Professional Assistant Blog

APRIL 1, 2008

Home About Me Advertise Productivity With Shared Files By The Professional Assistant on Tuesday, April 01, 2008 Filed Under: MS-Word , Organize , Productivity D o you share your files with others in your firm? Do you find that you are being bombarded with updates to the same files time and time again?

Filing 100

Filing Google Docs 2008 Microsoft Word 100

All Things Admin

FEBRUARY 27, 2024

You might be using a new phone system or dealing with new project management software. Tools of the Trade Familiarize them with the essential programs and platforms used by the company (project management, file management, internal communications, virtual meeting platforms, etc.),

Training 52

Training Policies Mentoring Agenda 52

Stephanie LH Calahan

DECEMBER 23, 2009

Work With Stephanie « Cause and Effect - Productivity is an Action, Not a Result @QuietSpacing | Main | Organize Your Ideas and Watch Them Unfold » Planner Or Tickler (1-31) File? - Sometimes I wonder if I am duplicating my efforts by using a calendar and the tickler files. What are your thoughts in this area?

Filing 100

Filing Calendars Networking Email 100

Eat Your Career

OCTOBER 23, 2013

It pains me to announce that my grand experiment with using electronic time management systems has officially come to an end (sort of). You see, for the past several years, I’ve been using a variety of tech tools to help organize my life and work—appointments, tasks, projects and more. To access online systems, you have to (duh!)

Management 100

Management Basecamp Calendars Phones 100

Office Dynamics

APRIL 20, 2017

Project Management Apps: Teamwork is, by far, my favorite project management app. You can update statuses, track time and tasks, and get real-time updates on all your projects. Chat by phone or video conferencing, record meetings, and share screens to keep each other up to date, even if you’re continents apart!

Time Zones 223

Time Zones Administrative Professionals Basecamp Business Cards 223

Stephanie LH Calahan

JANUARY 26, 2011

  The situation: Tweet "Rob" is a project manager that is responsible for a number of projects across the world and he needs to keep track of all of them.    I LOVE basecamp I have used it to coordinate many different projects where team members are all over the place. How will you use Basecamp?

Central Desktop 100

Central Desktop Basecamp Google Docs Management 100

Productivityist

SEPTEMBER 20, 2021

Fortunately, there are numerous excellent and intuitive apps available for almost all phones using iOS and Android. Many apps are also available as desktop or web programs for Linux and Windows operating systems. Systems: Web Browsers. Systems: Windows, Mac, iOS, Android, Web Browsers. Systems: Windows, Mac, iOS, Android.

Doodle 52

Doodle Microsoft Outlook Calendars Collaborate 52

Office Dynamics

JUNE 28, 2016

As a business owner, you’ll want to check in with your remote workers on a pretty regular basis, either through scheduled phone calls or with email updates. To make sure your remote group of employees accomplishes everything they need to do will require a great deal of transparency on their part about their projects and tasks.

Telecommuting 157

Telecommuting Basecamp Policies Phones 157

Office Organization Success

NOVEMBER 3, 2014

For most business owners there will be a physical client file that you’ll need to create. One of the simplest ways of creating this file is by using a manila file folder in which you simply drop your paperwork into. You simply print it out and fill it in each time you take on new client. In your main client folder.

Filing 100

Filing Staples Email Fax 100

BMT Office Administration

OCTOBER 4, 2022

Yet, the COVID-19 pandemic of 2020 threw a wrench into this tried and true system for most companies. An example would be call centers, where employee phone calls and voicemails were recorded and closely monitored to ensure their quality and efficiency. Time tracking and file tracking.

Filing 52

Filing 2020 Suppliers Social Media 52

Clutter Coach

DECEMBER 15, 2017

Do some filing. Get that pile off your desk and into the file drawer. Note: this works best if you have a good filing system, meaning one that isn’t overstuffed and that you can find things quickly in. Again, it works best with a good filing system. How about some scanning? Out they go.

Filing 100

Filing Expenses 2016 AT&T 100

All Things Admin

FEBRUARY 20, 2023

Gone are the days when filing, phone skills, and semi-legible shorthand were key requirements for an admin job. With less time-consuming, mundane tasks on our plate, we’re suddenly free to pursue higher-value projects that require human intelligence. In fact, it enhances it. But what does this look like in practice?

