All Things Admin

JUNE 23, 2021

A system contains all the information you need to handle the accounting functions for your job. A good system is documentable, sharable, and repeatable. The best way to explain how to document your systems on paper is to show you. Review calendars and compile date and time options. Systems have many benefits.

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Agenda Equipment Administrative Professionals Calendars 90

Worxbee

MAY 17, 2021

Your processes, standard operating procedures and policies should be clearly documented and accessible to those who need to use them. Process documentation tools. Once you’ve determined everything that needs to go into a process, it’s important to devise clear steps and document them. Document storage.

Google Docs 78

Google Docs Basecamp Calendars Doodle 78

Success

FEBRUARY 7, 2023

Yes, I’m the co-founder of Calendar and a keynote speaker. You don’t need to go back and edit the document before you get into the flow of writing. Get all the information on the page first, then worry about the details later. As a leader, people are often surprised when they discover my big secret: I’m not a natural writer.

Environment 241

Environment 2017 Phones Skills 241

Stephanie LH Calahan

DECEMBER 2, 2009

Try This Instead | Main | Be Smart About Using the Telephone » The Great Calendar Debate - Paper or Electronic - 21 Experts Weigh In We are in the home stretch of 2009 -- bring on 2010!!    One item frequently purchased at this time of year is a calendar or planner for the upcoming year. 

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Calendars Microsoft Outlook Twitter Purchasing 100

LEADERASSISTANT.COM

MARCH 28, 2024

Organizational abilities: Experts in managing multiple tasks and schedules efficiently, an executive assistant must keep everything on track, from managing calendars to coordinating meetings. Describe a time when you had to handle confidential information. How do you handle working with multiple executives or teams?

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BMT Office Administration

DECEMBER 13, 2022

For instance, Asana and other programs offer Gantt charts, calendar views, and time-tracking, whereas Trello does not (unless you pay for power-ups, but more on that in a bit). Calendar view. Monday.com also features no-code automation, a document editor, and the ability to attach any file type to a project. Google Calendar.

Management 52

Management Project Management Forms Calendars 52

My EA Career

APRIL 5, 2023

Preferences… …preferences are how your leader likes things to be done, and it includes communication styles, calendar structure, and how meetings are run, among others. But, you’re not a mind reader, so I share some tips on how to gather this information, including asking your leader directly. Keep it current.

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Management Administrative Professionals Calendars Filing 52

Eat Your Career

JULY 20, 2021

I am comfortable asking for the information I need to get the job done. I keep a rigorous calendaring system to manage my time-based events and activities. I document the steps of processes that I do infrequently so as not to forget. I maintain a work environment that supports my productivity and doesn’t detract from it.

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Skills Management Learning Calendars 246

Worxbee

JUNE 20, 2022

Documenting how your executive operates internally, and the best ways to respond, can ultimately elevate your career. These should be scheduled on your calendars. Prepare questions or an agenda in advance to ensure you get as much information as possible during your check-in. Is the schedule set in stone or is it flexible?

Training 52

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Office Dynamics

JULY 21, 2017

Most people handle a constant flow of text messages, emails, photos, videos, and other digital information. Does your documents folder or email inbox resemble a junk drawer with everything tossed in together? For documents, designate a naming structure such as “descriptive keywords-type of document.” Get organized.

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Filing Email 2017 Stress 190

BMT Office Administration

MAY 9, 2022

Implementing and documenting standard operating procedures (SOPs) is a great way to make sure that all staff members are completing their tasks in the correct manner. A standard operating procedure (SOP) is a detailed document with step-by-step instructions on how to properly complete a task. What is an SOP? How to format an SOP.

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Payroll Forms Expenses International 72

Ian's Messy Desk

FEBRUARY 1, 2012

This allows me to keep my e-mail in-box, calendar, to-do list , address box and journal synced between my desktop and handheld. Lotus Notes Calendar and Scheduling explained! You can move to Notes documents while you’re still in another document without going to the view. Access actions from within a document.

