Laughing all the Way to Work

JULY 9, 2008

Organizing someone else’s calendar can be challenging. In other words, you will probably not be able to speak to the person, but you have to communicate to them in some way that you have updated their calendar. It involves an understanding that you have to look ahead and see what is in the calendar.

Calendars 100

Calendars 2008 Filing Confidence 100

Laughing all the Way to Work

JANUARY 22, 2011

Most places like them to be there at least 30 minutes before they present, so make sure to block that time off in the calendar as well as travel time to get there and back. There is more to it than just putting the date in the calendar. If you read an email or something in their calendar doesn't seem clear - ask!

Calendars 100

Calendars Travel Agenda Interviewing 100

Laughing all the Way to Work

MARCH 20, 2008

I was always taught if the words were describing another word you would hyphenate it, as in "up-to-date calendar". But you wouldn't hyphenate it if you were saying "the calendar is up to date". Click here for Lynn Gaertner-Johnston's article on when and when not to use the hyphen.

Calendars 100

Calendars UPS 100

Laughing all the Way to Work

APRIL 13, 2008

Do they want you to schedule their calendar or just check it often and be aware of what they are doing? If they want you to schedule their calendar, what are their preferences? Do they want reminders put in their calendars? This would be a good opportunity for you to bring forward any new ideas you have.

Calendars 100

Calendars Phones Management 100

Laughing all the Way to Work

JUNE 16, 2008

Check their calendar Familiarize yourself with what your boss has scheduled for the week and beyond. Your boss’s calendar is always changing, but it is a good idea to look ahead and be familiar with what is coming up. If you have access to your boss’s Inbox you should be checking e-mails as well. Make travel arrangements?

Calendars 100

Calendars Restaurants Equipment Travel 100

Laughing all the Way to Work

APRIL 15, 2012

In the admin/boss working relationship however you do have an edge since it is you who schedules your executive’s calendar. Both parties have a responsibility and work to do to make it work. Schedule yourself in for one-on-one meetings with your boss on a regular basis.

Confidence 100

Confidence Calendars Goals Learning 100

Laughing all the Way to Work

JULY 15, 2008

Calendars - The new person will be starting with a fresh calendar. Take anything off your calendar and write it down for them so they can transfer it to their calendar. Have that available for the new person so he or she can step in and continue where you left off.

Filing 100

Filing Calendars Staples Forms 100

Laughing all the Way to Work

JUNE 5, 2011

Our office starts a vacation calendar around mid-May and all staff enter their vacation requests for the summer. Summer vacation time is right around the corner. I am anticipating the time off as I'm sure many of you are. How does your office organize summer vacation time or do they?

Holidays 100

Holidays Calendars Forms UPS 100

Laughing all the Way to Work

APRIL 5, 2010

That makes it difficult when I am supposed to be organizing his calendar, but since I am responsible to organize his time and in spite of my frustration, I have to make it work. So what can you do when your boss is ruining your perfectly scheduled calendar? Internal meetings can usually be changed more easily so start there.

Time Zones 100

Time Zones IAAP 2010 International 100

Laughing all the Way to Work

APRIL 19, 2008

I also use my Outlook Calendar and Tasks for reminders of what I need to do. I write down any instructions I get from my boss, phone messages or anything I will need to remember to either pass on or do. Once I have completed the item, I cross it off my list. I am lost without my notebook. But what about names of people? That's a hard one.

Etiquette 100

Etiquette Calendars Phones 100

Laughing all the Way to Work

JUNE 14, 2009

My favourite to-do list is a calendar timeline so I can see at a glance where I am at and what I need to do to get there. It is simply using an on-line calendar with space on each day to enter what needs to be done. To generate a calendar in Word 2007, click on the Office Button (in the top left-hand corner). No surprises!

Agenda 100

Agenda Time Zones IAAP Calendars 100

Laughing all the Way to Work

JUNE 13, 2011

Then there are all those reminders that you put either in your Outlook calendar, your tasks or in your Inbox and this is where I find you really do need to keep it all together. This is also useful when you meet with the Chair to create the agenda so you can be reminded of anything that needs to be put on it.

Agenda 100

Agenda Calendars Filing Email 100

Laughing all the Way to Work

MARCH 2, 2008

Aptitude tests will be given in Outlook Calendar to ensure proper scheduling techniques and in Word to avoid formatting problems when passing work onto the assistant. The applicant must be someone who is mindful of the time it takes to do tasks when passing on many projects. The applicant must never be demeaning or roll their eyes.