Administrative Professionals 98

Administrative Professionals Social Media 2025 Mentoring 98

BMT Office Administration

OCTOBER 10, 2022

From secretly checking social media to focusing on less critical work tasks to avoid starting a crucial project – there are many different types of procrastination. Technology-related procrastination is relatively easy to stop by implementing a no-phone policy during the workday. Online Procrastination. What’s that?

Management 125

Management Self Esteem Social Media AT&T 125

Stephanie LH Calahan

APRIL 1, 2011

  He picked up a piece of paper that contained a name and phone number of a contact.    He told me that his next action was to make a phone call to that person for a project they were working on together.    So, the next action was not the phone call, it was the research. . 

Filing 100

Filing Phones AT&T Email 100

On The Job

FEBRUARY 19, 2015

Daniel Levitin, a neuroscientist, psychologist and author of “ The Organized Mind: Thinking Straight in the Age of Information Overload, ” says that while we’re all faced with “an unprecedented amount of information to remember,” most of us are still trying to “keep track of things using the systems that were put in place in a pre-computerized era.”

Filing 100

Filing 2011 Stress Email 100

Worxbee

FEBRUARY 20, 2023

You can delegate all the work that keeps you “busy” - like filling out paperwork, filing, scheduling, budgeting, and making “quick” phone calls. Partnering with your Worxbee admin according to our proven systems will save you time, money, and stress. You may need a vetted Administrative Professional on your team. Gain knowledge.

Administrative Professionals 52

Administrative Professionals Stress Email Budget 52

All Things Admin

DECEMBER 18, 2020

Go to your human resources department and ask to see your employee file so you can write down all of the job titles, dates, and salary details for each position you’ve held with your current company. You should have two versions of your cover letter – a formal one that can be printed and an electronic version for online submission systems.

Cover Letter 98

Cover Letter Resume Business Cards Networking 98

Office Dynamics

AUGUST 16, 2018

From the first phone call to register for the conference to picking up my name tag, the entire team carried out the professionalism of Joan. If your executive mentions a new project or talk force they will be working with, ask them to tell you more about the mission and the people. They are my: * Follow-up system. Be curious.

Mentoring 189

Mentoring Skills Learning IAAP 189

Stephanie LH Calahan

FEBRUARY 11, 2011

Work With Stephanie « Link Lineup: Time Management, Org Tools, Focus Concentration and Top Mobil Phone Apps | Main | Are you Time-challenged Tim or Non-productive Nancy? It houses so much more than a file index. Pile Tamer My favorite is: the Pendaflex Pile Smart Project Sorter. Archive Network with Steph Is This You?

Filing 100

Filing Office Depot Microsoft Outlook Phones 100

Office Organization Success

FEBRUARY 26, 2010

For most business owners there will be a physical client file that you’ll need to create. One of the simplest ways of creating this file is by using a manila file folder in which you simply drop your paperwork into. You simply print it out and fill it in each time you take on new client. In your main client folder.

Filing 100

Filing Staples Fax Email 100

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! Since most of us deal with more than just a small handful of contacts on a daily basis, the question of why we need a system to handle it should be obvious. You Get Paid Back Enormously When You USE the System.

Phones 100

Phones Networking Social Media Calendars 100

Eco-Office Gals

OCTOBER 22, 2012

Online project managers allow you to post schedules and updates, assign tasks, communicate with team members, and virtually keep everyone on the same page, even when working remotely. These options are certainly quicker and less costly than managing everything through phone calls and snail mail.

Basecamp 100

Basecamp Keyboards Legal Project Management 100

On The Job

OCTOBER 25, 2010

On the job, your work space is tidy and well maintained, with all your projects lined up like neat little soldiers. Files are scattered. Family members have dumped various things in your office, including an unused exercise bike, an old video game system and what appears to be the inside of the broken toaster.

Home Office 100

Home Office Filing Medical Equipment 100

Office Dynamics

AUGUST 19, 2013

Evernote is software designed for note taking and archiving, which is available for iPhone, iPad, Android, Windows Phone, as well as for OS X and Microsoft. You can also include file attachments. It works on both Microsoft and OS X systems. Rule is a web-based project management and cloud collaboration tool. MindMeister.

Project Management 100

Project Management Collaborate Health Calendars 100

Stephanie LH Calahan

NOVEMBER 19, 2010

  I've tried different systems and they don't work.  "  That was one of the first things she said to me on the phone.    Sometimes your focus and attention challenges can be directly related to the systems you have (or don't have) in your life. 

