Stephanie LH Calahan

OCTOBER 5, 2011

Today I share a simple method to create your own ACTION/Quick Reference system. Create Your Action/Quick Reference System 1 -- Start with what is on top of your desk.  Call, write, pay, scan, enter data, read, file and write are all examples of the verbs you might have. " Think VERB.

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Success

JUNE 23, 2021

Handing the minutiae of backend support tasks off to a qualified professional allows leaders the calendar capacity to focus on their company’s growth and, more importantly, their own personal peace of mind. “A Not to mention the added burden of sifting through stacks of résumés, arranging interviews and painstakingly checking references.

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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?

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Success

JULY 25, 2023

However, SIMPLE doesn’t refer to how easy it is to use. To be eligible as an employee, you must have earned at least $5,000 from the employer during any two years before the current calendar year and expect to make at least $5,000 this year. What is a SIMPLE IRA? SIMPLE IRAs are relatively straightforward to set up and maintain.

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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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Professional Assistant Blog

JANUARY 22, 2008

Home About Me Advertise Using Microsoft Outlook Calendar Properly By The Professional Assistant on Tuesday, January 22, 2008 Filed Under: Meetings , MS-Outlook , Organize , Productivity A re you trying to book a meeting with someone or a group of people? People are using their Microsoft Outlook calendars incorrectly.

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Practically Perfect PA

MAY 2, 2017

I literally wouldn’t know what I was doing without my inbox and calendar organised just so. I’ve written a few blogs in the past about maximising Outlook for productivity and filing paperwork , but today I wanted to focus specifically on organising your outlook folders. Organising your Outlook folders.

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Office Dynamics

AUGUST 4, 2017

Choosing the right tool might mean selecting the best fax machine , which refers to choosing optimum working capacity for your work flow. An app such as Evernote can be linked to task running apps like Trello and Asana and even to your Google calendar. This is an interesting App used to schedule tasks for later reference.

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Ian's Messy Desk

OCTOBER 7, 2013

Make an appointment - Don’t just hope you find the time to clean up, set a calendar entry and stick to it. Organizer ( paper or electronic) to enter to-dos, addresses or calendar data. Sort – everything into boxes/containers according to what needs to be done: file , shred , recycle , refer, toss, etc.

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All Things Admin

AUGUST 3, 2022

It’s easy to grab your binder, look up a procedure or refer to a checklist, and get on with your day. You can quickly insert the contents of a PDF or image file onto a page of your OneNote notebook. When you save your documents like this, I strongly recommend a naming convention that keeps your documents organized for quick reference.

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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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Clutter Coach

NOVEMBER 16, 2016

Whether you do it digitally or with a pen, you need to get information out of your head and onto your to do list and calendar. File or toss the paper. Add all your meetings, appointments and events to your calendar. Refer to your calendar often during the day and remember to look at the days and weeks ahead, not just today.

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Virtual Moxie

JANUARY 4, 2021

When I got in trouble with the IRS and was scared out of my wits, someone I trusted with my life had an amazing accountant to refer me to. The IRS recommends you keep your biz records for three years (assuming you’re filing returns and not being fraudulent in what you file). Put that on your calendar and do it with great glee.

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BMT Office Administration

NOVEMBER 16, 2022

While individuals have until April 18, 2023, to file their personal income taxes, businesses have to start thinking about tax requirements a bit sooner. If you’re not quite sure about the differences between a 1099 and a W-2, keep reading to learn which form to send and how to fill out and file them. Form W-2 filing requirements.

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Office Dynamics

JUNE 27, 2012

The “oops” factor: If you need more than two paragraphs to cover your topic, you’re better off using the phone, or attaching a Word* file. Pet peeve: Calendar invitations with attachments. People often send me calendar invites that include attachments. Consider sending multiple files with fewer attachments instead.

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Ian's Messy Desk

MAY 25, 2010

Make an appointment - Don’t just hope you find the time to clean up, set a calendar entry and stick to it. Organizer ( paper or electronic) to enter to-dos, addresses or calendar data. Sort – everything into boxes/containers according to what needs to be done: file , shred, recycle , refer, toss, etc.

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Clutter Coach

NOVEMBER 17, 2014

This category includes bills, medical forms to file, an insurance or telephone plan to compare with what you have now, information about a product you intend to buy and a list of activities put on by a group you belong to. Be careful about filing too much. Most people’s file cabinets are neglected paper graveyards.

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Professional Assistant Blog

AUGUST 13, 2008

Home About Me Advertise A Great Outlook: Adding Holidays to Microsoft Outlook By The Professional Assistant on Wednesday, August 13, 2008 Filed Under: MS-Outlook , Organize D o you often wonder how you can add your countrys holidays into your calendar in Microsoft Outlook ? In the Calendar Options section, click Add Holidays.

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Ian's Messy Desk

MAY 26, 2010

Files can be kept in open piles on a desk or in folders, according to your style. Use the RAFT template: refer it, act on it, file it or toss it. Refer it to the correct person, if you’re not the one to handle it. File it, if necessary. Eighty percent of filed papers are never looked at again.

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Stephanie LH Calahan

DECEMBER 13, 2010

Clean Out Your Files It’s easy for your cabinets and folders to become overstuffed with outdated paperwork, so it’s important that you take time once a year to purge the old and make room for the new. Start with your reference, client, and financial files. Try Smead’s durable TUFF™ Expanding File® for frequently accessed items.

