring other people into the fold to give a much smaller amount of time? Are they looking for perfection? Are deadlines a matter of life or death?

These are all valid questions.. and certainly, there are more. This is something that I'm invested in.. both at my alma mater and my professional association. However, I am very honest with these folks. If I can't do it.. I can't do it. I communicate very clearly about my time constraints (family, house, full-time job). I expect the same back from their leadership.

More on this soon..

Taking on the Tap Dance.... of Two Bosses

2008-02-05T22:39:00.000-05:00

Tap. Tap. Tap.

Tap. Tap. Tap.

Skip.. Drag your toe... Hop. Heel. Toe. Heel. Toe.

Nope... not really dancing on stage.. but dancing, sometimes tip-toeing through administrative challenges. One must be light on their feet! Gently! Tap around the awkward issues... Skip forward to get to what has to get done. Do the work. Heel. Toe. Heel. Toe.

Repeat.

Having only taken tap dance as part of PE requirement in 6th grade.. I cannot say for sure that working with two equally ranked bosses is like tap dancing.. but I have a hunch I could be right.

Working in an environment with more than one supervisor always has the potential for challenges. The supervisors could have different priorities (for the same project!), communication styles, expectations, work schedules and heck, they could probably be of a different gender, age and/or lifestyle.

The key to survival for this assignment is to learn the routine. That's right. Learn each routine until you know it cold. You can ask for practice time, but know that certain times are a full stage performance, ie.. Board Meetings. More and more executive assistants and administrative assistants are being assigned as support to multiple persons. Some EAs are assigned to support more than one senior level management slot. (Stay tuned for an article on how recruiters are seeking admins that can support more than two executives.)

If you take the time to learn each of the supervisors preferences and organize your work to go with their schedules, the dance becomes easier and more fun. For example, if one boss travels predominantly to the West Coast, schedule your calls and follow up with that supervisor onto your Outlook calendar in the afternoon. It can be quite humiliating to accidentally call your supervisor from the East Coast at 9am when it's 6am at the Westin in LA. Eek! This allows you to also gather issues as they arise during the day.

Your other supervisor, may be at the PGA Resort and Spa in West Palm Beach, Florida with an afternoon tee at 2pm. Schedule the morning to review the list of items you need answers to, actions that need to be taken or calls that need to be returned. Using this time gives you the afternoon to work on issues with your supervisor in the West. That only leaves about .. say, 1 1-1/2 hours to organize in between and get some lunch into your hungry stomach.

Take some time at the end of every day- to look at each calendar and try to make the most of your day by utilizing the calendar.

It takes time. It takes effort. It takes patience and practice. Lastly, it takes great communication. Be certain to touch base with your supervisors at least once a day with a running list of what you are working on- putting it in email seems to work best for this running list. This reassures them that you have their items on a list AND will jog their memory if one of the items has to be moved on the priority list.

Meeting Planning? Sure sounds easy, but...

2008-01-14T22:14:00.000-05:00

I recently chatted with one of my peers about an upcoming conference. We were chatting about the workload it takes to really pull off an organized, worthwhile and fun conference.

Long time ago.. in a galaxy far away... I worked as a meetings coordinator for a large trade association that had been in existence for over 100 years. Not only that.. but it had an annual meeting in one of the swankiest.. most expensive hotels in NYC. Enter me... the rookie.

Happily, that trade association had plenty of staff and an experienced Lead Planner herding us all into an organized team. The meeting was all CEOs of mostly public companies. It included not only the main meeting of their Board of Directors, but also a special honorary luncheon, a spouse shopping event, and a special executive committee dinner offsite. The meeting was a success due in large part to everyone's willingness to not point fingers, pitch in and most of all-- set aside ego.

Fast-forward to 2007. Haven't worked in meetings in a major city since 1995. First real meeting event in 11 years... equally swank digs in Vegas, high pressure meeting with a different company- different board. The challenge: the first time this staff had ever worked together as a group on a major event.

Overall, I am grateful for my peers pitching in.... and we did have a lead meeting planner in place-- though she'd only been with us for about a month. But we were all exhausted... and why? Everyone had a different way of approaching the meeting.. the meetings planner, the individual staff directors, the support staff, the marketing team. The logistics were a tad off-- we needed individual mics (very very expensive) and would've been nice to have wireless internet access for our Board (that too was cost prohibitive). Our planning came together a bit later than we would've liked.. but overall it was the communicating and re-communicating that made us tired.

We wanted to ensure we all were on the same page- headed the same direction...but we were all coming from different directions and different perspectives.. so it took alot more effort and energy to be kind, patient and clear with one another.

So while there are checklists, flowcharts and other items you can list and check against.. it's the thousands of individual nuances, regulations and/or procedures that challenge the planner- the Board member that is Vegan or allergic to a specific cheese. What about the religious observations of those of a faith that don't allow alcohol of any kind to be involved? (Did you know there are restaurants and caterers that make a champagne vinaigrette?) What about the physically challenged? Or those that require an interpreter? What about making sure your sponsors names and logos all make the program in the right proportion to what they paid?

The list is endless. This is why there is a Certified Meeting Professional (CMP) exam and designation. There are several other related types of certifications in the meetings industry as they relate to conventions, convention centers, exhibits, tradeshows etc..

But as many admins will attest to.. we are constantly being asked to arrange, plan and pull-off board meetings, executive retreats, retirement parties and send-offs for colleagues. We are constantly seeking the information and tools to do this as effectively as we organize our executive's calendar! As one of my industry CEOs said to me one day... " You guys (admins) are the hidden meeting planners" and he is correct.

In our hearts we know that so many things are made to look easy.. but they look that way precisely due to the inordinate amount of effort invested into not forgetting any details. Easy to say.. and oh, so hard to do.

Work- Life Balance? More like ..ride the pendulum!

2007-12-26T15:47:00.001-05:00

Here's to all the families recovering from the holiday and those who got up and went to work today.

I'm writing this from my heart and gratefully.. from my home today. Our office earned the rest of the week off for the holiday due to the actions of one very courageous co-worker... who won a bet with the boss.

This holiday I've struggled with back 2- back weeks of travel for my husband (Chicago) and me (Las Vegas) .. during which we had a winter school orchestra concert, the breakdown of our brand new refrigerator and the hospitalization of my seriously ill and frail father -in-law. It all started on December 8th and it is still in progress.

So, what does work-life balance really mean? It's defined individually. For me, the balance would be defined as not yelling at my husband or kid, nor coming down with either a sinus infection or some other flu-type ailment while trying to keep focus on having a traditional Christmas holiday. Almost made it.. until yesterday. When, somehow .. someway.. I managed to throw my back out. Today, with a heatpatch and some ibuprofen.. I'm functioning.

Work-life balance-- it implies being able to do it/handle it all? but for me, it means getting the most important things accomplished, without trying to do it all and without becoming so exhausted that my fatigue leads me to yell at my loved ones.

So.. today, I'll take it easy. Tomorrow..I'll try to get back at getting stuff done..!

I'm in love with FedEx Kinkos.....

2007-12-19T21:59:00.000-05:00

I'm in love with FedEx Kinkos... not all of them, mind you. Just the one I went to in Las Vegas.

So.. you're confused? Well, I traveled to Las Vegas for a work event.... a week-long work event. Needless to say, I was not as prepared as I would have liked to have been.

