9 Ways to Improve Your Organization Skills for Administrative Assistants

Office Dynamics

Organization skills for administrative assistants are one of the most valuable skills to have as an administrative assistant. Fortunately, there are at least 9 ways to improve your organization skills as an administrative assistant without too much effort on your part. Establish a filing system. Most of your files are probably going to be digital, but you still need to know where everything you need is stored.

2019 182

9 Ways to Improve Your Organization Skills

Office Dynamics

Organization skills is the one thing most successful business owners have in common. Fortunately, there are at least 9 ways to improve your organization skills without too much effort on your part. Establish a filing system. Most of your files are probably going to be digital, but you still need to know where everything you need is stored. Looking for lost files will take up as much of your time as looking for misplaced items.

Skills 165
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Core Administrative Skills Always Need Improving

Office Dynamics

Now I am going to surprise you by telling you one of the most awesome administrative skills you can work on is being brilliant at the basics. Basics include: travel planning, appointment coordination, meeting preparation, all facets of communication, organizational skills, and time and project management. As your days are getting busier and you are taking on more projects and assignments, you need these skills more than ever. It is the 41-day file folder system.

Skills 178

Picking up skills along the EA career path

Practically Perfect PA

The Account Manager role was a little side step along my career path but required the same skills I would need in my next role as a PA and Administrative Manager. The skills you pick up along the assistant career path are invaluable and I for one would not be able to do the job I do today if I hadn’t started as a Team Administrator back in 2003. Establishing and maintaining filing systems. Just think how many of these skills we as Executive Assistants still use today!

Skills 190

How to Improve Your Problem Solving Skills

Ian's Messy Desk

Creative problem-solving skills are required for achieving exceptional performance in most tasks. Ask “Why?&# - Get to the root of your problem by mimicking a four-year-old child: repeatedly ask “why?&# For example: Filing expense reports is a problem. Image via Wikipedia. Solving problems creatively means getting past your self-limiting thoughts. Creative problem-solving has countless uses.

Skills 159

Using your social media skills at work

Practically Perfect PA

This week I want to look at how we can use our skills in this area to add value for our companies and mangers. If you are like me and enjoy writing and/or reading lots of blogs then you will have picked up an invaluable skill that can be easily adapted for business. If you use Pinterest and love it (which most people do once they get going on the site) then you could use your skills to be really creative in setting up their boards and adding pictures and other content.

PROBLEM SOLVING SKILLS

Office Dynamics

This is also when your emotional intelligence, networking and soft skills come into play. Lessons learned – create a lessons learned file so you can share what you learned to help other assistants grow their problem solving skills. Administrators have marvelous opportunities each day to showcase their talents, skills, learning and resources to make the office an amazing place of synergy and success. Problems.

Skills 124

The Admin’s Guide to Organizing Digital Files

Office Dynamics

The Admin’s Guide to Organizing Digital Files By Julie Perrine. Just like papers on your desk can pile up, the same thing can happen with digital files. If you don’t have a filing system to put things where they belong when you save them, the virtual mess can accumulate quite quickly. With digital files, it’s a lot easier to ignore the problem because the virtual piles are out of sight on your hard drive somewhere. Setup Your Digital Filing Cabinet.

Filing 123

Organising your Outlook folders

Practically Perfect PA

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. This is a little excerpt of a blog I wrote back in 2012 while working as an EA to three directors, I included a picture of my Outlook filing system which gives a good overview of how I filed stuff. I think the way people structure their email files can be quite a personal thing!

2017 100

Ten Tips To Strengthen Your People Skills

Admins4Admins

If you’ve thought that people skills could not be much of an issue in determining your own success on the job, think again. Without flexibility, people skills suffer! The Choice is Yours… It’s no secret successful companies seek highly-skilled, self-motivated workers with strong interpersonal skills and communication abilities. Yet most people spend more time doing preventative maintenance on their automobiles than they do on their people skills.

Best Document Tracking Tools and Methods

Office Dynamics

Admin Assistant Training Organizational Skills Technology Workplace Tools Admin Pro Forum document management document tracking file sharing Q&A workflow Question: “We have so many people in my office creating and revising so many documents and swapping them around, I don’t know of the best way to ensure someone’s not grabbing the wrong one from the network—or from the person they’re teaming with.

