All Things Admin

FEBRUARY 27, 2024

You might be using a new phone system or dealing with new project management software. When you integrate sharing – and creating – procedures into your onboarding process, it helps ensure a smooth transition for your new team members. Incorporate them into all relevant team calls, setting clear expectations for participation.

Training 52

Training Mentoring Policies Project Management 52

Page Personnel

OCTOBER 2, 2022

Handling day-to-day administration for one or more executives, a team or network, an admin assistant is the “eyes and ears” of a company, privy to unique and powerful insights about the company culture , performance and future direction. Administrative professionals are highly valuable to the smooth running of a business, team or office.

Administrative Professionals 59

Administrative Professionals Resume Project Management Phones 59

Office Dynamics

JANUARY 21, 2020

I have written 5 books for assistants, educated 300,000+ assistants, have worked with 70+ Fortune 500 companies, and coached 300+ executive/assistant teams. The writer immediately points out that technology and automation have chipped away at duties like papers to be filed and landlines to be answered. This is not communicating.

Calendars 325

Calendars Administrative Professionals PowerPoint Skills 325

Stephanie LH Calahan

JANUARY 5, 2011

Work With Stephanie « Start the New Year off with a New Focus on Your Personal Affairs | Main | Listen Live to Stephanie on Edge of Change - Interview with the Experts #Productivity #Organization » Procrastination, Email, Multi-Tasking, Family Management, Soc Media Backup Etc. Link Lineup! What Have You Read? . Link Lineup! :

Email 100

Email Management Social Media Phones 100

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

Office Dynamics

JULY 10, 2018

Keep the file on your desktop or easily accessible. Update phone extension list to ensure callers are directed to the appropriate person. Create email templates for responses to most frequently asked questions to save time. Create a project checklist and ask all team members to use the form when asking for project assistance.

Goals 202

Goals Stress Filing Email 202

All Things Admin

MARCH 9, 2022

Here are some tips that help me: Turning off all of the rings, dings, and notifications for email, Slack, and messaging on my phone and computer. I use email rules for the messages or notices I should be interrupted for. I keep specific actions on a sticky note for each file to help me get right into the flow of work.

Management 134

Management Administrative Professionals Mentoring Keyboards 134

Worxbee

FEBRUARY 20, 2023

Working with an Administrative Professional can be like having a personal SWAT team on speed dial. You may need a vetted Administrative Professional on your team. You can delegate all the work that keeps you “busy” - like filling out paperwork, filing, scheduling, budgeting, and making “quick” phone calls. Improved focus.

Administrative Professionals 52

Administrative Professionals Stress Email Budget 52

Recruit CRM

AUGUST 20, 2021

Trusted by more than 60 recruitment agencies worldwide, we have not just optimised your recruiting sales pipeline but also made sure each and every single query of our customers were met with an answer by the customer success team. The 5 reports are as follows— Team KPI report: Measure how your teams are performing.

Agencies 87

Agencies Social Media Resume UPS 87

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.

Email 100

Email Management Filing Monster 100

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. 

Email 100

Email AT&T Networking Phones 100

On The Job

MARCH 29, 2018

I couldn't believe I did this, but I was nearly screaming at one of my employees on the phone and said if she was late again for work I was putting a note in her personnel file. She's going to drain your energy and your niceness until you end up screaming at her on the phone. Team members may ask one another "How are you?

Phones 114

Phones Filing Learning Management 114

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. I review email twice a day now.

Email 40

Email Keyboards Phones Project Management 40

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. Website maintenance, organising marketing emails and social media posts using mail chimp and Hootsuite.

Travel 186

Travel Social Media Suppliers Email 186

Page Personnel

AUGUST 26, 2022

They may be the first person that team members talk to when they arrive at work each day. For example, answering phones, taking messages, purchasing office equipment, working with relevant software and filing paperwork. When a manager doesn't have people skills, they won't inspire the team to achieve success.

Management 52

Management Payroll Fax Suppliers 52

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.

Cover Letter 98

Cover Letter Resume Business Cards Networking 98

Office Dynamics

OCTOBER 17, 2013

Mobile phones have come a long way since their initial transition from the battlefield to the workplace, and other technologies have proven just as valuable. Mobile phones are here to stay. Up to 60 percent of the world now uses the handy devices, so you can be sure that your phone will have a place at your side in your new job.

Staples 100

Staples Phones Filing AT&T 100

Practically Perfect PA

DECEMBER 17, 2015

The average PA now juggles booking meetings, running their own team, or conducting meetings on their boss’s behalf. Read it, process it, and file it away – never allow documents to pile up on your desk or in your inbox. With your boss’s permission, you can also copy their appointments into your phone or personal planner.

Calendars 100

Calendars Filing Email AT&T 100

Stephanie LH Calahan

NOVEMBER 9, 2010

Network with Stephanie or Connect with Your Smart Phone Become a Fan Follow this blog Categories News & Updates! Click to get a weekly digest every Friday Subscribe in a reader Search Recent Comments Brian Osher on What is Your Done List Telling You? A different take on the to-do list. Are You as Productive as You Could Be?

Fax 100

Fax Filing Networking Phones 100

Practically Perfect PA

JANUARY 21, 2014

Set aside emails from colleagues and clients they have hundreds of emails from professional organisations, upcoming conferences, travel companies and not to mention lots and lots of sales requests. Keep the standard responses saved in a separate document and simply copy and paste the response into an email and hit send.

