Ian's Messy Desk

SEPTEMBER 29, 2010

Home About Contact Me Links Sitemap 10 Time Management Tips Posted by Ian McKenzie Written on September 29, 2010 If youre new here, you may want to subscribe to my RSS feed. Make all your outgoing phone calls at the same time. Ian’s Messy Desk Helping you get the most out of the 24 hours in your day. Thanks for visiting!

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OCTOBER 15, 2008

Dont Have the Software? By The Professional Assistant on Wednesday, October 15, 2008 Filed Under: MS-Access , MS-Excel , MS-Outlook , MS-PowerPoint , MS-Word , Productivity Y ou receive an e-mail from your manager. Your manager will be surprised that you thought of this! Home About Me Advertise Need To Create a PDF? Dont Panic!

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Ian's Messy Desk

MAY 28, 2010

Test you telephone skills with this simple quiz: How quickly should you pick up a ringing phone? Answers Answer a ringing phone by the third ring. If your phone system shows internal vs. external calls, alter your greeting appropriately. What should you say when answering? When is the best time to call someone? and 9:00 p.m.

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SEPTEMBER 30, 2008

By The Professional Assistant on Tuesday, September 30, 2008 Filed Under: Productivity D o you receive junk mail, junk faxes and the occasional irritating phone call from telemarketers? Do you even receive voice mails that are left by people trying to sell you something, but you didn’t even hear the phone ring?

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JUNE 8, 2010

By The Professional Assistant on Tuesday, June 08, 2010 Filed Under: Meetings , MS-Outlook , Productivity D o you have trouble trying to book several managers’ meetings, yet you have access to their calendars in Microsoft Outlook 2007? Home About Me Advertise Overlapping Calendars In Microsoft Outlook?

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OCTOBER 6, 2009

By The Professional Assistant on Tuesday, October 06, 2009 Filed Under: Meetings , Research , Travel A re you trying to book a flight, hotel or car rental for your manager? Home About Me Advertise Finding The Best Travel Deals - Online! Do you feel like you are going to lots of websites to find the best deal?

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FEBRUARY 29, 2008

Finding the right tools to manage your business can be time consuming. You have to understand how a professional administrator operates and also have the technology and software to run your business in a successful manner. This lessens the time you have to spend on the phone. Easily recording the time spent on each task.

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Ian's Messy Desk

MAY 25, 2010

Remove everything else - pens, stapler, toys, gadgets, phone, monitor, etc. Sort – everything into boxes/containers according to what needs to be done: file , shred, recycle , refer, toss, etc. Dust and polish - give your desktop a cleaning. This will also reinforce the idea of a “fresh start&# for your desktop.

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Ian's Messy Desk

MAY 18, 2010

Make phone calls, have meetings and other social tasks. The Mind Mapping Manifesto The Bubble Planner GoalPro Goal-Setting Software one share of stock - Buy one share of stock: Disney, Harley Davidson, Target, eBay, etc furniture shipping Atlanta Leather Furniture www.spacify.com/family-room-furniture.htm - for any room of the house.

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OCTOBER 29, 2008

as your client relationship manager (CRM)? website, which has the following online video tutorials for some of the most frequently used functions in this software. Home About Me Advertise Free ACT! CRM) Video Tutorials By The Professional Assistant on Wednesday, October 29, 2008 Filed Under: Productivity A re you using ACT! Whats next?

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Ian's Messy Desk

NOVEMBER 10, 2010

name, address, phone number) will be used. Refuse to give out personal information on the phone, through the mail or over the internet unless you have initiated the contact or you know who you’re communicating with. Six points for consumers : Ask how personal information (eg. Determine whether it will be shared with others.

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SEPTEMBER 22, 2008

By The Professional Assistant on Monday, September 22, 2008 Filed Under: Organize , Productivity A re you asked to make reservations for your manager(s) at particular restaurants? This has become a great tool for me, since I have to make reservations on a regular basis for my managers. Do you feel that you could be doing this faster?