The FedEx Kinkos on the South LVegas Blvd (conveniently nearby an IHOP.. I must note) was staffed by one.. that's right. ONE gal. for the first two hours I was there. I wish I had a video of that time from 7am-1pm. This gal was the penultimate example of great customer service AND efficiency AND calm. Needless to say, her patience was biblical and I will be writing a separate letter to their HQ on her behalf.

Why so great? She made great suggestions, cost-saving and logical suggestions to a non-caffeinated, fairly stressed EA.. and made it all easy. Thank goodness for some real customer service in this country! FedEx.. I hope you really do look out for your good people.

Going through changes.... in more ways than one!

2007-11-13T22:32:00.000-05:00

Change. Change. Change.

Over and over.. I've covered the topic of change in the workplace in one fashion or another. I've even covered the change in fashions..

So today.. I feel compelled to share some experiences with change.. on a more... personal (but not tmi) level.

Ever had to shop for a GALA gown? let's face it.. unless we're Loni Anderson.. I suspect a majority of us ... have body anxiety about buying a ball gown.. So imagine if it is for a WORK event! aiyeee!

There I was.. late Sunday evening... loaded up on sinus meds and anti-biotics (office building cold germs attacked me last week..).... trolling the Internet looking for an affordable (under $200.00) ballgown- made for a post-kid, longtime into marriage body of an over 40year old admin. And folks.. Let me tell you... the experience was U-G-L-Y.

The dresses were ugly.
They were made for maternity wear.
They were caftans stolen from Elizabeth Taylor's closet.
They were .. .... polyester. Not silk. Not organza. Not sateen.

Sigh.

I guess that is what prompts women like me.. to buy (on credit, mind you) one fairly expensive black dress.. that -- if I put a gold scarf on it.. carry a small bag.. and wear cocktail heels.. might pass for a gala. Now.. it's not floor length.. so I'll probably be bashed by the fashion police anyhow.. and puh-leeze.. don't even ask about the nails. Not me, not now.

But on a more interesting note... Enough of the dress drama..

Work is all about change. Change in staff. Change in bosses. Constant change of priorities.

The most successful adapters.. appear to the most successful in the workplace. In my opinion... the positive adapters.. not giddy. silly Sally smiley positive.. but true realists that are happy for job security.. and do their best, gain the most ground and the most respect.

Change. Well, I'm still riding that wave of turnover at my workplace.. and endeavoring to remain focused, positive and pro-active. Keep your fingers crossed for me, ok? And..

The dress? Well, let's just say.. I went with two.. just in case I CHANGE... ha ha.. my mind!

Good night gang...

Our Respects to Miss Moneypenny

2007-10-02T21:06:00.000-04:00

Call me crazy. It won't be the first nor last time. Today's blog is in honor of Lois Maxwell, the actress that was best known for her role as Miss Moneypenny,

The Associated Press reports that her first appearance was in 1962 as the secretary to M, the head of the secret service. We know her character well. Many of us admired her wit and professionalism.. and understood her platonic love of James Bond-- Agent 007.

I bet we can all think of characters in TV or Movies that were secretaries, receptionist or admin support.

Here is a list that I came up with... I'm sure I've missed some great ones.

1. Della Street- played by Barbara Hale- TV Show- Perry Mason
2. Marcia Wallace -TV show- Bob Newhart
3. Loni Anderson- WKRP in Cincinnati
4. Diane Wiest - Movie- The Associate (one of my all time favorite characters representing our profession. If you haven't seen this movie.. rent it .. just to see her take on organizing files!

5. Anne Hathaway- Devil Wears Prada

6.Maggie Gyllenhaal- Secretary (movie)... Definitely NOT for the prude or faint of heart.

7. Gary Burghoff- Corporal Walter "Radar" O'Reilly. He really epitomized the many challenges of administrative support, no?

8. Annie Potts as Janine Melnitz in Ghostbusters

9 Lilly Tomlin as Deborah Fiderer, President Bartlett's 2nd secretary in West Wing

10. Kathryn Joosten as Delores Landingham, President Bartlett's 1st secretary in West Wing

So many.. and probably so many not mentioned here.

Here's one I want to check out!

Movie Title: Wife vs. Secretary- 1936... Starring Jean Harlow as the secretary! Clark Gable as her boss and Myrna Loy as his wife! Wow.

Please send me any secretarial/admin support characters in movie or tv that you know of..

The Push to get out the door.

2007-08-17T21:58:00.000-04:00

Yep.. I felt the big push today.. lots of last minute stuff.. cramming it all in trying to communicate status of all projects.. so I can get a week of family time outside of our happy metropolis...

I think everyone I know has felt this enormous pressure to think of every contingency to cover a week away..funny, right?

Well.. as the old saying goes..

Who wants their epitaph to read-- "I wish I spent more time at work.."

Enjoy the last few weeks of summer, everyone!

Bite thy Tongue.. Feisty Admin!

2007-08-07T23:31:00.000-04:00

Well, it's late at night. A long two days of work after the bosses return from two weeks out of office. More staffing changes and I must be on guard.

There is a saying.. stay close to the Devil you know. Well, crap. I don't know any of these people I'm working with.... and pretty much certain that they don't give a rat's ass about me and my work.... Which is why I pulled my personal commentary separate from my Chapter's stuff.

Here's the scenario... working with a new supervisor, don't really know their peeves, not really sure of best methods to communicate.. and NO direction or parameters. So this is what prompts the Bite Thy Tongue rant. .. [Though, come to think of it.. this blog may in fact, be just be defeating that intent!]

Somedays I feel too damn old to be teaching other dogs new tricks... and I know you feel me on this one.. Alas, I contemplated all day quietly- the advantage of us seasoned veterans of the admin universe.

I, in fact, withhold info about personal trials, tribulations and body functions while in the office.. How do I encourage others to follow suit in this scenario...when so very few boundaries are acknowledged, much less respected.....Ah,this is the best I can do today.. and these next 10 days as I count down to VACATION!...

I say to myself, "Self, Bite Thy Tongue- Feisty Admin!" It is the finest way to remain respectable.(and, probably--employed!)

IAAP- 2007 -Tampa

2007-07-09T19:44:00.000-04:00

It is only 19 days until the International Assoc. of Administrative Professionals International Education/Symposium/Conference. I cannot wait!!!!

What's the big fuss? Here's what I have gotten out of only attending for the very first time, last year.

1.Networking- Professional contacts with peers and vendors galore. Resources far across the USA and a real appreciation of just how vital our profession truly is to the business world.

2. Education- Duh. I took a course last year on budgeting and finance. Worth every penny I spent to get to Reno. The instructor is teaching sessions again this year. Merge Gupta-Sunderji (sp?)..... Her teaching style is clear, progressive and useful. It is not patronizing nor boring.. I will definitely write a blog about this while in Tampa. Other courses included a sneak preview of Office2007... very cool.

Also important: the business sessions and general sessions.. which emphasized the dedication of our peer leaders and the importance of participation at every level. These men (yes, Sam Gill III-) and women represent us in the International Board of Directors. They are key to shaping the future of our industry.

3. Fun. Oh, yeah.. fun... Everyone has their unique definition of fun. Mine involved dancing.. I love to dance... and the Evening of Welcome was no different last year. Plus, we had a FANTASTIC Tina Turner impersonator-courtesy of one of the Hawaiian Division members. So imagine.. If a member can travel all the way from Hawaii.. you KNOW it had to be worth it.

