Ian's Messy Desk

MARCH 1, 2012

Working at an organizations’ head office, we see a lot of paper. 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.

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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. It adds up. Archive off site.

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Productivity Bits

JUNE 20, 2017

Simply configure your scanner software to use optical character recognition (OCR) to automatically turn every scanned document into a searchable PDF, which allows you to find documents by searching for words they contain. Does it contain important information that you will need to reference later? Then place it in the scan pile.

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Eco-Office Gals

JULY 5, 2011

Bump: Bump is a business app for the iPhone that makes it easy to swap information with business partners or contacts. Google Mobile App: The Google Mobile App is a convenient application for any entrepreneur to put on his or her iPhone. This app is designed for video conferencing.

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Professional Assistant Blog

AUGUST 23, 2007

Home About Me Advertise How to Organize Tasks Effectively By The Professional Assistant on Thursday, August 23, 2007 Filed Under: MS-Outlook , Organize , Prioritize A task here, a task there! The question is, “How do I prioritize and organize my tasks? When does it ever end? Well, you are not alone.

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Clutter Coach

DECEMBER 29, 2017

Google Play. In case you missed it, it’s a contest to win a PDF copy of my book, 52 Simple Ways to Get Organized. From a calm center you can see clearly in all directions and take in the information you need without having to be reactive in the moment. YouTube ? You can leave a review here!

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Professional Assistant Blog

JULY 7, 2010

Here are the 4 easy steps to do this: Highlight the information you want to change from vertical to horizontal or vice versa, depending on which way you need to change the information. Give it a try yourself and see how quick it can be to manipulate information from vertical to horizontal and vice versa. Click Transpose!

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Professional Assistant Blog

JULY 10, 2009

Do you try to "go green" by not printing e-mails or other documents that you could be e-mailing to others that you want to share this information with? You really have to be careful with these, as pertinent company information could leak out into the wrong hands. We are in week 3 now and cannot get rid of our recycling.

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Professional Assistant Blog

NOVEMBER 18, 2009

How to Organize Tasks Effectively How to Deal with Inconsiderate Co-Workers Resizing Pictures in Microsoft Word 4 Ways to Cope with Difficult Colleagues Administrative Procedures Manual - Does Your Department Need One? Converted to Blogger by Blogger Templates © Content by Richard Rinyai 2007-2010

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Professional Assistant Blog

NOVEMBER 30, 2007

Do you have confidential information that you need to send to someone, but want to make sure that it gets treated like registered mail? For more information, visit www.reditag.com. If you would like more information on keeping your documents safe, take a look at the "How Safe Are Your Documents?"

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Professional Assistant Blog

NOVEMBER 20, 2009

Posted on 21 November, 2009 10:51 PM Anonymous If you send an iCalendar as a follow up to a meeting request, do you have the option of updating your calendar or is it just for passing on updated information (or as you suggested possibly adding an agenda)? Thanks, Richard Posted on 4 January, 2010 11:32 AM soruba Thanks for the information.

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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? Thanks for the tip, Richard Posted on 1 April, 2008 12:33 PM Anonymous Google docs is the best way Ive found to do this.

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Professional Assistant Blog

JULY 17, 2009

Would you prefer the client to calmly and rationally give you information on their issue? How to Organize Tasks Effectively How to Deal with Inconsiderate Co-Workers Resizing Pictures in Microsoft Word 4 Ways to Cope with Difficult Colleagues Administrative Procedures Manual - Does Your Department Need One? How would you feel?

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Professional Assistant Blog

JULY 14, 2009

Some of you might already know the answer to this, but I thought that Id give the information here anyways, since I was stumped in the beginning as well. They forget to do their own flight check-in and dont have time, so they call you up and ask you to do it. You scratch your head and wonder how this can be done.

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Professional Assistant Blog

OCTOBER 27, 2008

There are over 200 articles of information so far and growing. If you feel that you want to remain anonymous, please note that I never disclose any personal information such as your name, company, etc., I have been running this blog for just over a year now and it has grown quite a bit, as you can tell.

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Professional Assistant Blog

OCTOBER 8, 2009

Home About Me Advertise Dealing With Unreasonable Requests By The Professional Assistant on Thursday, October 08, 2009 Filed Under: Organize , Prioritize , Productivity Y ou receive an e-mail , among the many others that you receive each and every day. Keep telling the person that you will get to it as soon as possible.

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Professional Assistant Blog

NOVEMBER 5, 2008

Home About Me Advertise Retrieve Your Files With Ease By The Professional Assistant on Wednesday, November 05, 2008 Filed Under: MS-Access , MS-Excel , Organize , Productivity D o you have quite a bit of filing to do? Your boss could ask you for something at a moments notice and you are expected to find the information within minutes.

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Professional Assistant Blog

DECEMBER 13, 2007

Home About Me Advertise 4 Easy Steps to Finding Old E-mails By The Professional Assistant on Thursday, December 13, 2007 Filed Under: MS-Outlook , Organize , Productivity , System Security D o you have trouble sifting through hundreds or even thousands of e-mails ?

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Professional Assistant Blog

NOVEMBER 25, 2009

One of my readers asks: Ive been reading your blog for the past few months and really appreciate all the information and tips you provide! Theres always someone that annoys us and tries to make our lives more difficult than it already is. Try as I may, but she annoys the heck out of me.