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SEPTEMBER 3, 2008

Home About Me Advertise "Excel"ing to Create Subtotal Row Totals By The Professional Assistant on Wednesday, September 03, 2008 Filed Under: MS-Excel , Organize , Productivity Y our manager sends you an e-mail with a spreadsheet attached. I recently ran into this problem as well. Having Trouble Planning A "Non-Religious" Office Party?

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Professional Assistant Blog

SEPTEMBER 5, 2008

What would happen if your company gets audited or your manager asks you for an e-mail from a few years ago? The reason I use the latter method is because our company policy is that we cant download any software that IT doesnt approve. Then just follow the instructions to installing and using the software.

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OCTOBER 7, 2009

One piece of advise that I give myself on a regular basis so that I dont feel overwhelmed is to break your tasks down into manageable chunks. Then I would open up the applications associated with the next task. Whats next? Subscribe to The Professional Assistant feeds or get posts e-mailed directly to you today.

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JANUARY 21, 2008

Home About Me Advertise How to Cope With Co-Workers Arguing By The Professional Assistant on Monday, January 21, 2008 Filed Under: Meetings , Productivity Y ou’re on the phone with a client and an argument breaks out between two of your colleagues. If all else fails, get a supervisor or manager involved. What do you do?

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Ian's Messy Desk

OCTOBER 22, 2010

I believe Tony Robbins said that the art of communicating a “word&# or “meaning&# to another human, consists of 3 parts: The written word: 17% – Tone of voice: 34% – Body language: 49% This means an email is very inefficient (17%), while talking on the phone is worth 51% (17+34). That is worth a whopping 100%.

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Ian's Messy Desk

MAY 19, 2010

Taking on more than you can manage only leads to frustration as nothing gets done very well. Don’t answer the phone or e-mail. That will give you the confidence to manage your work assertively. Or, if you prefer, you can subscribe to my blog posts by e-mail. Thanks for visiting! No is a small word but difficult to use.

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MARCH 26, 2008

To combat these problems, here are some tips you can follow: Boredom: Ask your manager or fellow colleagues to see if they need help with anything. Youre there to get paid and get that promotion or raise, so make yourself and your manager proud. People generally gossip at work due to boredom, insecurity, wanting to belong.

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Ian's Messy Desk

JUNE 9, 2010

Manage paper effectively – Barbara Hemphill, author of The Paper Tiger, offers the FAT principle for paper burden: file it, act on it, or toss it. Make meetings effective – Managers can spend an average of 17 hours a week in meetings, and that doesn’t include preparation and follow-up time. Keep the office door closed.

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Professional Assistant Blog

AUGUST 29, 2008

Then, you need to assign tasks to each goal, where you break the goal down into manageable chunks. Narrow them down to the amount that you can manage (usually 3 - 5), but some people can do more or less. Having a to-do list can be very helpful in accomplishing your tasks, but also setting goals. Next, add a time frame to each task.

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AUGUST 28, 2008

Home About Me Advertise Clock In The Right Time Zone: Booking Meetings in Microsoft Outlook By The Professional Assistant on Thursday, August 28, 2008 Filed Under: Meetings , MS-Outlook , Organize , Productivity , Travel D o you need to book meetings for your manager(s), but most meetings are all over the country or even internationally?

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Professional Assistant Blog

OCTOBER 31, 2007

If they prompt you to get it done right away (if this is not your immediate supervisor), make sure to let your manager know. They are there to help, since they are managing you. If you feel that your manager thinks of you this way, talk to them about it, but in a professional manner. Dont feel that you are not doing your job.

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Professional Assistant Blog

MARCH 28, 2008

One of the simplest things you can do to help the manager of your dream firm decide if you are right for the job, is to send them a Thank You letter after the interview. But you would be surprised that a simple Thank You letter can win over the hiring manager. My phone number is (XXX) XXX-XXXX. Did you attend a few recently?