4. Travel. I don't get to travel for business very often. It's enjoyable to sit next to someone on the plane and discuss IAAP. It's an opportunity to educate and inform! Plus, flying into Reno provided one of the most beautiful landscapes with pastel skies.. that I have ever seen with maybe the exception of Key West. I've never been to Tampa.... but this year.. I'll be going early.. AND catching the RedSox game with folks from the Northeast Division. How cool is that? (So, that really counts as #5- make new friends..)

I encourage you, as you read this, to think hard. ? To paraphrase Janet Jackson- What have you done for yourself lately? Even if you cannot attend this year's convention... start planning now. The date for next year's event in New Orleans is already posted on the IAAP website (www.iaap-hq.org). Start making a list of the benefits your company can obtain by sending you.. or if they won't.. then do it for yourself. We create our own success but effort and dedication.

I hope to write one more time before heading out to Tampa.. but if not, keep checking back.. I will write from Tampa!

What happens when turnover happens, Part II

2007-06-25T22:44:00.000-04:00

So, I mentioned in the previous blog that there are at least two more waves to ride--they are coming my way.. given that my supervisor resigned shortly after I took this new position.

First, the new supervisor quandry. As it typically happens when there is a power vacuum- there will be someone who steps in.. Luckily, my company already had a transition plan in place. I have a temporary supervisor--until the new one is hired. However, co-workers can be mistaken into thinking that with no "real" supervisor--that you, in fact, have no work. Therefore, Can't you help them with their project.. just until your new boss arrives? Au Contraire..

This harkens back to the previous blog. One can either use this downtime to totally screw-off and slack as much as possible. Or, as I hope to try to do.. get uber-organized. Use this time to really label, alphabetize,throw away, clean- and setup a superb filing system.

I also hope to use this time to learn more about our client base, more about what others do in my organization. Will I pitch in? Absolutely.

Next quandry... what if the new supervisor brings their own admin? Or, doesn't need one at all? Hmmm. It's true. The younger generation of management tends to type their own documents, set their own appt schedules via PDA. But, I believe it is incumbent upon my own job security to be proactive and pre-prepare items for the current boss-in-charge for now, so that I continue to place my value-added contributions on a visual basis. I am responsible for ensuring my own workplace continuity!

It's tiring. I can spend loads of time focused on the what-ifs. But more importantly, now so more than ever, I show up on time. I communicate my workload to as many of the managers as a means of letting them know I'm working and NOT snoozing.. as we wait to replace my boss. I check in with them when I arrive and when I leave, not because I have to.. but because I want them to always know I am reliable, and I am there to work... I am grateful to be employed. I earn my salary....

So, I guess I'll stay on this mental boogie-board for a few more weeks-- and ride the waves. Luckily for me, I know how to swim and I know where the shore-line is!

Hope everyone is enjoying their Summer. Be sure to treat yourself to something nice. Life is short!

What happens when turnover happens?

2007-05-29T22:21:00.000-04:00

What is the impact of turnover - staff retention issues in your workplace? Does it mean more opportunity for you to shine? Or perhaps add more responsibility for same pay? Or, is it a real downer? What does it mean if it is seems to be a more constant issue than not?

These are important questions- because we are human. We are bound to respond differently based on our experience, our expectations and our environment.

I'm experiencing the 12 foot wall of water at the beach with only a 10 foot wall to protect me... What I mean by this is.. Yes, I'm going to get wet. I'm probably not going to drown.. but I may be uncomfortable for some time... either til the storm subsides or I'm able to get away from the beach!

This is my new experience. New job- started in March. First two weeks, immediate supervisor is out of the country; third week, in office; fourth week on travel for 10 days; fifth week, back in office for 3 days...then takes a 30 day leave of absence; today- submits resignation and is not coming back.

Whoa. So the questions I raise at the beginning of this post.. are as much for me as for anyone else.

Yet.. there are at least two more 12foot waves coming-- the new supervisor and their expectations and the one down the road; executives that don't need or want admins.-- this second one is a topic for another blog, but I did meet two executives in board meetings this past week that did not see the value in having an executive assistant or admin. Hmmmm.

So ..lots to write about.. so stay tuned. First, my friends.. I have to get through my 20 year college reunion!!

Meeting Anne Rhodes- IAAP Member

2007-05-19T15:20:00.001-04:00

I had the opportunity to meet Anne Rhodes- a 50+ year member of IAAP this past weekend at the DE-MD-DC 2007 Annual Division meeting. This amazing 84 year old member of IAAP was a joy to be around and listen to the stories she had to tell.

Anne is a current member of the District of Columbia Chapter- IAAP and served as past DE-MD-DC Division President in 1961 & 1962, then served again from 1972-1974.

Her pin scarf is decorated with not only IAAP pins.. but PSI pins.. from all over the country. They were as colorful as the suit she was wearing Saturday..and as sunny as her personality.

Here's some of her story. When Anne left college, she went to work for Dow Corning Corporation- and worked with them, including an office opening in Florida. She had to learn a skill back then, which is vital to today's workforce! Speaking Spanish!

But first.. guess what..??!! Anne and I went to the same College! Mary Washington College in Fredericksburg VA! It is a very small world. Just goes to show ... you never know what fun stuff you can learn about when networking with other IAAP members!

Anne went to work for American Red Cross Home Service and stayed through WWII, and when the war was over went to Labor Management Corporation in DC and worked with them through their office move to Prince George's County. It became too far of a commute, and she resigned and hasn't worked in the field since that time. She says, " It was time enough for me to relax."

Absolutely cool...

General Session & Business Session

2007-05-19T15:20:00.000-04:00

Sheila Coggins CPS/CAP gave our keynote speech at the General Session this morning. She is a former Past President of the Georgia Division and a current candidate for International Director -Southeast District.

We had a full & long session. At the end of the business session, the update from the International Board of Directors at HQ was presented by Tamra Goodall, CPS/CAP-International Director-Southeast District.

Parliamentary procedure was followed and lots of conversation.

More later.. K.

First Timers Orientation- 2007 Division Annual Meeting

2007-05-18T18:47:00.001-04:00

Just completed the First Timers orientation. It's kind of a misnomer because I had actually attended the 2001 or 2003 Virginia Division meeting back when I belonged to the Roanoke Chapter.

Basically this is a review of the lay of the land or what the expectations are of members in attendance.

It gives the newbies the opportunity to ask questions about the business sessions and generally get the lay of the land. Today's session was presented by Past Division President,
Roberta Miller CAP, and current International Southeast Division Director, Tamra Goodall CPS/CAP.

According to the registration, there were approximately 50 first time attendees.. These are the attendees that have never attended a Division Annual Meeting. We had about 30 folks attend the session and it was great for the back and forth... actually more of a group discussion rather than a didactic session.

Very nice. Lots of Capital Chapter members attended.. I think I counted 6 or 7 of us.

Also noted that the next Annual Division meeting will be held in Newark, DE hosted by the Delaware chapter.

Now... it's time to head off to the LUAU!!!!

From the 2007 DE-MD-DC Division Meeting

2007-05-18T14:40:00.000-04:00

Just a quick note.. We've got a full SOLD out house today for the Division meeting. Just at 200 registrants.

The sessions have been well attended, the Hospitality Suite hopping and the Luncheon - though long- was great.

good food, good company and great speaker. Dr. Lenora Peters Gant.

Key thing to note... There were two member in attendance that had more than 50 years membership in IAAP.... How cool is that?

More later- Kemetia

2007 DE-MD-DC Division Annual Meeting

2007-05-14T21:34:00.000-04:00

Well, I know Pride.. can be a sin.. but.. can one be PROUD?

