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? If you really do have to put a lot of files in a folder, place a rubber band around the folder.

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BMT Office Administration

OCTOBER 6, 2022

Plan for a lower mandatory e-filing threshold. We don’t yet know whether the IRS will issue final regulations dropping the mandatory e-filing threshold down to 100 or more information returns from 250 or more returns. You can be penalized for filing W-2s, 1099s, and 1095s on which you report incorrect Social Security numbers.

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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? B eing able to retrieve the data is more important than an organized alphabetized file drawer.

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Practically Perfect PA

NOVEMBER 10, 2016

Over the course of a working lifetime an office worker will drink an average of 24,684 cups of tea, disagree with colleagues 479 times and send a staggering 400,816 emails. On average, office workers will also be on the ‘phone for a total of two years and three months, making 158,982 calls during their entire career.

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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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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?

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Stephanie LH Calahan

JANUARY 6, 2010

Building a successful long-term profitable business isn't about "marketing" your business, it's about "managing" your business - the marketing comes once you have your management systems in place. So what I'd like to share with you today are my top 5 steps to setting up your core office organization systems.

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Stephanie LH Calahan

JANUARY 17, 2011

5 Steps to Meal Planning Success | Main | Productivity and Organization Link Lineup » 10 Reminder Systems for You To Consider Do you have difficulty remembering important dates?  savvyspaces Steph: birthdayalarm.com - sends an email reminder 1 week before and again a couple days. Great reminder system.

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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. Physical: Create a Client Contact Sheet. Click here to activate your Membership.

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Professional Assistant Blog

OCTOBER 9, 2008

Use A Phone Call Log! By The Professional Assistant on Thursday, October 09, 2008 Filed Under: MS-Excel , Organize , Productivity D o you find that when you receive phone calls or voice mail messages, you cant remember who called, what time they called, who they were trying to call, etc? Home About Me Advertise Who Called?

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Tips From T. Marie

JULY 21, 2016

We’re well into the 21 st century, so why is it that so many business offices are still using outdated office machines and systems? Fax Machine- At this point, everyone should be capable of sending attachments via email. Replace those antique computers and computer systems. Bonus Replacements. Are you still running Windows XP?

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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. Before the pandemic, only 6% of employees were remote workers.

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All Things Admin

MARCH 9, 2022

When I combined the information on adult ADHD with what I’ve learned in treating my generalized anxiety disorder, and my Time and Space Style Inventory (TSSI) results, it helped me create some better systems for managing my work environment for improved focus and productivity. Creating detailed checklists on paper and in OneNote.

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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). In fact, I’m going to give you a complete overview of my brand new time management system. I moved to electronic systems after I lost my paper planner on an airplane in 2010.

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Professional Assistant Blog

JANUARY 29, 2008

Home About Me Advertise Closing Shared Files While Away From Desk By The Professional Assistant on Tuesday, January 29, 2008 Filed Under: Productivity D o you share files on a network within your office? Retrieve Your Files with Ease Is You Boss Not Giving You Enough Work? I am one of these people.

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All Things Admin

FEBRUARY 27, 2024

You might be using a new phone system or dealing with new project management software. Communication Introduce them to the company’s communication channels and email distribution lists. Set up a branded email for the new hire, complete with an appropriate title and auto-signature.

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Office Dynamics

APRIL 20, 2017

Just forward your confirmation emails to the app (hotel, rental car, airline tickets, etc.), Chat by phone or video conferencing, record meetings, and share screens to keep each other up to date, even if you’re continents apart! Update, backup, and share files with your executive and team – no flash drives needed!

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Professional Assistant Blog

JANUARY 7, 2008

Home About Me Advertise Trying to Phone/Fax Internationally? By The Professional Assistant on Monday, January 07, 2008 Filed Under: Client Service , Productivity D o you have trouble figuring out how to call a client or even a colleague in another country? Then you just enter the phone or fax number in the third section.

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Professional Assistant Blog

JANUARY 9, 2008

Home About Me Advertise Opening Microsoft Office 2007 Files in Microsoft Office XP By The Professional Assistant on Wednesday, January 09, 2008 Filed Under: Client Service , MS-Access , MS-Excel , MS-Outlook , MS-PowerPoint , MS-Word , Productivity I recently had a vendor send us an Excel spreadsheet that he created in Microsoft Word 2007 format.

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Office Organization Success

DECEMBER 15, 2012

Don’t EVER send sensitive financial data via email – even if it is split across two emails. Sending info via email is like sending a postcard via mail. Put your CC info in a Word document, and send to her via a secure file transfer service like Send This File or Dropbox. But first, a word of caution ….