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Professional Assistant Blog

JANUARY 29, 2008

Since I help out a staff of 30, which includes 6 managers, I constantly am away from my desk doing different tasks such as going to the printer on the other side of the office or bringing rush items to the mail room. Are you the type of person that needs to run between your desk and other places on a regular basis? I am one of these people.

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Professional Assistant Blog

NOVEMBER 29, 2007

Hotel managers and catering companies are also getting rave reviews about good branding quality. Some even drink way too much - 2 cups of regular strength coffee is enough. This is actually good for your heart and has many health benefits as well. Upscale coffee brands are becoming the norm in many offices across the world.

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Professional Assistant Blog

AUGUST 13, 2008

This should help your manager as well. Outlook now will install the selected items that you chose. Check your calendar to see that everything as populated. Heres a post also on using your Microsoft Outlook calendar properly. Subscribe to The Professional Assistant feeds or get posts e-mailed directly to you today.

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FEBRUARY 7, 2008

Since I am an administrative assistant for 30 staff, which includes 6 managers, it can get a little hectic at times. Think of ways you can help manage the workload. Do you feel that too many people are coming to you and overloading your workload? This happens to me from time to time.

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Professional Assistant Blog

FEBRUARY 13, 2008

This happens to me quite often, since I help about 30 people, including 6 managers. By The Professional Assistant on Wednesday, February 13, 2008 Filed Under: Organize , Prioritize , Productivity A re you having difficulty with overcoming a problem? Do you have too many people coming to you at once asking for your help?

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Professional Assistant Blog

OCTOBER 31, 2008

Check with your Human Resources Department or manager to see if this falls into your corporate policy. You dont want to end up at work and be the only one wearing a costume. Looking like a rabbit might be fun, but you dont want to be gnawing your carrot around others as theyre working away.

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Ian's Messy Desk

JUNE 2, 2010

Then, you’re back in the office after a long unplanned break: the message light on the phone is blinking; both your e-mail and hard-copy in-boxes are overflowing; last week’s next actions are now overdue; you staff and my manager all want a piece of you; and you just want to go home a crawl back into bed.

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Ian's Messy Desk

JUNE 18, 2010

The signature automatically displays at the end of every message and typically contains contact information such as your full name, department, web page, and phone/fax numbers. Create an e-mail signature for all your outgoing mail. It’s like attaching a business card to every e-mail you send.

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Professional Assistant Blog

FEBRUARY 19, 2008

I work in a large firm now where it’s mainly an open concept area, with only the managers having their own offices. We strive for an “open door” policy, but of course, there are times when the managers hold meetings or make phone calls and have their door closed.

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Professional Assistant Blog

FEBRUARY 8, 2008

About 90% of my work comes in the form of e-mails, since I want to be able to track anything and everything that managers and fellow staff members send me. There are certain tasks that I need to do on a daily, weekly, monthly, etc. basis and it usually involves e-mail. Having Trouble Planning A "Non-Religious" Office Party?

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2003 2007 2008 Cubicle 100

Ian's Messy Desk

OCTOBER 20, 2010

Think you can successfully study the details of a report while talking on the phone and reading your horoscope? So hang up the phone, find a quiet place and focus. Boost your brain power with these tried and true tactics: Ditch your multi-tasking ways. Stay organized.

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Professional Assistant Blog

SEPTEMBER 10, 2007

These notions may or may not be true, but its how you are viewed by your manager. On the other hand, if you are a messy person (but state that you know where everything is, since this is how you organize yourself), people might look at you as disorganized and not a hard worker. Having Trouble Planning A "Non-Religious" Office Party?

2008 100

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Professional Assistant Blog

AUGUST 23, 2007

Each and every day, Administrative Assistants alike face these challenges from either one or more Managers. Take the most important task and (this is the important part), only focus on that task (with the exception of someone coming to you, phone calls, etc.) Well, you are not alone.

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Microsoft Outlook 2008 2007 Cubicle 100