My chaptermates for IAAP have worked long and hard-- and including our fantastic Associate Members... getting us ready for the big meeting weekend.

One of the skills that has emerged-- and I'd say, for the majority of us, is a finely-honed skill of detail management and time management.

We all have busy lives, caring for children, grandchildren, parents -- or just needy bosses.. Plus, we have obligations either to other social organizations or our churches or synagogues..... Add to that .. birthdays, Prom Season, Mother's Day.. College Graduations... graduation parties.. weddings.. baby showers.. you see where I"m going.

Key to the success for our team- was the ability to not OWN a specific function- but for us to hand off- when necessary.

In otherwords, Ask for Help... Admit when we were needing help, Saying No.. can't do this week, but I can do that week.. etc...

The respect among us that we recognized and understood all of individual obligations as employees/parents etc and there was no finger pointing that I'm aware of.. We just passed stuff like HOT potato as we needed... and it was a beautiful symphony of work...

I am so proud of Capital Chapter Members.........We Rock!

Division of Labor- Labor of Love (?)

2007-05-08T22:49:00.000-04:00

What do these two phrases have in common?- Division of Labor and Labor of Love

Well, when you think about Division of Labor (hereout called DOL), one thinks of many hands pitching in to help on a project in one fashion or another. When one thinks of a Labor of Love -- it conjurs the image of an effort made to complete or succeed at something that does not necessarily have a monetary reward at the end of the effort.

These two thoughts come to mind as my IAAP Chapter prepares to host the 2007 Annual Division Meeting for DE-MD-DC Division in the Southeast District. This has indeed been a fine example of the Division of Labor..(and we'll visit this some more later in the blog) and what is a labor of love.

let's visit the DOL first-

Division is the key word here-
As chapter members- we avoided division (small d) and supported the Division (big d).

Our efforts as a chapter within- involved division of labor to cover the unending number of details to make this event successful. Sometime DOL caused delays.. more hands in the kitchen as it goes...

Now for the Labor of Love.. well.. Hell.. would anyone normally sign up for this many hours of work without wanting to see some kind of $$ at the end of it? I don't think so, Skippy. Fact is, whenever someone chooses to VOLUNTEER.. they are inherently stating.. "This cause is important to me. I choose to invest my time and my energy into something that will provide an INTANGIBLE return to me at some point... whether it be good kharma, building up leadership skills, helping out a friend-knowing they'll do the same for you in the future... any of those things.

It's a late night ramble.. I confess. I've been having loads of dreams.. some so weird--I'm afraid to mention for fear of being committed to a ward... but I know it is all related to both of these issues.

DOL- It applies everywhere..

Home (-See getting offspring and/or spouse to help with Laundry Room and Bath)

Work (- How many admins does it take to change a color cartridge toner in a super advanced HP Colorprinter... or, decide on a flavor of birthday cake for an office party?)

Personal-- We don't usually get hair, nails and waxing (I'VE NEVER DONE) in one sitting... do we? Of course NOT! This applies to another Division.. called, Division of Paycheck... but hey.. that's another Blog all together.

note: I'll be posting a blog during the May 17-20 Division Meeting -Which is SOLD OUT!! --- but remember.. these are my personal viewpoints... and don't necessarily reflect any opinions of my chapter or chapter peers.

GOOD luck to exam takers ...

2007-05-04T12:48:00.000-04:00

Good luck to all the folks sitting for the CPS/CAP exams tomorrow.

And, to those of you who are taking coursework this semester.. Best of Luck on your final exams and papers...

Be proud of the time and effort you have invested into professional and personal development!

Administrative Professionals Day- 2007

2007-04-23T21:36:00.000-04:00

Happy 1st Anniversary to the SuperPPN Blog- which was started in 2006 just before Capital Chapter held its annual APW Brunch Cruise.

I'm pleased to report a wide-readership and although most folks comment.. they do not comment directly to the blog. I was also pleased to be able to report information from a more personal perspective - from the IAAP International meeting in Reno last summer. The purpose was to convey some of what happens at International to folks in my chapter and elsewhere that could not attend. I hope to continue the effort this year.

A quick note about the word- Professional. What does it imply? It implies plenty.

To me- it means that when an employee is professional, they:
1. Show up to work on time
2. Show up dressed in business attire as required by their employer
3. They don't indulge in gossip or stirring the pot in the workplace
4. They are willing to learn new tasks
5. They pursue educational and career development -either on line, by reading, by joining a professional organization, by taking classes, by asking for new projects at work
6.They fess up when they mess up. This is a personal favorite. It's a sign of maturity and responsbility. They also work with others to correct the mess if they can.
7. They encourage others to learn and grow
8. They are realists or sometimes optimists..but they are not pessimists
9. They have superb manners
10. They ask questions to get as many of the details ahead of time for projects

So tomorrow, I'll head off with one of my newest networking peers to the American Red Cross in Washington DC, where the APW Briefing by satellite will be broadcast. We'll network with other administrative professionals and share the pride in our profession.

(And then.. I'll take the weekend to celebrate my birthday! hooray!)

Enjoy Administrative Professionals Day- Everyone!

It's Better to Look Good, Than to Feel Good- Part III

2007-04-18T22:47:00.000-04:00

I had another experience recently. which made me want to continue visiting the theme... It's better to look good, than to feel good.

Washington DC may be the biggest little city you've ever experienced. And if you have ever worked in DC- Well then, you inherently know the main facets of surviving the workforce in this area, which are:
1- Everyone knows everyone. It's a very small city, and people make it their business to know your business.

2- Image is EVERYTHING. No kidding.

Here is what got me started on this tear - Picture this, if you will. (DC Area workers will really appreciate this.. but trust me.. it can happen anywhere.)

Beautiful young lady.... Dressed impeccably- Very sharp....

Absolute FILTH... spewing from her mouth ( I think I did mention this in an earlier blog..) while talking on cell to what I imagine must've been her best buddy.
And I mean, every nasty hardcore profanity you can imagine.. a true invective about whomever ticked her off..

Now- I guarantee I will never forget her.. this crazy schism of polish and potty mouth. I bet few people on that early morning - very quiet, otherwise, subway ride will forget her either. You see, in DC.. most folks sleep on the way into the city or doze or read.. it's very quiet except during tourist season. And, See Point #1- Everyone knows Everyone.

So- this gal gets off at a major stop, and heads into a well-known VIP office building. Some lady visiting from out of town, riding the Metro for the first time. She's not thrilled about riding in with Ms. Foul- Mouth..but.. just happens to be going to the same building. Thirty minutes later- this lady walks from HR to meet her staff -- you see -she was just brought on as EVP for HR. When she enters the conference room, she begins to introduce herself... and guess who is there? Ms. Foul-Mouth.

Think this is a bunch of baloney???

Well, let me relay one more story.

Driving my daughter to daycare.. about five years ago. Several cars with parents.. all in a hurry to get their kid to the daycare and dropped off. Not necessarily the most polite driving headed down this road.. maybe a little tailgating.. So the lead driver flips the bird.

Bad career move.

lead driver = Daycare teacher
following driver = parent whose salary pays said Daycare teacher
unemployed = daycare teacher

Get the point.

I'm not saying, "Don't vent." I'm saying --Be aware of your surroundings. Vent somewhere safe (preferably your HOME..) and vent to someone that does not work near you, in your building, your company OR - your industry.

