Stephanie LH Calahan

SEPTEMBER 6, 2010

Check out this great tool » Favorite Planning/Calendar Tool - Readers Speak Out There are many ways to manage your time and activities.  What is your favorite planning/calendar tool and why? What is your favorite planning/calendar tool and why? Of all the calendar tools I know, this one handles tasks the best.

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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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Office Dynamics

JULY 10, 2018

The meeting is typically a way to evaluate the past year’s project management, acknowledge achievements, receive valuable feedback for performance improvement and create new goals for continued productivity. Below are a few: Throughout the year track each project and goal progress, additional duties added and positive feedback from others.

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All Things Admin

JANUARY 30, 2024

Sometimes that reason is coupled with distractions, interruptions, or a lack of motivation to start the project. In her book How to Keep House While Drowning , author KC Davis shares seven simple ways you can help yourself initiate a difficult project or task: Creating movement momentum with music. Permission to start. Moving towards.

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Page Personnel

OCTOBER 2, 2022

Administrative assistants also often work closely with senior-level employees and executives to take care of organisational duties such as answering phones, booking meetings and making travel arrangements on their behalf. Clear communication skills – admin assistants absorb all the communications that executives haven’t time to deal with.

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LEADERASSISTANT.COM

MARCH 28, 2024

Traditionally, executive assistants were seen as secretarial staff, making copies and answering phone calls. Today’s EAs are strategic partners who manage projects, make travel arrangements, and participate in high-level decision-making processes. Can you give an example of a significant problem you solved?

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C-Suite Assistants

FEBRUARY 7, 2022

Last year for example, at C-Suite Assistants, only 7 percent of our total placements in 2020 were for EA/PAs. You don’t have to worry about their chores falling outside of their job description (for example, asking an executive assistant to shop for your spouse’s anniversary gift, or pick up their dry cleaning).

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BMT Office Administration

MAY 9, 2024

For example, under the original SECURE Act, businesses with fewer than 100 employees could receive a tax credit for up to 50% of their administrative costs if they offered retirement plans to their staff. For example, Congress included the provision of de minimis financial incentives in the SECURE 2.0 How does it do that?

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Office Dynamics

AUGUST 22, 2013

Whether you need to keep track of client appointments, executive meetings, or employee shifts, you can take advantage of online calendar apps to make scheduling easier. Cloud-based calendar software is available in a variety of formats and styles to make it easy to find a tool that meets the needs of your company.

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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. For example, answering phones, taking messages, purchasing office equipment, working with relevant software and filing paperwork. Office management qualifications are useful for many reasons.

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Step It Up VA Coaching

AUGUST 7, 2014

Trying to focus on a project while you’re being interrupted every 5 minutes is simply not going to get the job done. And I think it actually makes my clients feel more comfortable knowing that I’m not going to drop their work and their projects to answer a call from another client. Bulk tasks, client work and phone calls.

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Worxbee

APRIL 5, 2021

So a better approach is to match the task to the time on the calendar when you know you’ll have the right kind of energy for it. For example, some people like to schedule “like” tasks in blocks based on the level of focus the task requires. Pairing up “thinking” tasks with tasks that you do on autopilot are good examples.

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Stephanie LH Calahan

NOVEMBER 8, 2013

  Here is an example of why: I was just checking my emails before going to bed (I'm on vacation in Georgia, just south of Russia, 12 hours ahead of pacific time) when I saw an interview request from foxbusiness.com journalist. I like having a long battery life and having the full functionality of the Windows Platform on my phone.

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Stephanie LH Calahan

OCTOBER 9, 2012

  Back when I had to keep track of phone conversations, email and face-to-face it was simply much easier to do! Here is an example of an interaction that my client had prior to putting a CRM in place: Prospective client calls on the phone about a speaking project and a meeting gets scheduled. " I can relate! 

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Step It Up VA Coaching

JULY 18, 2013

Trying to focus on a project while you’re being interrupted every 5 minutes is simply not going to get the job done. And I think it actually makes my clients feel more comfortable knowing that I’m not going to drop their work and their projects to answer a call from another client. Bulk tasks, client work and phone calls.

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Step It Up VA Coaching

SEPTEMBER 13, 2012

Trying to focus on a project while you’re being interrupted every 5 minutes is simply not going to get the job done. And I think it actually makes my clients feel more comfortable knowing that I’m not going to drop their work and their projects to answer a call from another client. Bulk tasks, client work and phone calls.

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Stephanie LH Calahan

JUNE 17, 2011

And, at the same time, people were increasingly starting to rely on their mobile devices for much more than making phone calls.   To see an example of a "public" view of Springpad, here is Jeff's.      Can you really coordinate calendars using Springpad? 

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Stephanie LH Calahan

MAY 17, 2010

Also consider color-coding the index cards by project. For example, write all tasks related to recruitment on blue cards and items related to resident evaluations on red cards. For example, after receiving an e-mail request, don’t let it sit in your in-box until you remember or miss the deadline.   There are many. 

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Productivityist

OCTOBER 28, 2015

You have two main tools that help you do this: your to-do list and your calendar. Your calendar is used to identify when you’re going to do those things and how much time is needed to complete them. When you place all tasks you want to do on your calendar, it is harder to forget to do things. Using Your Calendar.