2014 104

How to have an end of year detox in the office

Practically Perfect PA

For filing labels that stand out, take a look at some of the Avery predesigned templates. Desks are another common source of clutter, if paperwork is the problem here – why not group your piles with clips and give them each customised labels according to the action needed, such as ‘need signature’ or ‘file’. With the end of the year fast approaching, it’s a good time to focus on your surroundings and think about clearing any clutter that may have built up over the year.

2016 182

Declutter to increase productivity

Practically Perfect PA

It frustrates us by preventing us from locating what we need quickly e.g. Files and paperwork lost in a pile’”. People often associate filing with having to put complicated systems in place – this couldn’t be further from the truth! We all have so many documents coming our way every week that the secret to filing them efficiently is to keep it as simple as possible. File: If you need to keep it.

2017 136

Miscommunication, Misfiled, and Misplaced = Misrepresentation

The Office Professionals Place

Sunday, August 22, 2010 Miscommunication, Misfiled, and Misplaced = Misrepresentation A work day consists of filing, answering phones, greeting visitors, and a host of communication efforts with coworkers, supervisors, and customers, plus other duties and responsibilities that can get overwhelming. How many piles of paper do you have on your desk that needs to be filed away? • Paper Documents Use the color coded system for filing (ie.

2010 135

The 43 Folders Method (Paper System)

Office Dynamics

I mentioned the 43 folders method in my Core Administrative Skills Always Need Improving post and a lot of you wanted more information on this method. Keep the daily files in front, beginning with the file for tomorrow’s date. The files that follow all represent the rest of the days of the month in the correct order (12 through 31). Behind the “31” file is the folder for the next month. For example, if the current month is October, the next file is November.

2017 168

A PA’s guide to confidentiality

Practically Perfect PA

Confidential emails and digital files. When sending sensitive emails, mark them as ‘confidential’ in the email options tab, and encrypt any attached files. Regularly sort through your emails (inbox and sent drive) and your files, and make sure that everything is suitably hidden and protected. It may also be worth deleting sent emails and temporary files. In terms of confidentiality, paperwork can be even more problematic than electronic files.

2015 207

Office Dynamics Top 10 Blogs For Administrative Professionals

Office Dynamics

9 Ways to Improve Your Organizational Skills. The Admin’s Guide To Organizing Digital Files. Career Management Communication Skills Executive And Assistant Partnership Mgr/Asst Team Problem Solving Productivity Self Development Stress Management Uncategorized Work EnvironmentLast week Office Dynamics sent an email to all of our subscribers saying, “Thank you,” and we also provided the Office Dynamics Top 10 Blogs For Administrative Professionals.

How I got control of my Inbox (finally)

Virtual Moxie

I was the person who kept everything in my Inbox because I hated to file. I hated taking the time to figure out where something should go, and in truth, I never found an email filing system that really worked for me. I’d tried filing by name, by project, by keyword, by client—sometimes putting things in multiple places, just in case I couldn’t remember where I’d put it. I even tried creating filters that would automatically file things for me.

2009 126

Downsize and Organize Your Digital Clutter

Office Dynamics

If you’ve ever spent a morning trying to track down a lost file on your hard drive or searching through a decade of email, you know that digital disorder can also take a toll on your wellbeing. Do you usually rely on your search box to help you find files? An organization structure can help you declutter, share, synchronize, move, and easily track down files. Browse through your files and emails and determine the major and minor categories they fall into.

2017 160

10 tips to tidy up your inbox

Practically Perfect PA

I am guilty of being an email addict and spending unnecessary amounts of time reading, replying and filing my emails. Instead, archive emails that do not need your attention, answer emails quickly if they do not require too much thought and file emails that need more time for a reply. Do set up a comprehensive filing system for your emails – not so complicated you forget where you put things, but detailed enough that every email has a home.

2017 144

Assistants as information managers

Practically Perfect PA

Assistants have always been good at retaining information, but as we become more integral to our businesses, we will find this skill becomes an essential part of what we offer. Think about all of the information that flows through your office on a daily basis, and then think about how often you are asked where something is, how you file a document, what is happening with a project, where one of your colleagues is travelling this week, what you are supposed to do with the new software.