Calendars 100

Calendars Forms Skills Management 100

Laughing all the Way to Work

JANUARY 1, 2011

The example below is for items for a Board of Directors' meeting, but you can customize it to your particular needs and the level of meeting you are responsible for.

2011 100

2011 Agenda Budget Calendars 100

Laughing all the Way to Work

OCTOBER 2, 2007

I maintain both of their calendars and print out a copy of each of their schedules for the day so I have something in front of me to refer to. I also open and read their incoming mail and mark down any due dates and mark it in their calendars and in my Outlook Tasks, with reminders set, which helps me to plan and prioritize.

IAAP 100

IAAP 2007 Calendars 2006 100

Laughing all the Way to Work

NOVEMBER 8, 2009

Secure the date and time in his or her calendar, taking into consideration travel time if outside the office. State the purpose of the meeting in the calendar appointment as well as who will be at the meeting (i.e. Enter it in calendar. Meeting with Mr. Brown and Ms. If it is an internal meeting, has a meeting space been booked?

Time Zones 100

Time Zones IAAP International Calendars 100

Laughing all the Way to Work

JANUARY 12, 2008

Maybe they didn't look in their calendar!) "I I was transcribing a particularly long dictation and as I was coming to the end of it I heard my boss say three words that sounded like music to my aching ears - “End of Tape”. Here are a few others that I hear often and thought maybe you could relate to: "Why didn't I know about that meeting?"

Calendars 100

Calendars Phones 100

Laughing all the Way to Work

SEPTEMBER 19, 2008

My boss likes me to print his weekly calendar on Monday so he can see at a glance what he has for the week so I clip that to the front of the folder. I then print his daily calendar and slip that in the left pocket of the folder and on the right side I put everything he will need for the day. I do this for each day of the week.

Time Zones 100

Time Zones 2008 IAAP Calendars 100

Laughing all the Way to Work

JUNE 3, 2008

This year I will diarize it in my calendar. I have had bosses with most, if not all, of these qualities. Unfortunately, I have never acknowledged this day to anyone I have ever worked with. OK, so now we've been given lots of notice. No excuses! Let's remember to say thank you to our bosses on October 16th.

Calendars 100

Calendars UPS 100

Laughing all the Way to Work

APRIL 28, 2008

If there are any deadlines or appointments, put them in your boss’s calendar or task list with appropriate reminders. Be very clear on what is expected of you. Flag items that are urgent or print them for their attention and action.

Management 100

Management Calendars Filing Confidence 100

Laughing all the Way to Work

APRIL 1, 2008

Put the dates in your boss’s calendar or tasks. Check the envelope for any enclosures. Quickly read over the correspondence and look for dates and deadlines. Highlight anything your boss will need to be aware of. Get any files your boss will need to go with the correspondence.

Fax 100

Fax Calendars Filing Confidence 100

Laughing all the Way to Work

AUGUST 4, 2012

Since you are the scheduler for your boss's calendar then setting yourself weekly meetings will be a real help to cut down on the interruptions. You should ask yourself before interrupting, "Is it really that important that I get an answer right this minute or is it just me wanting the answer right now?"

Cubicle 100

Cubicle Phones Calendars Skills 100

Laughing all the Way to Work

OCTOBER 10, 2008

If that is not happening, schedule yourself in their calendar. Keep up to date on their calendar and look ahead to see what is coming up and what your boss might need to prepare for that. Keep up to date on their calendar and look ahead to see what is coming up and what your boss might need to prepare for that.

Time Zones 100

Time Zones IAAP 2008 International 100

Laughing all the Way to Work

MARCH 13, 2008

When I listen to someone’s voicemail and people include the day it helps me if I don’t have a calendar in front of me. With voicemail I think it is better to give the day and date of the absence, i.e. “Friday, June 13th and will be back in the office on Wednesday, June 18th”.

Retirement 100

Retirement Medical Phones Calendars 100

Laughing all the Way to Work

JULY 30, 2008

It is becoming increasingly important to read e-mails thoroughly to look for action items or dates that need to be put in the bosses' calendar and handling requests for information. The ability to be organized has taken on a whole new meaning for the assistant as we turn our attention to helping our professionals cope with the demands.