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Stephanie LH Calahan

NOVEMBER 15, 2010

Work With Stephanie « Productivity in Bite Sized Pieces - Weekly #Cinch Audiocast Review | Main | Caffeine-Free Ways to Increase Focus & Attention » You Can Steal Time Back From Email A few days ago I received an email from a reader.  " Email is something that many of us struggle with. 

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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. Remote workers can also access work files from any device that has an internet connection. Set Clear Expectations. Remote work is a win-win for employers and employees.

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Stephanie LH Calahan

FEBRUARY 18, 2011

Productive & Organized Goes Audio in 3 Different Ways » 19 Tips for Managing Your Email Even When You Dont Want To E-mail, it is the form of communication that we love to hate and love to love.    Multiple studies on business productivity will tell you that huge amounts of time are wasted on email.

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Practically Perfect PA

MARCH 6, 2015

The Camscanner App allows users to convert and save any document into a PDF using their mobile phone. From a mobile phone users can: Scan any kind of document in seconds, texts or graphics. Save scan results to system album. Create PDF files for scans. Camscanner uses a freemium pricing plan, with a free basic account.

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Professional Assistant Blog

JANUARY 17, 2008

Home About Me Advertise Copying Tables, Pictures or Text in PDF Files to Other Sources By The Professional Assistant on Thursday, January 17, 2008 Filed Under: MS-Excel , MS-PowerPoint , MS-Word , Productivity D id your boss just ask you to copy a table, picture or text to another source of software, such as Microsoft Excel or Word ?

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Professional Assistant Blog

SEPTEMBER 24, 2007

Home About Me Advertise Why Lock Your System at Work? By The Professional Assistant on Monday, September 24, 2007 Filed Under: System Security D o you feel that your colleagues might do something through your computer? and then our computers automatically lock, which is a good back-up system.

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Productivity Bits

FEBRUARY 10, 2011

I recently upgraded my GTD Toolkit with the upgrade of my phone to the BlackBerry Bold 9780 with RIM’s latest OS BlackBerry version 6.0 (my my old phone was Nokia E71 ). I think this is a great phone and I have no complaints so far. The performance of the phone and its battery capacity are excellent.

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Office Organization Success

APRIL 28, 2014

It would appear that one of my websites got hacked and some of you got taken to an inappropriate *adult* website when you clicked links in the emails I’d been sending you for my training program. (No, And I’ve since found out it only affects certain browsers like Safari and smart phone users!

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On The Job

FEBRUARY 19, 2015

We can’t remember passwords for our online banking account and lose critical emails or other bits of data important for our work. Their systems make a “profound difference” and enable them to have time for fun and relaxation, he says. If you have a phone conversation that you need to remember, (read more here )' Just say “no.”

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Productivityist

DECEMBER 22, 2016

As a result, my email went from around 30 a day to well over 150. I already knew the theories of inbox zero, yet here I was, drowning in email. This made finding a specific email very time consuming. Then I brainstormed how I was going to deal with hundreds of emails a day. My system uses two e-mail folders ONLY.

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Practically Perfect PA

DECEMBER 17, 2015

Develop your system. The best way to do that is to develop a system that works for you. Read it, process it, and file it away – never allow documents to pile up on your desk or in your inbox. These can help you automate the most tedious tasks, such as backing up your files as you work or scheduling recurring events.

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Laughing all the Way to Work

MARCH 15, 2009

.© Copyright Patricia Robb 2010 15 March, 2009 When you need it later: The Bring-Forward System My boss likes me to keep him organized and the way I do that is to have a system to bring forward items, which I then bring to his attention when he needs to see it. The system I use is quite simple and has been around for a long time.

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All Things Admin

DECEMBER 18, 2020

I receive a lot of emails from admins who’ve lost their jobs unexpectedly. 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. She said, “Security doesn’t lie within a company.

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Practically Perfect PA

JULY 4, 2016

Organising and maintaining multiple email inboxes. Taking phone calls, enquiries and general requests, handling all queries. Devising and maintaining office systems, including data management, CRM system and filing. Back in 2014 Lucy received an email asking her if she would like to speak at Buckingham Palace.

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Office Organization Success

JUNE 2, 2011

Gmail – I’m a die-hard Outlook fan and really don’t like the Gmail setup; however for when I can’t be in my office but still need access to my emails and calendar, Gmail is a great way for me to access that information. You can also log in to your account online and access your files from there too. c) 2011 Tracey Lawton.

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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. No more endless emails to check or impromptu calls to answer: your admin is your gatekeeper. Subscribe Sign up with your email address to receive news and updates. Thank you!

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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. .    No. 

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