It's very hard to look good.. when you sound like a post-nuclear Olive Oyl (sp?) with whiskey-enhanced potty mouth in a public location. (Of course you can't really look good at all - if you look like Popeye's gal anyhow.) But I'm sure you understand where I'm going.

We're all human... and we do human things. We get frustrated. We curse. We slam file cabinet doors. But, hopefully we never have to recover from a gaffe like this gal in the story above.

Maybe this particular posting will give pause to folks to think about their behaviour, their use of language, how they come across..when they think no one is paying attention. I guarantee you.. someone is paying attention, whether we realize it or not.

It's better to look good, than to feel good, Part II

2007-04-10T21:48:00.000-04:00

Today's quick post reflects on looking good rather than feeling good -- part II...

Specifically-- hiding your nerves during a presentation, an interview, a tough time etc.. Looking polished when hosting a major Board meeting your second week on the job... Remaining calm when a peer or your boss gets canned just weeks before your review... those sorts of things.

Now, I will be the first to admit. I have the de-facto WORST poker-face on the planet. I couldn't hide an emotion if I owned a grave to bury it in. However, with time and experience have come a few tried and true tricks to help me at least look good on the outside, while having a major internal voice or voices, in my head debate on the Inside.

DO:
1. Cut back on caffeine. I love coffee .. no really, love coffee. But on days when I have major events, or major work with groups.. I cut back significantly on my caffeine intake. The adrenaline from the event makes up any lack of energy I may have encountered without my daily espresso. It also (believe it or not) helps me keep my mouth shut.

2. Go to bed earlier.. Yep. I know.. Look at me .Typing this at 10pm. But seriously..at some point, cut your losses and set your alarm for an earlier start time the next day. Your body will appreciate it.

3. Have your favorite/'I am lookin' good and feelin' saucy' suit cleaned and ready to go ahead of time. Maybe for the gentlemen, treat yourself to a really sharp tie or set of cufflinks. We all know we have clothes that we really love and we feel great when we wear them at work.

4. Review your task list and print YOUR bosses calendar and your own for the next month. You just know someone will try to schedule something when the calendar is not handy.

5. Always.. Always.. Always.. have extra copies. (Even when your boss tells you NO extras.. politely agree, then print at least two.) It will LOOK good when the chair of finance committee doesn't have their copy AND back up a copy of the Board Book, presentation or any other important document to a plug drive. You'll be glad you did.

Don't:

1. Do not decide to send an email to a family member or friend, co-worker or to that neighbor that let's their dog use your yard...the evening before your presentation.... that you KNOW will stir trouble. Trust me.. it will be on your mind all night.

2. Do not decide to try out any of the following: new shoes, new hair cut, new color nail polish color, new font on a presentation.

3. Do not skip breakfast- eat some toast or a bagel.. and have some juice or milk with it. Don't go with the greasy breakfast sandwich.. as yummy as they can be.. you just know part of it will end up on your suit.

4. Don't forget to breathe.... sounds silly but true. Take a few deep breaths before heading into that meeting or that conference. It does make a difference.

5. Don't forget that it's ok to ask others for their help.. and the sneaky way to do it right in the meeting is to open up the floor for questions or phrase it like this...
[Scenario: overcrowded conference room... looks like there are no options. No iother space available in the venue.]

1. You can acknowledge the overcrowding to the attendees. Then ask the banquet captain if they have any suggestions for room set up that might help ease the crowding.

2. Ask your attendees.. point blank. "Looks like it's too tight in here for everyone.. does anyone have a suggestion - Would anyone mind if we took out some tables?"

So.. being direct and proactive --even if one is understandably stressed on the inside is one way to look good.. even if you aren't feeling good.

Please send your suggestions.. I'd like to post them.

PS. We're one week away from Administrative Professionals Week.. Which will be the 1-Year anniversary of this blog! Hooray!

Looking Good vs. Feeling Good, Part I

2007-03-29T20:53:00.000-04:00

Anyone over 35 probably remembers the Fernando Lamas character that actor Billy Crystal portrayed on the t.v. show, Saturday Night Live. The character's key phrase at all times was.."It's better to look good, than to feel good."

The topic I'm addressing today.. is work attire, clothes for the OFFICE... which is a very touchy - icky subject that will bring out the best of MEAN in everyone. (Anyone who says they have never judged someone's work attire may, in fact, be the world's biggest fibber.)

Of course, business attire is driven by several factors:

1. Your workplace could have a dresscode

2. The climate of the city and/or of the company where you work

3. Age of the majority of workers

4. Type of work

I mention this because.. well, I wanted to wear a nice new pair of shoes (espadrilles) to work. They are trendy now.. and usually worn without pantyhose or any kind of sock. HA! Not only am I still recovering from this episode (see my earlier blog about the conference I attended) but were they really appropriate for work?

Yes.. of course they were. What wasn't appropriate (or actually was more humourous) was the way I was limping in agony at the end of the day of wearing new shoes. BUT.. man, did they LOOK good...

I don't consider myself a conservative..but I do take issues with young ladies dressing like they are at the BEACH. Tank tops and flip-flops are my peeve in the workplace. These people are not working a sno-cone stand at Atlantic City!!!

For God's sake.. when did Corporate America approve the flip-flop as a work shoe? And, older working women know how hard it has been to even be taken seriously as an admin, much less an astute business partner in the workplace. Along comes Ms. White blouse with no camisole! showing the company her assets.

Frankly, if the worker is trying to find a mate.. I say, do it on your own time... trolling at the office is a no -no. (And an entirely different topic!)

No. It's not jealousy.

Listen, I've been there. Once (not terribly long ago), I was a young 20-something cute, SLENDER employee. I wore more fitted clothes then, yet they COVERED my body. So I've had my heyday.. it's not about being jealous of younger workers. I think it's more of a wishing they had some self-respect and DIGNITY about what they show up wearing at work.

Of course, if you work at a resort.. duh! your attire may be more casual. If you work for a top 100 law firm? on Wall Street? I suspect the work dress code is more formal and probably enforced. I think it sends a mixed messages to our school-age children that we set strict rules in school but they come to see Mom or Dad at the office and one of the folks at the office is wearing pants that deliberately show their thong. AIYEEE!

Ok.. enough ranting.. but I hope my point is taken in context. Nothing wrong with being comfortable (note, I'm wearing flats the rest of this week.. ), but how about upper management pulling these folks aside in private and asking them to bring their career wardrobe up a notch... If you are a brave, feisty, crusty old-time admin.. please .. put the scare in these young ones, if you haven't already. They may not care. They may complain. Yet, I know a few of my peers out there who do not worry about stating their mind.. so I guess I'm counting on your help in my crusade.

As Chris Rock would say, "Ya, hear?"

Getting Permission to Use Materials from this Blog

2007-03-29T20:44:00.000-04:00

Please contact the author of this blog before citing any material from it. If material is used from this site without permission, then that is plagiarism.

Your cooperation is appreciated.

Representing Your Firm at Functions

2007-03-27T22:19:00.000-04:00

Today, I had the opportunity to represent IAAP and the DE-MD-DC Division at the Office Depot Success Strategies for Women Conference, along with my chapter, President., Pat. The conference was focused at small businesses and women-owned businesses.

We had a display, a table WAY back in corner at the bottom of the stairs and loads of stuff from HQ, our own chapter and materials that the Baltimore Chapter provided. It was, I'm sure, a much longer day for her.. as I only stayed until 12:30. But in the short space of 3.5 hours, I learned so much.