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Stephanie LH Calahan

OCTOBER 5, 2011

Call, write, pay, scan, enter data, read, file and write are all examples of the verbs you might have. Use any remaining spots to hold project files or quick reference information.    You might consider adding "check action system" to your calendar for a number of days to help you remember to build the new habit.

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Ian's Messy Desk

JANUARY 30, 2012

Work with specific times; whether it’s a deadline for a one-off project or regular times for on-going behaviour. You can use a journal, a calendar, a graph or any other form that works for you. You could, for example, make a donation to a food bank every time your weight went up instead of down. Track your progress.

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Ian's Messy Desk

JULY 31, 2012

Work with specific times; whether it’s a deadline for a one-off project or regular times for on-going behaviour. You can use a journal, a calendar, a graph or any other form that works for you. You could, for example, make a donation to a food bank every time your weight went up instead of down. Track your progress.

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Jen Lawrence

FEBRUARY 21, 2019

I had taken a job as an assistant to three executives, plus my role required project management work. Why was it taking me so long to book travel and get it on calendars? And I just couldn’t seem to get my project reports sent out. Expense reports were taking twice as long to get done. I was drowning. It was my mindset.

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Musings of a High-Level Executive Assistant

JUNE 5, 2019

So, here are three stories of what not to do, one example of what to do, and 7 tips. 1) We knew a vendor where we literally gave them millions of dollars in business on a previous project in the past year. So while it wasn’t a current/active project, we did know them fairly recently. Duly noted.

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Laughing all the Way to Work

AUGUST 4, 2012

I was at a course recently for new supervisors and they recommended smiling on the phone. It is hard to smile without it changing your outlook and reaching others, even over the phone. For example, if you are the first person people meet, then you have to train yourself to stop, smile and focus on the person you are greeting.

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Ian's Messy Desk

JUNE 11, 2012

For example, if we have to deliver a document at an office and collect a document from another office which is on the same block, both these tasks can be done together. Make all your outgoing phone calls at the same time; organize your errands into a single run; reply to e-mail; etc. A to-do list helps us to avoid repetition of labour.

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Step It Up VA Coaching

NOVEMBER 17, 2011

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. Send personal notes to clients thanking them for choosing you, thanking them for a referral, and upon completion of a big project.

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Office Dynamics

SEPTEMBER 25, 2015

They’ve been scheduled on their calendar as well. Yet there are proven benefits when executives and assistants take some time to discuss the day’s priorities, upcoming schedules, projects and more. For example, if the Executive is in a location with a different time zone or headed into an early meeting or conference.

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Stephanie LH Calahan

MARCH 14, 2012

It's measurable and immediately gratifying to be rewarded with a snack at the end of a project. It could be a big project broken down into parts or a bunch of small projects that you've been telling yourself you were "going to do" -- but haven't. Hey, we've all gotta eat! You Only Have Take One Bite.

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Jen Lawrence

MARCH 25, 2019

Throw in collaboration and communication tools like Slack, workflow managers, chat, text, *gasp* the phone… and the idea of unplugging becomes downright laughable. Even the most ambitious of people have days where they choose a Netflix binge over finishing a project. Household chores and projects all find their way in between.

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Stephanie LH Calahan

MARCH 5, 2010

afreshspace   @ StephCalahan I just use a legal pad for daily to-do's but keep bigger or future projects in my outlook task list declutterlady   @ StephCalahan Hey, Stephanie, it's iPEP for me; 1 workspace/project w/ability to keep all in 1 place! Break down into bite size pieces, and put the pieces on the calendar.

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Jen Lawrence

FEBRUARY 21, 2019

I had taken a job as an assistant to three executives, plus my role required project management work. Why was it taking me so long to book travel and get it on calendars? And I just couldn’t seem to get my project reports sent out. Expense reports were taking twice as long to get done. I was drowning. It was my mindset.

AT&T 40

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Stephanie LH Calahan

NOVEMBER 14, 2012

We’re just not sure where to put our priorities , so we bounce from guru to guru partially implementing the latest fad project or bright shiny object. Don’t be fooled by the calendar. Sometimes overwhelm or over commitment is a misguided attempt to grow our business. Maybe we don’t know what we want or we are unhappy with where we are.

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Productivityist

MARCH 10, 2016

Stolen or lost data can set a project back months or even destroy your reputation. Consider some of the following tips and examples: If you are using a WordPress site, you may want to consider a plugin or app that will back it up such as BackUpWordPress. You should know what can be shared in email or discussed over the phone.

Calendars 40

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Productivityist

MARCH 10, 2016

Stolen or lost data can set a project back months or even destroy your reputation. Consider some of the following tips and examples: If you are using a WordPress site, you may want to consider a plugin or app that will back it up such as BackUpWordPress. You should know what can be shared in email or discussed over the phone.

Calendars 40

Calendars Filing Stress Forms 40

Productivity Bits

JUNE 10, 2011

Instead, carving out portions of our day where we know we need to be super productive, shutting the door and turning off our phones helps to keep us on track during critical moments. Blocking out these times on a calendar, turning off the phone and pronouncing ourselves unavailable helps keep any distractions away. 6 – Say No.

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Productivityist

JUNE 13, 2014

Other apps (Asana, for example) use the term “tags” rather than labels or modes, but I treat them essentially in the same manner. I only use “Home” as a label for tasks that live in the project “Household Maintenance” because it allows me to clearly separate my work life from my home life.

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