2017 135

10 do’s and don’t for managing your boss’s task list

Practically Perfect PA

If you find vague tasks such as ‘clean out desk and files’ ask them to clarify what this means and suggest you do this instead. Featured Key Skills admin administrators assistants EA Executive Assistant Office manager PA Personal Assistant Tasks Time management Virtual Assistant In this post I am assuming your Executive has a task list that they use every day to get through their work!

2015 206

40 Excel hacks for assistants

Practically Perfect PA

Sometimes excel files can be massive depending on the number of sheets and formulas you have used. There is one trick to reduce the size of Excel files with images. In the Menu > File > Save As dialog box, click on “Compress pictures” option and adjust the resolution in the “change resolution” area. Featured Key Skills admin administrators EA Executive Assistant PA Personal Assistant Virtual Assistant assistants technology Office manager

2015 182

12 Days of Christmas Webinar: The Organized Admin with Julie Perrine

Office Dynamics

Paper and Digital Files. That ability to produce it quickly instills confidence in your skills and abilities. Even finding an extra five minutes a day to work on your organization skills will add up over time. Filing – paper and digital. www.TheOrganizedAdmin.com/resources – Request any single template on the site and you’ll receive the zip file containing ALL of the templates we share here.

2016 128

Creating Powerful Presentations

Practically Perfect PA

Ability to save the recording as a video file. SlideDog is software built specifically for presenting already made presentation files. The idea is to use media files to create a playlist and then use SlideDog to present it to an audience. There are numerous features that make it a pleasant choice for presenting files to a live audience, whether they’re in the room with your or accessing your presentation from a remote browser.

2017 159

Creating Powerful Presentations

Practically Perfect PA

Ability to save the recording as a video file. SlideDog is software built specifically for presenting already made presentation files. The idea is to use media files to create a playlist and then use SlideDog to present it to an audience. There are numerous features that make it a pleasant choice for presenting files to a live audience, whether they’re in the room with your or accessing your presentation from a remote browser.

2017 159

Technology of the week – Pdfconverter.com

Practically Perfect PA

Although free, if you sign up for membership (which is also free) users can convert unlimited number of files, there are no delays between conversions, no queues and users can convert all pages of the document to PDF. The service is free, easy to use and converts files quickly. Featured Key Skills admin administrators assistants EA Executive Assistant Office manager PA Personal Assistant technology Virtual Assistant What is pdfconverter.com.

2014 122

Personal Assistant Super Powers!

Practically Perfect PA

Every PA / EA has a set of skills that enable them to do their job well, senior staff might not notice these unique attributes but we should and more importantly we should know how to use them to the best of our abilities. Assistants are the superheroes of the office, possessing extraordinary superhuman powers, their skills can go unnoticed until there comes a time when they are called upon to help protect their colleagues! Filed under: Skills.

2011 185

Spring Cleaning For Office Professionals

Office Dynamics

P urge files; clean up computer files. Admin Assistant Training Creativity Motivators Organizational Skills Productivity Stress Management Time Management Work EnvironmentI thought I’d keep this bonus blog on the lighter side. With the onset of spring, now would be a good time to do a little cleanup. Here are a few ideas. S pruce up your work area with fresh flowers. R earrange furniture. I nform your team or new concepts. N egotiate your workload.

2017 138

10 Apps for Administrative Productivity and Organization

Office Dynamics

Cloud-Based File Storage: Tired of attaching documents to emails and relying on track changes to keep up with multiple people editing the same files? Update, backup, and share files with your executive and team – no flash drives needed! Admin Assistant Training Creativity Organizational Skills Problem Solving Productivity TechnologyDesigned by Freepik. This is the second article in a two-part series on productivity apps for admins by Julie Perrine.

2017 182

How to organise your office and keep it that way!

Practically Perfect PA

The PMs all had tools and techniques in their skill set which allowed them to identify key issues and then resolve and improve the process. So store all of your everyday items within easy reach, this could be anything from a stapler, to active files to a printer. All of your files and papers etc. At this point I should mention that the 5s approach also works for all electronic items, so make sure you declutter your email system and your electronic files too! Pin It.

2012 211

How to Master The Art of Supporting Multiple Managers

Office Dynamics

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. The article, Juggling: The Art of Supporting Multiple Managers by Stacy Leitner was originally posted at AGreatDaysWork.com. This article has been shared by permission from the author. . If you are an assistant who works with multiple managers or executives, you know the work can be overwhelming at times.