Lessons learned when representing your firm, or in this case IAAP at an expo or event.

Know your attendees. What about their business ties into IAAP?
Know your firm/or in this case.. IAAP. - Many folks had never heard of IAAP... but once Pat started talking.. she made a very convincing case for the important -front door- role that many admins play for vendors... either in allowing them in, or keeping them out!
Eat first. I admit.. I ran late.. and man, I did not have enough food in my tummy. It's hard to focus on visitors if the table across from you is holding the bagels and you haven't eaten. Trust me.. the visitors can tell.
Be clear and consistent about the message. Why you are there;what your company's role is in the conference; what benefit can your company offer visitors
BUSINESS CARDS! I cannot tell you how vital this is. So many folks did not have enough cards. How can you network without them.? The IAAP HQ Website (www.iaap-hq.org) has a template for members to create their own card. So even if you don't have a company card, (many companies do not provide them for their administrative staff) you'll still have a professional contact card to provide.
Listen. Listen to the people who stop at your booth... If they've taken the time to stop and ask questions, don't try to pre-empt them or guess where they are going. Not all visitors today were looking for admin support, though many of our chapters have job boards, and so does International. Many of these entrepreneurs wanted to know how Admins communicated and referred business;they wanted to know about Associate membership and how it could benefit their company.
Never commit to a dinner or social event the night of staffing a conference booth. I promise.. you won't be good company and the first thing on your mind will be getting HOME! I made this mistake today..and I am paying for it! Man! My feet are killing me and I didn't even work the whole day!
Lastly, take good notes on the business cards handed to you and regarding potential marketing for your company. Make a brief report and email it to relevant folks about why it was a benefit for you to go and how your company could gain business or gather educational information.

I'm beat.. but I wanted to share my thoughts quickly before I fall into bed...

Managing Appointment Schedules? What About Yours?

2007-03-18T09:59:00.000-04:00

Administrative Professionals, I estimate, spend about 30% of their worktime invested in scheduling their supervisor(s) appointments, meetings and travel. Most of the successful executives I have worked alongside have also scheduled in or "blocked in" time for themselves to either invest in personal healthcare or attend an important event for a school-aged child.

Although some might find it abhorrent -the need to schedule time with family or a haircut, some admins believe they shouldn't have to schedule personal time for their supervisor. Puhleeze. I have a theory about this.. and I'm about to cut it loose.

Is this a resentment because we can't even schedule these items in for ourselves?

Now,.. please go easy on the flaming me.. for this post.. but my honest request is that you think about it..before responding.

Yes, truly, it is much easier for executives or salaried staff to pull of taking time for non-work related appointments because either they have no one to track their time away from the office OR, they do not have to use their personal leave for these appointments. That is not my point.

My point is.. if you need to take time for yourself for whatever reason, here are a few suggestions on how to approach this in a professional and appropriate manner.

At the beginning of the calendar/financial year or hopefully several weeks before (whichever is the kick-off for leave renewal at your office) make a list of all the doctors appts you will need to schedule that year, including those for your children or parents if you are taking them
If you have school-aged children, get their school calendar and make note of all the dates they have off. Remember, not all companies observe the same Federal Holidays as school systems, do and ... vice-versa.
Holidays. Are you planning on taking time off to travel? Hate to plan that far ahead? Well, it's easier to turn leave back in, than to never get it approved at all because you were waiting for some issue to resolve before requesting it.
Professional Development- Now, Of course you are going to take time for personal development.. right?! Ideally, this should not count against personal leave. But let's face-it. Not all companies are that progressive for non-exempt and/or administrative support staff. Be practical here. My preference is to put the request in very early..... but not before I look at the company events and/or bosses' travel schedule.

If I know that there is a major event or it is crunch for budget time, I'll review my options carefully. Is this a must attend program for me? Is there a peer I work with that is willing or able to help me prepare meeting materials ahead? Are there any tasks I can pre-schedule and resolve before I want to be out, as to assure my manager that even if they approve the time off, everything will be covered. Use this carefully... and I've said this twice for a reason.

Many managers will admit to wishing they had "their" admin available the day before, day of, and days after a big company meeting. So if you know that your supervisor is a last minute, needs you nearby -type.. I'd suggest rethinking your appointment.

Taking the "tuff**** for them "- approach defeats the professionalism of our trade. Of course, communication with your supervisor is the KEY! here. And, I'm not talking email. Get up, go talk to them or get on their calendar (this covers your tail when they say they don't remember talking about your request!).. It's always good to check in with your supervisor to let them know.. not about your personal life, but to let them know that you are thinking ahead and planning appropriately for time off.

Of course, unscheduled time off is a topic to save for another blog. The point here is that your physical, mental and spiritual health are just as important as any supervisor.. maybe moreso.
Keeping your health appointments, your kids' appointments will not only be good for your health, but will limit how much time you may need to take off for unscheduled illnesses.

How do you define your "Equal"- in the workforce

2007-03-06T21:19:00.000-05:00

I had an interesting conversation with a friend recently. She is not in the administrative profession, but works for a mid-size consulting firm. The topic came up about defining an equal. You know the expressions we've heard- "He's at the same level as his peers." or "She did not consider the data entry clerk to be her equal."

What does it mean really? Are we trying to define a peer? Or are we referring to financial equal, status equal or seniority equal?

In terms of the administrative profession.. this can be a HUGE cowpie....because we all know.. though we may not voice it aloud.. that Temps are NOT our equal. Or, are they? What are we measuring them against?

What about the different levels of Administrative Assistants you can read about in the Sunday classified listings? What differentiates a Admin Asst. I, Admin Asst. II or Senior Admin Asst.?

When one reviews the labor department definition of administrative assistants or administrative support staff-- it can cover the gamut. What do these mean to you?
My understanding is that the job titles are set to differentiate on two levels- One- skillset and Two- Experience and Education level.

Now, I could be wrong because I haven't had time to dedicate to really research this very well... but I have found it fascinating that in a large firm, from my own experience - that there can be an organization chart (read: pecking order) within the administrative support staff, generally based on the importance and level of the person(s) or team being supported. Also, factoring in... any supervisory duties held by that admin, official or unofficial. So the unspoken rule tends to be that the Exec Asst. to the CEO ,Office Manager or Director of Administration is the lead admin whether they have official supervisory duties or not.

When I reflect about how I would define my equal- I think of years in the profession.. not necessarily title and skills. Someone who supports five physicians in a surgery department for seven years certainly has more tolerance than I would, but also has a completely different set of skills -required for a medical or hospital setting. Nonetheless, we would hope that their salary would reflect the difficulty of the position and the time logged on the job.

Whereas, we may encounter another scenario this summer. Young college graduate, knows html, knows the ins/outs of webcasts and digital media. Not a lick of experience in data entry, scheduling board member travel or supporting a CEO. Comes in as a temp-- and then brought on full-time to support another team VP at 10k more a year than you make. Ouch. How do we reconcile that?

Are they a peer or an equal.?

Yes, it's important not to define ourselves by our job title or by comparing to those around us. If we are honest, we know that we have all succumbed to stewing and reviewing this scenario at one time or another. I think this is one of the reasons why I enjoy being in IAAP so much. There, we are equals. Equal in our efforts to improve and educate ourselves about matters relevant to the administrative profession. Titles do not seem relevant there. We are all IAAP members, and some of them may be peers in supporting supervisors in the same work arena (legal, university or different locations for the same company.)