Medical 100

Medical Phones Filing 2007 100

Office Dynamics

NOVEMBER 16, 2009

Again after 7 days, THAT system will fail also. Are you afraid to file something because you will forget where you put it? You need a system. Studies have shown that a project that would take one hour to complete if you were not interrupted, takes an average of four hours to complete if you are interrupted. Help is Here.

Stress 100

Stress Self Esteem Filing Phones 100

Office Dynamics

NOVEMBER 16, 2009

Again after 7 days, THAT system will fail also. Are you afraid to file something because you will forget where you put it? You need a system. Studies have shown that a project that would take one hour to complete if you were not interrupted, takes an average of four hours to complete if you are interrupted. Help is Here.

Stress 100

Stress Self Esteem Filing Phones 100

Clutter Coach

OCTOBER 20, 2017

Back in podcast 17 I talked about how you can make your office less boring and conventional by outfitting it with patterned file folders and a tape dispenser shaped like an animal. Today I’ll talk about making your processes and systems less boring. I don’t have a proprietary system or a template that I use.

AT&T 100

AT&T Medical Google Facebook 100

Practically Perfect PA

APRIL 1, 2014

Event Management, Project Management, Human Resources and Finance have become a big part of my job. In the past I’d be answering phones, taking memos and maintaining files – nowadays you are an extension of your Executive. Indeed, this is not your mother’s admin role anymore.” I’ve had one 2.5%

Finance 100

Finance Salary Filing Project Management 100

Step It Up VA Coaching

FEBRUARY 6, 2014

Or it could be that your files, equipment, tools and work area are so scattered and unorganized that it takes you twice as long to get anything done because you have to do a search and rescue mission first just to find what you need. And it’s just a quick request, so you take care of it, and then move back to your project.

Social Media 100

Social Media Equipment Forms Email 100

Stephanie LH Calahan

DECEMBER 30, 2010

What are the key projects to be completed this year?   Yet, we try to do it all of the time by putting systems in place that don’t match our personal or our organizations’ styles. There are some that think that one system should work for everyone.  "  That means you don't have good systems.

Filing 100

Filing AT&T Networking Phones 100

Productivity Bits

SEPTEMBER 23, 2010

Part II – Systems. This could be the personal project you’ve been planning for months that couldn’t find itself close to realization or an uncompleted work wanting for some attention. They can also bring chaos to your productivity system if you don’t address them when they need to be addressed.

Agenda 100

Agenda AT&T Calendars Stress 100

Small Business CEO

AUGUST 9, 2013

With the growth in BYOD (bring your own devices) over the past five years small businesses are now able to hire dispersed staff located remotely, globally, as well as from a home or assigned virtual hub through secure systems. Mobile devices combined with powerful apps essentially allow a contemporary ‘phone to morph into the remote office.

Filing 40

Filing Phones Project Management Google 40

Stephanie LH Calahan

FEBRUARY 10, 2010

» Top 9 Mistaken Organizing Statements There are a number of statements that I have heard people say over the years with regard to their organizing projects.  "   Wanting to do a good job on your projects is admirable.    However, the drive for perfection has ruined the success of many projects. 

Networking 100

Networking Purchasing Filing Fax 100

Step It Up VA Coaching

APRIL 11, 2013

Or it could be that your files, equipment, tools and work area are so scattered and unorganized that it takes you twice as long to get anything done because you have to do a search and rescue mission first just to find what you need. And it’s just a quick request, so you take care of it, and then move back to your project.

Social Media 100

Social Media Equipment Forms Email 100

Small Business CEO

SEPTEMBER 17, 2013

To avoid CRM failures why not take a look at this CRM ‘Project Pitfalls’ advice which can be applied to firms of all sizes. With so many companies out there promising bigger and better things at more competitive prices, with better support and easier to integrate systems, it’s tough to just pick one.

USPS 40

USPS Customer Service Social Media Budget 40

Professional Assistant Blog

JANUARY 28, 2008

Home About Me Advertise Copying Pictures To and From Microsoft Word By The Professional Assistant on Monday, January 28, 2008 Filed Under: MS-Word , Productivity H ave you ever wondered how to copy pictures from and to Microsoft Word ? Do you have a big project coming up and want to show your boss that you can handle this type of task ?

Microsoft Word 100

Microsoft Word Google Docs 2008 Cubicle 100