2016 143

Today’s Admin Needs to Become a Mobile Office Pro

Office Dynamics

Apps for file access, e-mail, calendar, password protection, word processing, spreadsheets, presentations, virtual meetings, news, weather and travel are examples of key productivity tools mobile devices should have installed. Backup and store your files via a cloud service. Files will be accessible from any device you have installed the app on. An added benefit is the ability to share and collaborate on files of various types with others.

2016 150

Being an Administrative Assistant for Two Different Types of Managers – Ask an Admin

Office Dynamics

I prepare files with the documentation he will need for the meetings and leave on his desk. Ask An Admin Mgr/Asst Team Multiple Managers Organizational Skills Problem SolvingAsk an Admin was created by Office Dynamics to help administrative professionals with their problems through the help of their peers. We don’t always have the best answer to each individuals problem but someone else might!

2019 120

How to remember those random requests

Practically Perfect PA

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. Featured Key Skills admin administrators assistants EA Executive Assistant Office manager PA Personal Assistant Tasks Virtual Assistant I was watching The Devil Wears Prada the other day and although it is fictional I must say the scenes between Miranda Priestly and her assistants did have a grain of truth to them.

2014 214

Technology of the week: Camscanner

Practically Perfect PA

Create PDF files for scans. Featured Key Skills Technology of the week admin administrators assistants EA Executive Assistant Office manager PA Personal Assistant technology Virtual Assistant What is Camscanner? The Camscanner App allows users to convert and save any document into a PDF using their mobile phone. Camscanner uses a freemium pricing plan, with a free basic account. What does it do? Camscanner has a number of features.

2015 122

Side Gig Ideas to Supplement Your Home Business during the Pandemic

Tips From T. Marie

Create an online course or class teaching skills and/or tools you use for your business. Some examples could include: Video editing apps Photo editing apps Online file organization Turn a hobby into income. Has the current pandemic had an adverse effect on your home business income?

2020 210

Managing your social media content

Practically Perfect PA

I also set aside an hour every evening to sort through my content file on Outlook and make notes on any relevant information I can pass on to my readers. Featured Key Skills admin administrators assistants EA Executive Assistant Office manager PA Personal Assistant social media social networking Virtual Assistant These days most of us will have some sort of social media account. Most often it is Facebook, followed closely by LinkedIn and Twitter.

10 ways assistants can improve their productivity

Practically Perfect PA

There are also loads of Outlook tools that automate email filing and diary management. Featured Key Skills admin administrators assistants EA Executive Assistant Office manager PA Personal Assistant Productivity Tasks Virtual Assistant Over the last few years I’ve written quite a bit about minimising disruptions at work, which for assistants is a particularly tricky activity.

2014 202

Ten tips on preparing board papers

Practically Perfect PA

The document should be secured in a safe / password protected file. Featured Key Skills admin administrators assistants EA Executive Assistant Meeting Office manager PA Personal Assistant Virtual Assistant Working for a Company Secretary in one role and looking after 12 Committees in another means I have spent more time than I care to admit putting board papers together. They have been the absolute bane of my life and I must admit I hated that part of my role.

2014 159

Technology of the week – Haiku Deck

Practically Perfect PA

We have been using these tools in the same way for years, “using lame templates, fiddling with the space between our bullets, and wrestling with bulky file attachments” I’m sure assistants can certainly relate to that statement!! Featured Key Skills admin administrators assistants EA Executive Assistant Office manager PA Personal Assistant technology Virtual Assistant Understanding technology has always been an important part of the assistant role.

2014 153

How to sign off correspondence on behalf of the boss

Practically Perfect PA

I have a file set up on my email system entitled ‘Executive correspondence’ I drop all of the emails I’ve dealt with into the file with my response. Once a year I archive the file so that it doesn’t clog up my emails. Featured Key Skills admin administrators assistants EA Executive Assistant Office manager PA Personal Assistant Time management Virtual Assistant

2014 165

Which tasks should assistants manage?

Practically Perfect PA

Deciding which documents their executive should read (assistants should schedule time in the Executive’s diary for catching up on paperwork / reading etc), forwarding documents to other members of staff as appropriate or filing information for a later date. Featured Key Skills admin administrators assistants EA Executive Assistant Office manager PA Personal Assistant Tasks Virtual Assistant

2014 175