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Tips From T. Marie

NOVEMBER 4, 2010

3. You should know about online calendars, online file sharing and other ‘cloud’ services. I often end up referring many of the new virtual assistants that have asked for my help on certain items. Yet there have been a few that I would never refer. This is office administration 101. Professionalism. Initiative.

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Professional Assistant Blog

NOVEMBER 20, 2009

Home About Me Advertise Make No Mistakes With Meeting Request Attachments in Outlook 2007 By The Professional Assistant on Friday, November 20, 2009 Filed Under: Meetings , MS-Outlook Y ou sent a meeting request to a bunch of people. If you want to update the calendar, you would have to make the changes in the meeting request directly.

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Practically Perfect PA

MARCH 10, 2014

Now, the glamorous references are not something I am used to hearing but the endless stream of random requests is! Calendars are not just for appointments. Archive and search rather than file. I read that phrase recently and thought archiving and searching is exactly what assistants do these days rather than filing.

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Laughing all the Way to Work

JUNE 13, 2011

I write on each item whatever direction he gives me and then when I am back at my desk I complete the tasks, whether it is forwarding correspondence to someone to draft a reply, filing or replying on his behalf to an email. When I meet with my boss or one of the Directors about that particular meeting, I always have my folder to refer to.

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Laughing all the Way to Work

JULY 15, 2008

One of my co-workers told me that I was already using "we" and "us" when referring to my new employer. My mind is already planning the next Board meeting and how I will organize my desk and the filing at the new place. I want all my filing to be up to date and my desk to be neat and tidy. Update your filing list.

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Practically Perfect PA

JUNE 19, 2012

Calendar – For quick reference I have a one sheet per day calendar block on my desk. Files – see my previous blog on my filing system. Post-it notes and flags – I always buy the largest post-it notes in a variety of colours as I often write notes to myself and need the extra room!

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Practically Perfect PA

NOVEMBER 4, 2014

He was very self reliant so he didn’t want me to touch his unique filing system. Before I went home every evening I would print out his calendar and attach the correct paperwork for his meetings the next day. I would pop the file on his desk so that he had everything he needed for the following morning.

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Productivityist

JULY 20, 2017

A wall calendar. All the books you’ll need to reference. Whatever it is, get it down on a calendar. You don’t want it filed away and when another year rolls by it has collected dust (digital or analog dust.). You will also need to have on hand some important items: A list of all the work you want to get done.

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Stephanie LH Calahan

FEBRUARY 11, 2011

It houses so much more than a file index. This allows them to keep it within site, but all projects are kept in an organized file. Once the project is completed, the whole pile of that particular project can be filed away; out of site. when I conduct research, or just come across something I want to reference at a later date.

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Stephanie LH Calahan

JANUARY 3, 2011

  Here are a few tips to get started: Set up a filing system to store and manage your paperwork Your paperwork likely consists of three types of paper:  1) stuff you need to take action on 2) stuff you are saving for reference and 3) stuff that you should have tossed a long time ago, but haven't. 

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Stephanie LH Calahan

MAY 17, 2010

Immediately add that task to your digital calendar or task list, and set a reminder on your calendar closer to the due date. Changing the default view of your e-mail program so that the task or calendar screen shows instead of your in-box helps ensure you never lose sight of your tasks.     * Master calendars.

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Stephanie LH Calahan

JANUARY 8, 2011

When: January 11, 2011 8:00 pm CST How: Listen on-line (via link above or dial in to (714) 202-9923 Add to your calendar now! When: January 11, 2011 8:00 pm CST How: Listen on-line (via link above or dial in to (714) 202-9923 Add to your calendar now! Have questions you want to make sure I answer?  Tweet in News & Updates!

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Office Dynamics

AUGUST 19, 2013

You can also include file attachments. One feature is the productivity stream, which shows how your users are collaborating in real-time and allows you to reference and attach items. A “note” can be a formatted text, a website, a picture, a voice memo or even a handwritten note.

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Administrative Arts

JULY 19, 2010

How long you retain meeting minutes will depend on the type of meetings you are referring to. Those are the only meeting minutes that are referred to in most retention schedules. For departmental level meetings, I would suggest the current calendar year plus 2-5 years, just to have an historical background for procedural purposes.

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Stephanie LH Calahan

JANUARY 17, 2011

" BarbMcMahon :  Steph:  I really like Google calendar - nothing fancy, but easy to use and it emails reminders of birthdays, etc. Google tells about their Google Calendar tool in this way: " Organize your schedule and share events with friends.  With   Get your calendar on the go. 

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Stephanie LH Calahan

JULY 22, 2011

I stick it on my calendar, in my car on the dash or on my mirror in the bathroom. I use them to label paper piles during small business, home office or residential file system creation. Post Its provide the flexibility to change file names as needed during the preliminary stages of any file system set up job.

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Practically Perfect PA

MARCH 22, 2012

You have to decipher all of this by looking at the date on the receipt and in their calendar and try to work out what they were doing… Sounds familiar? If they want you to process it anyway refer to the expense policy – they know what it is and what the rules are! Remember to always refer back to the company’s expense policy.

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