Professional Assistant Blog

SEPTEMBER 24, 2007

Home About Me Advertise Why Lock Your System at Work? By The Professional Assistant on Monday, September 24, 2007 Filed Under: System Security D o you feel that your colleagues might do something through your computer? and then our computers automatically lock, which is a good back-up system. Our IT Department have set 20 mins.

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Professional Assistant Blog

SEPTEMBER 27, 2007

Home About Me Advertise 7 Steps to Improve Your Filing System By The Professional Assistant on Thursday, September 27, 2007 Filed Under: Organize , Productivity A re you having trouble with your filing system? This will also help you find information faster and help you be more organized. It just looks more professional.

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Step It Up VA Coaching

MAY 17, 2012

Create more efficient organizing systems for your office. Update your backup system. Go through the business cards you collected and follow up. Reconnect with business associates and former clients. Learn that new software that can likely improve business processes. Update any outdated information.

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Stephanie LH Calahan

JULY 1, 2011

  You might need a CRM system too. Powerfully Productive businesses know that effective follow-up is critical to success.    You can track relevant information and ACT on it and personalize the communication by remembering things that the average person would not.   Sound familiar? 

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Step It Up VA Coaching

JUNE 16, 2011

Create more efficient organizing systems for your office. Update your backup system. Go through the business cards you collected and follow up. Reconnect with business associates and former clients. Learn that new software that can likely improve business processes. Update any outdated information.

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Stephanie LH Calahan

MAY 16, 2012

Make Sure You Pack Business Cards. I realize that this sounds like networking 101 basics, but I'm amazed at the number of events that I go to where people forgot their cards.    Consider putting your picture somewhere on the card and a reason for people to go to your site.    Bring them! 

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The Office Professionals Place

NOVEMBER 14, 2009

The term elevator speech is used when giving someone information about you because just as if you were in elevator, you would only have a minute to give pertinent information about yourself- the length of time you would be in an elevator. Here is my business card. We never sell your personal information to third parties.

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Office Organization Success

FEBRUARY 2, 2015

Get out all those business cards that are collecting dust in your desk drawer, or reach out to past colleagues or clients, and personally invite them to register for your teleclass. Having the right systems in place leads to consistent revenues, more clients, and less stress and overwhelm. Personally reach out.

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Eco-Office Gals

JANUARY 9, 2013

Although passing along paper checks to employees is traditional, many companies these days are upgrading to paperless systems. You might also consider issuing permanent payroll cards for any employees that wish to eschew direct deposit or that simply don’t have a bank account. Related posts: Eco-Options: Business Cards.

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Step It Up VA Coaching

MARCH 27, 2014

Things like your office hours, holidays observed, contact information, methods used for payments and time reporting; anything that you feel is important for the client to know but may not be part of the contract itself. Other items you can include in your welcome package are your W-9 form, business cards and company brochures.

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Office Organization Success

APRIL 12, 2012

Suzanne Evans shared so much valuable and wonderful information during her 3-day event … attendees walked away with a huge binder-full of information. Recognize how you show up in your life and your business, and how it plays out for you. So I thought I’d share with you my top five take-aways from the event.

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Ian's Messy Desk

JANUARY 15, 2014

When the HVAC system was installed, someone thought we might want the user manual for the system: a 400 page PDF document. We will never troubleshoot the system; we will never program the system; and we will never maintain the system. Working at a regional head office, we see a lot of paper. Archive off site.

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Step It Up VA Coaching

MAY 16, 2013

Things like your office hours, holidays observed, contact information, methods used for payments and time reporting; anything that you feel is important for the client to know but may not be part of the contract itself. Other items you can include in your welcome package are your W-9 form, business cards and company brochures.

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Step It Up VA Coaching

MARCH 24, 2011

Time to make a clean sweep of your office, your business systems, and even your mind! File or toss that pile of papers into your newly streamlined filing system. Go through the random documents in your computer’s “Documents&# folder and file them in the appropriate client, business, or personal folders.

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Professional Assistant Blog

NOVEMBER 5, 2008

Creating a filing system can be tricky, as you need to know exactly how to file your files and what type of information you would need to be able to access quickly. Your boss could ask you for something at a moments notice and you are expected to find the information within minutes. as you mentioned in your question. Whats next?

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Ian's Messy Desk

MARCH 1, 2012

When the HVAC system was installed, someone thought we might want the user manual for the system: a 400 page PDF document. We will never troubleshoot the system; we will never program the system; and we will never maintain the system. We really didn’t need the manual. Archive off site.

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Professional Assistant Blog

JULY 7, 2010

Here are the 4 easy steps to do this: Highlight the information you want to change from vertical to horizontal or vice versa, depending on which way you need to change the information. Give it a try yourself and see how quick it can be to manipulate information from vertical to horizontal and vice versa. Click Transpose!

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Professional Assistant Blog

JULY 17, 2009

Would you prefer the client to calmly and rationally give you information on their issue? Then you finally do reach a live person and you are so fed up with all of the time wasted, that you start fuming towards the person on the other end of the phone. Now put yourself in that persons shoes. How would you feel?

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Professional Assistant Blog

JULY 10, 2009

Do you try to "go green" by not printing e-mails or other documents that you could be e-mailing to others that you want to share this information with? You really have to be careful with these, as pertinent company information could leak out into the wrong hands. We are in week 3 now and cannot get rid of our recycling.