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Professional Assistant Blog

NOVEMBER 19, 2009

By The Professional Assistant on Thursday, November 19, 2009 Filed Under: Client Service , MS-Access , MS-Excel , MS-Outlook , MS-PowerPoint , MS-Word , Organize , Productivity D oes your department have an administrative procedures manual? One of my readers asks: The organization I work for has no administrative procedure manual.

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Professional Assistant Blog

NOVEMBER 14, 2007

Click on the picture to find out more information. How to Organize Tasks Effectively How to Deal with Inconsiderate Co-Workers Resizing Pictures in Microsoft Word 4 Ways to Cope with Difficult Colleagues Administrative Procedures Manual - Does Your Department Need One? It even gives the person a massaging effect, for lasting comfort.

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Professional Assistant Blog

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? You can make the reservation directly through this site and the information gets forwarded over to the restaurant itself.

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Professional Assistant Blog

JANUARY 29, 2008

If someone else needs to access information, they can just click the "Read-Only" button. But if they need to change information, this could cause a problem. So the next time you know you will be leaving your desk for a long period of time, please make sure to close any files that are shared among your staff.

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Stephanie LH Calahan

MAY 13, 2011

Wordpress is not just a software, but a platform for managing, creating and publishing information on the Internet without having any technical and programming skills.             Dawn McCloskey Ultra Organized, LLC. Microsoft's OneNote is my go-to organizing tool for anything that I do online.I

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Professional Assistant Blog

JANUARY 4, 2008

I have been updating my firms website stats for quite some time now and wanted to share some tips on getting the information correct - the first time. By The Professional Assistant on Friday, January 04, 2008 Filed Under: Productivity A re you being asked to check your companys website stats? Do you have software in place for it?

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Professional Assistant Blog

SEPTEMBER 4, 2008

I’ve searched Google and they say to use the drawing tool. This will allow you to have a blank sheet in front of you and you can add all the information into each label and then print them off. One of my readers asks: I’ve been making labels in Microsoft Word using text boxes. I can’t seem to find that either!

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Professional Assistant Blog

AUGUST 25, 2007

If you chatter away in your e-mails and are trying to get your point across, this information will be quite juicy for your fingertips. Write out all the main points that you want to convey in the message (but be careful – ask yourself if the message should be formal or informal). Click send!

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Professional Assistant Blog

FEBRUARY 29, 2008

By The Professional Assistant on Friday, February 29, 2008 Filed Under: MS-Excel , Organize , Productivity A re you a Virtual/ Professional Assistant or want to become one? Virtual Assistant Manager is a website that I recently stumbled upon which helps you and/or your organization thrive in this type of environment.

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Professional Assistant Blog

NOVEMBER 26, 2007

You have the option of keeping your identity confidential or if the particular job site doesn’t allow for this, Resume Rabbit will replace your personal information with something that’s not identifiable. It only costs $59.99 USD, but is a one time fee and won’t have to pay for monthly charges like other sites make you.

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Professional Assistant Blog

SEPTEMBER 24, 2007

We actually can lock our computers automatically with our own settings, but I have confidential information that people can access, since I am the Administrative Assistant of the department. If this information ever leaked out, I would get into a lot of trouble. Best to always lock your computer when you leave it, even for a minute.

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Professional Assistant Blog

NOVEMBER 21, 2007

Home About Me Advertise Yellow Post-It Notes By The Professional Assistant on Wednesday, November 21, 2007 Filed Under: MS-Outlook , Organize , Prioritize , Productivity A re you looking for some innovative ways on using your yellow Post-It notes? Heres an article I found on a fellow Administrative Assistants website for some great uses.

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Professional Assistant Blog

SEPTEMBER 27, 2007

Home About Me Advertise 7 Steps to Improve Your Filing System By The Professional Assistant on Thursday, September 27, 2007 Filed Under: Organize , Productivity A re you having trouble with your filing system? Dont know how to organize yourself and things are starting to pile up? It just looks more professional.

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Professional Assistant Blog

DECEMBER 5, 2007

Only the employees within that company can view the information that they write. We share ideas, skills and even ask guest speakers to provide up-to-date information and trends on what we need for our careers. Just remember not to divulge particular company information, since this can definitely land you in hot water.

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Professional Assistant Blog

FEBRUARY 15, 2008

By The Professional Assistant on Friday, February 15, 2008 Filed Under: Meetings , Organize , Productivity Y our boss comes to your cubicle and asks you to make 10 copies of 5 different sets of publications. The copier will then scan in all of the information in the order that you want it in. Not Sure What To Do?

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Professional Assistant Blog

FEBRUARY 8, 2008

Home About Me Advertise Using Microsoft Office E-mail Templates By The Professional Assistant on Friday, February 08, 2008 Filed Under: MS-Outlook , Organize , Productivity D o you wite reccurring e-mails on a regular basis? Leave space for variable information that will be added when you send the message. Click Apply , then OK.

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Professional Assistant Blog

DECEMBER 14, 2007

Phishing scams have been around for quite some time now, where an e-mail would ask you to enter some personal information into a fake website that looks quite real. Then they would lure you into entering your bank account information, pin, etc. They would even sell your personal information in chat rooms on the black market.

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Professional Assistant Blog

OCTOBER 29, 2008

How to Organize Tasks Effectively How to Deal with Inconsiderate Co-Workers Resizing Pictures in Microsoft Word 4 Ways to Cope with Difficult Colleagues Administrative Procedures Manual - Does Your Department Need One? Just click on any of the links below to take a look at the particular task you would like to learn about.

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