Assertiveness 100

Assertiveness Keyboards Filing Administrative Professionals 100

Laughing all the Way to Work

JULY 13, 2008

I was so excited about getting a steady salary that I wrote the amount in my calendar on each payday. I thought the biblical story of the Parable of the Workers was a good demonstration of that very thing so I thought I would include a link to it. I remember when I started my first job in the mid 70s. I was making $137 every two weeks.

Salary 100

Salary Negotiating Resume Calendars 100

Laughing all the Way to Work

DECEMBER 3, 2011

Of course when I check his calendar he really isn't. The problem is when we are both working on the same job and I think I am the one doing it, but in the meantime he has done it, i.e. we both contact the same person and he says he is available and I say he is not. Too many cooks in the kitchen is not a good thing.

Confidence 100

Confidence Interviewing Learning Calendars 100

Laughing all the Way to Work

DECEMBER 19, 2009

Once a date is finalized I put it in my bosss calendar and confirm the meeting with the other participants. Another benefit to writing it down is if your boss asks you to cancel it or to quickly tell you when the meeting is, you can look at the sheet rather than trying to search for it in your calendar. Minute taking made easier.

Time Zones 100

Time Zones IAAP International Meeting Minutes 100

Laughing all the Way to Work

MARCH 5, 2011

For larger projects such as transcribing minutes or planning an event or other such things, it is a good idea to block time in your calendar so you can set aside a time to concentrate. Try not to get distracted or you will end up scrambling to catch up.

Cubicle 100

Cubicle Filing Calendars Management 100

Laughing all the Way to Work

DECEMBER 12, 2009

INCOMING MAIL: As with e-mail, you should read the letter to see if there are any action items for your boss (or yourself) and diarize them or put the appropriate dates in the calendar. I gave at the office Calendar "ah ha" Introducing The Administrative Bloopers Blog What ever happened to the "us" in Service?

Time Zones 100

Time Zones IAAP International 2009 100

Laughing all the Way to Work

NOVEMBER 11, 2011

To find out about upcoming religious and cultural holidays, including New Year's celebrations around the world, check the University of Kansas Medical Center's Diversity Calendar. I hope you have a holiday that fills your heart with joy! Saying Happy New Year!

Holidays 100

Holidays 2012 Gifts 2011 100

Laughing all the Way to Work

FEBRUARY 13, 2010

If it is a big project I use a calendar and write down all my required to-dos on the dates I need to get them done to make my deadline. I gave at the office Calendar "ah ha" Introducing The Administrative Bloopers Blog What ever happened to the "us" in Service? Minute taking made easier. Dealing in real time.

Time Zones 100

Time Zones IAAP Meeting Minutes International 100

Laughing all the Way to Work

JANUARY 31, 2008

It is becoming increasingly important to read these e-mails thoroughly to look for action items or dates that need to be put in your boss’s calendar and handling requests for information. The ability to be organized has taken on a whole new meaning for the assistant as we turn our attention to helping our professionals cope.

Filing 100

Filing 2007 Calendars Stress 100

Laughing all the Way to Work

AUGUST 13, 2010

The Reminders box is the same box where your calendar items pop up when they are due, so should be familiar to everyone. I gave at the office Calendar "ah ha" Introducing The Administrative Bloopers Blog What ever happened to the "us" in Service? So how can we know what we dont know? Minute taking made easier.

Time Zones 100

Time Zones IAAP PowerPoint Email 100

Laughing all the Way to Work

AUGUST 29, 2009

If there are any deadlines or appointments, put them in your boss’s calendar or task list with appropriate reminders. I gave at the office Calendar "ah ha" Introducing The Administrative Bloopers Blog What ever happened to the "us" in Service? Minute taking made easier. Dealing in real time.

Management 100

Management Time Zones IAAP International 100

Laughing all the Way to Work

MARCH 15, 2009

I then put the items in a two-fold file folder with his calendar printed out on the one side and the items he will need for the day on the other side. I gave at the office Calendar "ah ha" Introducing The Administrative Bloopers Blog What ever happened to the "us" in Service? Minute taking made easier.

Time Zones 100

Time Zones IAAP International Meeting Minutes 100

Laughing all the Way to Work

JANUARY 10, 2010

I gave at the office Calendar "ah ha" Introducing The Administrative Bloopers Blog What ever happened to the "us" in Service? Minute taking made easier. Dealing in real time. When your voicemail goes awry. ▼ January (5) Taking the time to acknowledge someone and say tha.

Time Zones 100

Time Zones IAAP Meeting Minutes International 100