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Stephanie LH Calahan

DECEMBER 6, 2010

Different sites allow you to share different levels of information.    This is the back of my card as a sample of what I mean: Creating Your Online Business Card An online business card is one site that lists all of your connection points online. 

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Step It Up VA Coaching

NOVEMBER 17, 2011

A good mailing list is the foundation for your business. Having a database of names, mailing addresses, phone numbers and other personal information gives you the tools to connect personally with current and potential clients, business associates and even competitors. Get to know the managers or owners of these businesses.

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Stephanie LH Calahan

MARCH 16, 2011

I keep it with my digital profile stored on my phone so when I give out my contact information, my client’s have the number handy. If you don’t have one and are considering going into business for yourself you can get sorted out rather quickly and simply from the IRS. Less clutter on a business card tends to attract more attention.

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Professional Assistant Blog

OCTOBER 29, 2008

Did your boss just decide to install it on his/her system and yours then told you, "Read the manual, were going to be using this from now on"? Believe it or not, this was quite an easy system to learn. I am sure that this will beef up your productivity with the system. as your client relationship manager (CRM)? Whats next?

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Professional Assistant Blog

NOVEMBER 30, 2007

Do you have confidential information that you need to send to someone, but want to make sure that it gets treated like registered mail? For more information, visit www.reditag.com. If you would like more information on keeping your documents safe, take a look at the "How Safe Are Your Documents?"

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Stephanie LH Calahan

DECEMBER 23, 2009

First of all, there is not a perfect tool or a perfect system. So, this answer is based on my experimentation with the two main tools the question above refers to - a planner and a tickler file system. In her book she says, "The real key to finding information is having only one place to look.

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Professional Assistant Blog

OCTOBER 15, 2008

Your manager asks you to create a report of some sort and wants you to send it to a client, but making sure that they cannot manipulate the information. Also, keep in mind that you don’t want anyone to alter the information in your report. This will enable you to create a PDF-like file where no one can manipulate information.

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Professional Assistant Blog

NOVEMBER 20, 2009

Posted on 21 November, 2009 10:51 PM Anonymous If you send an iCalendar as a follow up to a meeting request, do you have the option of updating your calendar or is it just for passing on updated information (or as you suggested possibly adding an agenda)? Thanks, Richard Posted on 4 January, 2010 11:32 AM soruba Thanks for the information.

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Professional Assistant Blog

DECEMBER 13, 2007

Home About Me Advertise 4 Easy Steps to Finding Old E-mails By The Professional Assistant on Thursday, December 13, 2007 Filed Under: MS-Outlook , Organize , Productivity , System Security D o you have trouble sifting through hundreds or even thousands of e-mails ?

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Ian's Messy Desk

JUNE 18, 2010

For most organizations, e-mail has become the preferred means of communication, both formal and informal. This can be compared to receiving flyers or junk mail via the snail mail system. It’s like attaching a business card to every e-mail you send. Or, if you prefer, you can subscribe to my blog posts by e-mail.

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Professional Assistant Blog

OCTOBER 27, 2008

There are over 200 articles of information so far and growing. If you feel that you want to remain anonymous, please note that I never disclose any personal information such as your name, company, etc., I have been running this blog for just over a year now and it has grown quite a bit, as you can tell.

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Professional Assistant Blog

JULY 14, 2009

Some of you might already know the answer to this, but I thought that Id give the information here anyways, since I was stumped in the beginning as well. They forget to do their own flight check-in and dont have time, so they call you up and ask you to do it. You scratch your head and wonder how this can be done.

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Professional Assistant Blog

DECEMBER 14, 2007

By The Professional Assistant on Friday, December 14, 2007 Filed Under: MS-Outlook , System Security D o you receive spam in your e-mail box? Some of it is harmless and others can be a threat to your system and even cause identity theft. Then they would lure you into entering your bank account information, pin, etc.

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Professional Assistant Blog

JANUARY 29, 2008

If someone else needs to access information, they can just click the "Read-Only" button. But if they need to change information, this could cause a problem. So the next time you know you will be leaving your desk for a long period of time, please make sure to close any files that are shared among your staff.

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Professional Assistant Blog

NOVEMBER 25, 2009

One of my readers asks: Ive been reading your blog for the past few months and really appreciate all the information and tips you provide! Theres always someone that annoys us and tries to make our lives more difficult than it already is. Try as I may, but she annoys the heck out of me.

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Professional Assistant Blog

SEPTEMBER 22, 2008

You can make the reservation directly through this site and the information gets forwarded over to the restaurant itself. I am able to get a confirmation from the automated system to let me know that the reservation has been made with all of the details that I need. Then you receive an e-mail with the confirmation of all of this.

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Professional Assistant Blog

AUGUST 25, 2007

If you chatter away in your e-mails and are trying to get your point across, this information will be quite juicy for your fingertips. Write out all the main points that you want to convey in the message (but be careful – ask yourself if the message should be formal or informal). Click send!

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Professional Assistant Blog

NOVEMBER 18, 2009

Categories Client Service (23) Ergonomics (6) Job Seeking (20) Meetings (43) MS-Access (8) MS-Excel (23) MS-Outlook (34) MS-PowerPoint (11) MS-Word (22) Networking (27) Office Gossip (18) Organize (91) Prioritize (42) Productivity (202) Research (7) System Security (16) Travel (20) The Archives The Archives July 2010 (4) June 2010 (4) November 2009 (..)

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