Calendars 100

Calendars 2012 Forms Filing 100

Practically Perfect PA

FEBRUARY 17, 2014

There are so many ways we can help them with this from managing their calendar effectively, minimising interruptions and generally keeping them on track. Assistants should also deal with all inbound communications, organise and decide which information the executive should be made aware of. Administration of documents.

Management 100

Management Suppliers Holidays Calendars 100

Stephanie LH Calahan

JUNE 17, 2011

Information Overload is a topic that comes up frequently when I talk with people about what holds their productivity back. Many people have become "information junkies" collecting all kinds of information but not having it in a format that makes it usable.    Wow that is great! You can get more detail here.

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Interviewing Microsoft Outlook Restaurants Calendars 100

Practically Perfect PA

APRIL 21, 2017

I rely heavily on Outlook to help with not only scheduling, but simple reminders, shared calendars, etc. Also, having full access to each person’s calendar is a must. If an exec is unexpectedly out of the office and a meeting that they scheduled needs to be cancelled, you can easily cancel it and manipulate their calendar.

Management 222

Management Calendars Negotiating AT&T 222

Jen Lawrence

NOVEMBER 8, 2021

It also organizes important information and provides a searchable database for easy access. If you’re looking to clean up your files or revamp how you store them, start with this question: “What would I look for when retrieving this document/file?” ” Would you look for it….

Filing 52

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Office Dynamics

APRIL 19, 2017

Have you ever been in a meeting where the information comes fast and furious or sat across from your executive as he or she verbally dumped out the details for an important trip or memo they need drafted? With a calendar app , you’ll never forget an important date again. Audio recorders. When is that important meeting?

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Administrative Professionals 2017 Calendars Phones 192

Practically Perfect PA

OCTOBER 23, 2014

I have written a lot about diary management over the years, which is not surprising when you think assistants spend at the very least a third of their day organising their manager’s calendars. Prior to confirming a meeting in the calendar always look at what your boss has schedule either side of the meeting.

Management 100

Management Calendars Agenda AT&T 100

Jen Lawrence

NOVEMBER 16, 2020

Email, Calendar, Task Management, Document Management, Password Database. Supports keeping your client information orderly. The next is the key to documenting your systems for easy reference and delegation. There are seven buckets of essential systems most businesses need to have in place to facilitate growth.

Legal 52

Legal Social Media Customer Service Project Management 52

Jen Lawrence

NOVEMBER 16, 2020

Email, Calendar, Task Management, Document Management, Password Database. Supports keeping your client information orderly. The next is the key to documenting your systems for easy reference and delegation. There are seven buckets of essential systems most businesses need to have in place to facilitate growth.

Legal 52

Legal Social Media Customer Service Project Management 52

Jen Lawrence

SEPTEMBER 5, 2019

Whether it’s a burning desire to document everything or senders just like the ease of email, we are inundated with messages at all hours of the day. And the best way to handle tasks is to schedule time on your calendar to ensure you have properly set aside time to do the work. Don’t be an information hoarder.

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Email Management Calendars Customer Service 45

Jen Lawrence

SEPTEMBER 5, 2019

Whether it’s a burning desire to document everything or senders just like the ease of email, we are inundated with messages at all hours of the day. And the best way to handle tasks is to schedule time on your calendar to ensure you have properly set aside time to do the work. Don’t be an information hoarder.

Email 45

Email Management Calendars Customer Service 45

Practically Perfect PA

MAY 28, 2012

As assistants we are trusted with confidential information on a regular basis, we see our boss’ emails, we open their post and we often hear private details about other members of staff. Confidential electronic documents (anything that is visible on your computer screen). Confidential information either over heard or trusted with.

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Gossip Filing Email Calendars 100

Practically Perfect PA

DECEMBER 17, 2015

This means that you process documents as soon as they are received. Read it, process it, and file it away – never allow documents to pile up on your desk or in your inbox. Grouping similar messages or documents together will also make them easier to retrieve later, but you can store them in a way that suits you best.