Just some food for thought.

Networking is not just for Executives

2007-02-22T22:30:00.000-05:00

Networking is not just for Executives...

If you are in IAAP.. the first place to network is IAAP meetings.. not just your chapter.. go to other chapter functions.. even attending the International Meeting OR- writing on the message boards.. all of this counts.

Many of you already know this information and have great skills and verve. Me? Well, I'm a born schmoozer. It's in my blood.

Seriously though, let's take a look at how staff in administrative support positions can network better.

Here are some suggestions.

1. Sales calls. If you have time, at least trade cards even if you are not interested in making a purchase. Instead, use this opportunity to introduce the sales rep to IAAP and the benefits of what an associate membership could do for them or their company.

2. Board Meetings: This is key! Be certain if you are setting up or helping to coordinate board meetings for your company or for a group that you volunteer for- say your college, get business cards and.. THEN get the contact info on their administrative support staff.

3. Get to know your Associate members in your chapter. Learn about their business. Send business their way. Be certain that they have YOUR contact information.

Here are some contacts that I have made an effort to distribute my card to-- or even email just to establish some business relationship:
-Local Temporary Firms.. all of them.. but always respect that the associate members of your chapter/Division are first and foremost.
- Local business and trade magazines.
- Local sports teams- from the Professionals to the Minor Leaguers.. it doesn't matter... Call the main number, and ask for the assistant to the President. Go from there.
- Local restaurants- the one you are always calling in reservations for your boss. Stop by and drop off your card to the manager-- NOT during lunch of course.. Take a minute to discuss IAAP. How many members your chapter has...etc. They are always on the lookout for more catering/ event or regular business. Introducing yourself can rsometimes help out the next time they are overbooked.

4. Attend social functions! Of course, you can squeeze at least ONE of these into your year. By social function, I'm not talking your sister's baby shower.. although that's not a bad networking opportunity either. I mean, check out a group you'd like to volunteer for or have an interest in. Do they host a gala? Or, a fundraiser? Ever consider offering administrative support on your off time... just for day or two? Longaberger parties, Tupperware.. bring your business card to all of them. These connections matter.

Lastly, I have a favorite I want to share.
Local schools.

Every year, I take something to my daughter's school for the admin staff on Administrative Professionals Day. I wear my IAAP Pins on my suit and I make a point of acknowledging them on APW day when their school principal is in view...if I can. I email each one of them and thank them from one admin to another. Believe me, coming from a peer.. it means more than you or I realize.

Please! What tips do you have for networking? If you send them.. I will post! I promise.... .

----------------
On a personal note: Ladies and folks who have ladies in their life that they care about deeply.. Please schedule a mammogram or encourage them to schedule one...

This year alone, I have three friends and two peers that have been diagnosed with Breast Cancer. It may be uncomfortable for a few minutes.. but it can be life saving. Thanks. kf.

Sheryl Crow's Words of Wisdom

2007-01-19T22:13:00.000-05:00

A quick note to readers and friends tonight..
As Sheryl Crow would say..."A change would do you good."

So I've updated the blog a bit.. and changed the name to reflect a kinder PPN.. instead of being a Paid, Professional, Nag.. I've changed it to be a Paid, Professional, Nudge. For those of you who know Yiddish.. it's spelled Noodge.. but it means to give a small push or shove to someone or something to get it going...

Isn't that what we all do, each and every day? Keep 'em moving: the bosses, the documents etc..

Hope you like the changes.. AND the addition of the Capital Chapter logo.

Learning New Tricks

2007-01-08T23:36:00.000-05:00

Ever have one of those "Dawn breaks at Marblehead" moments? One of those moments where you have that internal conversation with yourself, saying.. "duh" I get it."

Any career path has them. Perhaps it is the moment you realize your new boss is younger than you are... (always a tough first.. and I don't believe you if you say you don't care.. you are LYING! ) ha ha. Or, maybe it is the day you suddenly realize that you are, indeed, at a key point of your career.. either willing to learn new things to keep up or you are not.

It's been interesting because in my current position in the IT world, the job requires not only a great grasp of technology vocabulary, but a new working-world view, big-picture view--of just how important business systems are for corporate America.

Up until 3 years ago, I was the typical employee (known in tech support world as an end-user. (Please, dont' go there.) I really didn't know the verbiage.. I only knew that the program I was working in.. either froze, or kicked me out or I'd get a blue screen of death message... or even more embarrassing.. forget my timesheet password and need to request a re-set.

Of course, these days.. I'm on the helpdesk side of things and I have a whole new perspective..and a customer service advantage... because I've been that caller who is taking heat from the boss to get their system back up and running (critical to the boss..but NOT critical to the network folks.) It means when I take a call off our line, I am now more sensitive to the payroll staffer, more empathetic to the admin who is serving as a proxy for their supervisor's expense report, and more savvy to hardcore number crunchers and programmers.. who live to find any or all of the smallest issue they consider to be a BUG in our system. They actually spend time testing our system with plenty of test cases. And, though sometimes it can be irritating, I've learned that our engineering staff really loves those folks because sometimes they discover issues that would have never been found.

But career growth is what I thought I was focusing on.. how little did I realize I was dragging my feet.. metaphorically stomping my feet like a petulant 5-year old with the phrase in my head..""but I don't wanna take on more.. .." waaahh.

And I discovered it when my immediate supervisor asked me to take on more duties. Learn more, be more involved, take risks. All along, I thought I already had been doing these things.. and I had... but reluctantly, even grudgingly... And, why? Well, I imagine it was fear of failure or fear of looking or sounding stupid.

So my a-ha moment came... and unbeknownst to me, my supervisor was listening in on my call (yep.. they really do check calls for quality assurance..) and happened to mention it in one of our staff meetings. How I'd really picked up the pace and started to take on the more challenging calls without reverting to engineering or developer backup. I never even realized I hadn't been trying to do that all along. I was on cruise control, I suppose.

Receiving that feedback has been crucial. It has made me look at the job description I was given when hired and honestly determine if I am taking on all the tasks I was hired to do. How sobering to come to the understanding that this company has allowed me more than a year to ride the learning curve. Pretty unheard of in the typical administrative assistant positions. Now the key is .. how far will I take it?

I hate the cliche --you can't teach an old dog new tricks , because I've always felt I
a) was not an old dog and b) believed I was always willing to learn new tricks..Or in this case new skills. So I've decided to take an approach I learned from a Rolling Stones song... Can't Always Get What you Want..

I've interpreted it to the administrative workplace- from my own wacky perspective.

Lyric (my thoughts)

You can't always get what you want ( read: recognition, really long lunches, cushy no brainer job, big raises...super funny bosses)

but sometimes, you just might find.. You get what you need

(read: you have a job, you are learning new things (how to deal with software, people and patience with customers on the phone you can't believe!.. and these skills provide what you need and may provide just the experience you need to move up and on.)

Could you be that person.... the one that liked things the way they were always done? the one that just wishes things could be like they used to be... Only you know the answer.

A Leap of Faith.. Part II- CPS Exam Results

2006-12-23T14:12:00.000-05:00

As promised to all...

My Certified Professional Secretary (CPS) exam results are in.. and

I passed!!!!!! Yippee..

I am so excited.. if I can do it.. certainly my peers can..

Emotional Maturity in the Workplace

2006-12-11T23:13:00.000-05:00

Could you see this one coming? Bet, not! I've recently encountered two events that have changed my perspective on co-workers. Both--- so jaw-dropping, that I had to stop and write about them.