Email 100

Email Filing Gifts Agenda 100

Office Dynamics

FEBRUARY 25, 2014

I love this tool on my desktop or on my phone because it helps me update every social media platform from one place, at one time. With TinyScan, you can scan your documents at anywhere and store or email them as PDF files. A few apps for productivity that assistants are loving right now: Hootsuite. IFTTT (If This Then That).

Business Cards 100

Business Cards PDF Social Media Phones 100

Stephanie LH Calahan

OCTOBER 10, 2012

single entry from my mobile phone, online or via my email  integration with social media (e.g. All of the contact information that you want is in one place - emails, faxes, appts, tasks, file attachments.    8 - Email Management.   9 - Sales Team Coordination.   (e.g.

Management 100

Management Social Media Fax Agenda 100

Tips From T. Marie

JANUARY 4, 2017

Some VA’s began to specialize in things like email marketing, online project management and social media marketing. Virtual assistants who team up with clients already using Google apps exclusively may not find other software necessary. . Sharing files between client/virtual services provider is faster and easier than ever before. .

2007 122

2007 2017 Social Media Medical 122

Practically Perfect PA

SEPTEMBER 5, 2012

Both times I’ve replaced my phone as quickly as is humanly possible because I am just lost without it (sometimes I am literally lost without it thanks to my dependence on Google maps to get me about London!). Although I still do print everything off this is a great app to have on your phone so you can check your details on the go.

Restaurants 100

Restaurants Travel Phones Calendars 100

Practically Perfect PA

SEPTEMBER 5, 2012

Both times I’ve replaced my phone as quickly as is humanly possible because I am just lost without it (sometimes I am literally lost without it thanks to my dependence on Google maps to get me about London!). Although I still do print everything off this is a great app to have on your phone so you can check your details on the go.

Restaurants 100

Restaurants Travel Phones Calendars 100

Step It Up VA Coaching

FEBRUARY 6, 2014

Perhaps you spend too much time recreating every proposal or contract, every form, every letter or email each time you need it. Look at everything— the RFPs and email inquiries you respond to, requests you send out for different things, contracts, invoicing forms, etc. Factor in time to check your social media, emails, and voicemails.

Social Media 100

Social Media Equipment Forms Email 100

Office Dynamics

APRIL 8, 2016

email, instant chat, phone, text messaging, etc.). Quickly get these projects and/or tasks off of your desk, place them in a tickler file or schedule a reminder and revisit them at the appropriate time. Find out who else has information related to the project. These assignments can wait until next month or even later.

Management 100

Management Administrative Professionals International Mentoring 100

Stephanie LH Calahan

OCTOBER 13, 2010

» There is an App for That -- Productivity Apps for iPhone and Android I am constantly amazed at the new and creative applications (apps) that are on the market today for smart-phones.    It means that if you can think of something you would like your phone to do, it probably can if you find the right app!

Phones 100

Phones Fax Networking Twitter 100

Eat Your Career

JANUARY 23, 2020

But asking one person to support an entire team of 50 is also not realistic. As a quick example: Many execs would never dream of having an assistant help manage their email inbox. At the same time, we need to advocate for changes in the model. I believe it is the assistant’s responsibility to train executives how to leverage them.

Training 191

Training Administrative Training 2024 Management 191

BMT Office Administration

OCTOBER 25, 2022

Whether you’re a freelancer or supervise small teams for enterprise-level companies, project management tools are a must if you want to stay efficient and organized. There’s also a calendar view and a to-do list for each team member containing their current tasks (as well as their deadlines). Who are Trello’s primary users?

Project Management 59

Project Management Management Calendars Dropbox 59

Stephanie LH Calahan

JANUARY 26, 2011

  His team is global, so physical solutions (like white boards and sticky notes on a big wall) will not work for him.    I LOVE basecamp I have used it to coordinate many different projects where team members are all over the place.   The other day a colleague asked about our suggestions for tools. 

Central Desktop 100

Central Desktop Basecamp Google Docs Management 100

Practically Perfect PA

AUGUST 1, 2013

My career path looks something like this: Like most EAs I started out at a very junior level, working as a Team Administrator at Deloitte, I did have a degree and had worked while at university so I had some experience which probably helped me land the role. Speaking with confidence on the phone and forwarding calls.

Skills 100

Skills 2003 UPS Agenda 100

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. When January 1 hits, you should be able to file any new document in seconds!

2011 100

2011 Filing Networking Phones 100

Step It Up VA Coaching

APRIL 11, 2013

Perhaps you spend too much time recreating every proposal or contract, every form, every letter or email each time you need it. Look at everything— the RFPs and email inquiries you respond to, requests you send out for different things, contracts, invoicing forms, etc. Factor in time to check your social media, emails, and voicemails.

Social Media 100

Social Media Equipment Forms Email 100

Office Dynamics

AUGUST 16, 2018

There is a team behind the amazing conference event. 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. Daily huddles are to be done in person or via the phone (not text or email). I still love the 43 hanging file system.

Mentoring 189

Mentoring Skills Learning IAAP 189

Stephanie LH Calahan

JANUARY 6, 2010

CREATE your paper-based filing system. Having an efficient filing system in place will enable you to find the information you need, when you need it! First of all invest in your filing storage, whether that's a dedicated filing cabinet or plastic filing crates. CREATE your PC filing system.

UPS 100

UPS Filing Email AT&T 100

Stephanie LH Calahan

DECEMBER 22, 2010

We May Not Have Heard From You Recently a wonderful reader responded to one of our posts via email to let us know that she had filled out our contact form and had not heard from us.  Steph Click to get posts as we publish Prefer less email?   That is just not our style!    That is just not our style! 

Forms 100

Forms Fax Email Networking 100