Calendars 100

Calendars Filing Email AT&T 100

Office Dynamics

OCTOBER 12, 2015

operates on “information on an as-needed basis” which is always too late. Blocking his calendar to work on his projects. After reading almost all 700 responses, a 150 page document, here is what rose up as the top 3 struggles. Talking about calendar and upcoming meetings. Getting information far enough out.

Calendars 100

Calendars Travel Email Management 100

BMT Office Administration

MAY 30, 2022

It asks for information such as the employee’s filing tax status, extra withholding preferences, and more. An I-9 form is a very important piece of compliance documentation. The purpose of this form is to verify a hire’s eligibility to work and their identifying documents. The following information must be provided.

Payroll 52

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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. Instead of filing the PDF on the network, the document was printed and placed in a filing cabinet , where it will sit until doomsday. We really didn’t need the manual. DELEGATE IT.

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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. Instead of filing the PDF on the network, the document was printed and placed in a filing cabinet , where it will sit until doomsday or at least until someone cleans out those files. DELAY IT. DELEGATE IT.

PDF 100

PDF Filing Policies Purchasing 100

Productivity Bits

NOVEMBER 16, 2010

Most of the time, presentations and documents can be sent via email instead of giving a hard copy to the intended person. In order to organize these papers, set up a box where each document type can be placed on your desk. An accordion file is also a great way to organize documents. Tip #2: Manage Your Papers.

Filing 100

Filing Calendars Suppliers Email 100

Productivity Bits

MAY 12, 2011

Your tasks are visible pretty much everywhere – on Gmail, Calendar, iGoogle and through the Google Tasks API that can be used to sync your tasks with third-party applications and devices. Google Calendar. With Google Calendar you can easily manage your upcoming events. Share critical documents on the web with your team.

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Clutter Coach

NOVEMBER 17, 2014

I know they have fascinating and important information in them, but you don’t have time to read them and keep up with what came in today. Information is only useful when you can get at it. Just having all that information is not the same as being able to use it. Have a tray for to-be-filed documents. old catalogs.

Medical 100

Medical Filing Credit Card Legal 100

Stephanie LH Calahan

DECEMBER 23, 2009

- How to Use Both For Optimal Professional & Personal Productivity (guest post by Meggin McIntosh) A question that often comes up in workshops as well as on my blog is this one: How do you suggest people use their calendar (planner) in conjunction with the tickler (1-31) files? What are your thoughts in this area?

Filing 100

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Page Personnel

AUGUST 26, 2022

Those in an office manager role need to know how to manage processes, procedures, documentation, project management and communications. Office managers may also draft documents, help with payroll, keep an organised office environment and communicate via phone, email and fax (yes, some companies are still using fax machines).

Management 52

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Recruit CRM

JANUARY 4, 2022

Right from sending good candidate sourcing emails to rejection emails , your candidates and clients must be informed at every stage of the hiring process. Include specific information about the position or company] I am currently looking for a [Job_title] to join their team. I hope you’ve received the calendar invite.

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Ian's Messy Desk

APRIL 24, 2014

Determine if you can digitize any of your printed documents. There are numerous tools that allow people to collaborate and share from anywhere, like interactive calendaring, videoconferencing, Microsoft’s Office 365 and the Rogers One Number app are two examples. Put work in progress neatly in one location.

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Stress Keyboards Ergonomics Suppliers 100

Jen Lawrence

JULY 27, 2020

Within each of us, lies natural instincts related to our work styles, including how we organize information, visualize outcomes, and build solutions. To ensure you build effective productivity habits, set aside the time and energy to complete tasks by scheduling the work into your calendar. First, do a braindump.

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The Office Professionals Place

JUNE 7, 2010

My suggestion would be to backup your documents, electronic files, spreadsheets, etc. In the event your system crashes or you get some terrible virus, you will be able to access documents and work on another computer while IT restores your data. A good practice is to perform a weekly backup of documents and files. Contact Ms.

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Filing Administrative Professionals 2010 IAAP 100