The first issue involves staff that steals.. right in front of you.. unapologetically.

The second issue deals with how to confront competing directives from the senior management.

Now... so I don't lose my job writing about this.. I want to be general about these events because I am CERTAIN that they have happened in all offices and not just mine. But the topic is emotional maturity.. and what I mean by that is.. How to take the High Road even though we want to scream about the situation the minute it occurs or at the person that plucks that last raw nerve.

Well, folks.. hate to tell you.. but it isn't easy.. nor fun. However, it is imperative for remaining employed and having a relatively calm work environment.

So, here's what I've tried to do- even though my anger was completely justified. (sure..it was...)

Excuse myself, immediately from the room, the situation, or from being emotionally present. Take a walk, a deep breath, a daydream about where I'd rather be at that very moment. Talk to myself- (probably best done in one's head instead of aloud...) and remind myself - How important is it really?

Once calm, either I'm able to drop the issue or ignore the person. Or, I've had a chance to put my comments into logical and relevant commentary which I can deliver without being an ass. It goes something like this... in my wacky head!

"Mike, I would like to know what you were searching for in my desk drawer. Can I help you locate something?"
( like your ever-lovin' mind?) "I ask because I really consider my desk to be my private work area. "
(and if you mess with my stuff it might make me get ugly... )

So when Mike tells me he was looking for some gum he knew I had.. I politely respond.... "Mike, just ask next time. Thanks."

See.. just have to keep the feisty part -- to yourself.. while smiling and let the professional side do the speaking.

And it's amazing..having all these people compete for my work and worktime.. so here's how I handle being in the throws of my overwhelming competence in the midst of competing requests from Senior Management.

Quit.

Syke.. just kidding.

Seriously, I confront it head on..

"Sorry, Boss #3- Boss #1 just asked me to finish this, this and this by 3pm. . Iknow your work is very important and I can understand why you want me to stop right now and take on your project. ( and here's what slays 'em) -" I"ll just step into his office and interrupt his meeting to confirm that it's ok for me to move your work to the top."
(You should see serious backpeddling at this point.)

Or a better and more politically correct way to handle this is to keep a numbered list of tasks. Show them the list. Now, show them ..as you add their item to the bottom of your list. Let them know you'll try to move it up.. as time permits.

This, my friends, is known as being a mature worker. Not always measured by age in years... but the sheer ability to repress ones utmost anger and sarcasm so as to appear helpful and as team friendly as possible.

As Morris Day would say. "this dance ain't for everybody.. just the sexy people."

Taking the Initiative Or Being taken Advantage Of?

2006-11-20T23:52:00.000-05:00

I recently began having this debate inside my noggin about the pros and cons of taking initiative. You may have had this argument with yourself or a peer or even a family member at one time or another. It tends to go like this:

Pros: Taking initiative shows that I am motivated; it shows that I care; it means I am a natural leader and like to get things done

Cons: (note the semi-petulant resentment -but really unintended that creeps into this thinking)-
If I do this, then they'll only want to give me more work; No one else takes on the holiday function, why should I?; Why should I take on more work if I'm not going to be recognized or paid for it? Or, worse yet, on my review- the taking initiative effort that I thought was so bold, shows on as-this employee lacks focus and tends to take on too much! Arggh.

It should come as no surprise to anyone in the administrative field that we pick up alot of the " social duties" or " administrative tasks that used to be "inefficient use of management hours."

What's the solution here?

If an employee declines additional duties, they could be perceived as a non-team player or unwilling to learn new things. If they do.. well, it will require more streamlining and organization.

Here are some suggested approaches to get a clearer picture of where you stand as an employee when you begin to feel like you are Performance Punished instead of an Appreciated Achiever.

1. Rely on the face-to-face meeting with your immediate supervisor.
Be sure to take time ahead of the meeting to list out your critical, paid for duties; the new duties you like to learn or are learning and the duties that are nowhere to be seen in your job evaluation. CRUCIAL: Watch your timing on scheduling this face-to-face! Don't schedule it right after your supervisor returns from travel or a new client is coming on board. Be sensitive to their schedule(s).

2. Make a list of what duties are in your current description, and keep a daily record of what you spend your time doing.
If you spend more time ordering supplies than cranking out critical documents, you already know the issue. Be sure to take this with you for your meeting.

3. Make a list of the duties outside your job- the staff interruptions and requests that cost you time from your work.
Address these with your supervisor. Ask them clearly and directly, " Are you ok with me referring so and so to another staff member for assistance, because I feel that dedicating time to their request takes away from time critical tasks?"
The answer you get should clarify this.

4. Be savvy to the sabotager..
Now,... I try not to complain or be paranoid.. but there are co-workers that despise someone with a positive, can-do attitude. Intentional or not, they will find a way to throw kinks into the work armor. Are they constantly asking about what you are working on or asking your opinion about the company president? Chances are.. they aren't asking because they value your opinion.. they are gathering evidence under the guise of caring. You don't have to be rude to them.. Just say, "I can't talk right now."

I have encountered at least one of these folks in every company I've worked at.. I call them Gordon's Fishermen. You know, the old salty sailor, Gordon's of Gloucester on the fishstick box.... they are fishing for information that has NOTHING to do with your work nor theirs.. Cut the line and head to shore .. getting away from these types fast is your best bet.

Lastly, take an emotional measurement of your supervisor. Are they mature enough to allow you to be honest? If not, you'll have to couch it in terms of "what's in it for them.. ".

For example, you've been asked to plan the going away party for a staff member. (This is undoubtedly the most landmine/cowpie laden duty of any admin!)

With my supervisors, I've learned to ask. What exactly do you need me to do? Just book the restaurant or does it include, getting card & gift and inviting outside clients or guests? Make sure you are clear on their expectations. That way you know if you go above and beyond- It was purely your choice. Make sure they know how much time you'll need to do it, and include the list of what your current work due is...

I suppose the whole thing comes down to setting expectations, yours and theirs.

I learned this lesson when setting up a department holiday party many years ago. I believed my boss was too busy to be involved;did all this extra frou frou work; the party did not go as planned- as the entire staff -except yours truly, was back at the office having a very real working meeting that went over. One hour after party should have started and no one had made it there yet... I left the restaurant- left the decorations and came to the office... but by that time we had missed each other. I was infuriated. How dare they be late to my party.. Uh.. hello??.it was the company party...and they were at a company meeting! Later they called me and asked me to come back to the restaurant.

One very smart boss from another department stopped at my desk and as I relayed my outrage.. he had the nerve to smile! He stated.. "Well, Foley.. you made the mistake of caring." His point being that I took it too seriously and invested way too much value in work that did NOT pertain to my daily duties nor anything that would show on my review. He was right.

So now, I ask alot of questions. But also don't beat myself up if the holiday function is not Food Network- worthy. It's not my job to make it fabulous.. it's my job to schedule it and show up.It's the restaurant or caterers job to make it fabulous.

We all have different styles and so do our bosses. Communication is KEY.. So whenever I begin to feel that pinprick or lead brick! of resentment, that I'm busier than others or realize after the fact, I've taken on too much.. I schedule that face-to-face meeting pronto! with my boss and re-prioritize.

Taking that action shows initiative and sets the boundaries. Definitely (at least temporarily), shutting off that argument in my psyche! And demonstrates to my supervisors that I know what is important.

What has worked for you? Do tell.