Career Success Advice

Have you landed your dream job? Or do you want to make sure that you are on the road to success in your current job?
Below are a few useful pointers on how to be succesful in your job and career.

Compose a career map
Maps. An integral part of civilization. In a bygone era our predecessors made use of maps to navigate the mysterious seas and to discover unknown territory. Because of maps most of the modern world as we know it exists today. Without maps we would probably still be inhabiting only one tiny part of the earth, oblivious to other countries and the rest of the population.Why are maps important? It gives us an idea of where we are going and assists us with finding our way with less hassle. A map displays routes. By knowing which route is the best you can plan accordingly and reach your destination with a sense of good planning. By mapping your career you have the advantage of knowing where you are going and which route is best for you.

Have a plan
One does not jump into a pool oblivious to the depth of the water. Take the same approach to your career and job. Know where you are going. Plan your career. Plan your moves. Don’t only have a plan – have a brilliant plan. Put your plan on paper. It’s great to have a plan in your mind, but by putting that plan on paper your plan is reinforced and you don’t run the risk of forgetting any small details.

Maximise your efforts
Work hard. Work smart. Do everything you possibly can to get the job done well. What you put in is what you get out. If you put in extra effort you will reap the rewards by not only gaining valuable experience but also being tagged as a hard worker. Hard workers achieve promotions. Hard workers gain reputations as valuable employees. Hard workers are recognised by their employers. Give maximum effort to every project that you undertake.

Remember the RT rule
Be Reliable. Be Trustworthy. The RT rule. You can give maximum effort and have the most brilliant career map but if you are not reliable and trustworthy then you’re not going to get very far in the upper echelons of the admin world. Reliability and Trustworthiness go hand in hand. Be reliable with information that you are entrusted with. Be trustworthy with tasks that you are given. As an admin assistant you will be given access to lots of information. Remember the RT rule at all times.

Watch your words
Becareful what you say at work. Becareful what you say to whom. Words have a strange way of taking on a life of their own and travelling through time and office space faster than a wildfire. Stay far, far away from gossip. Nothing hurts a good reputation more than a reputation as a gossip. It’s a not always easy, but it’s reality: becareful of what you say because there’s nothing worse than being labelled as a contributor to the office grapevine. Use your words with caution.

Use your initiative
Do you see something in your office that needs to be done? Then use your initiative and get the task done. Office plants looking a bit droopy? Haul in the plant hiring company and arrange replacements. Files looking like it comes out of a kindergarten craft class? Order new files and reorganise the filing cabinets. Your desk looking a bit icky and the cleaning staff not doing a good job of making it all better? Gather the cleaning cloths and do it yourself. Catch my drift? Use your initiative.

Garner Knowledge
Find out about learning opportunities within your organisation and how you can further your career. Many companies offer training programs and study opportunities – take advantage of those perks. Gather knowledge by taking note of other successful people around you in the workplace and applying all their good points to your everyday worklife.

Be versatile
In order to showcase how invaluable you are in the office you sometimes need to roleplay. This is what is referred to as “wearing many hats”. As an administrator, you have the ability to make yourself a priceless employee by fulfilling different roles. Be a versatile employee and chances are that your company will recognise you (and your abilities) as an excellent asset.

Do it well
If you’re asked to do a job, don’t just do the job. Do the job to the best of your ability with maximum effort and input. If you’re asked to arrange a meeting, ensure that the meeting room is sparkly clean, the projector is set-up and refreshments are arranged before anyone arrives. If you’re asked to book flights, don’t just e-mail the air ticket to your boss; print out the tickets, car hire and accommodation details, print out maps to the hotel and arrange GPS in the car.

Time will tell
Arrive a few minutes earlier than necessary in the office to prepare for the day ahead. Work through your lunch hour if you are working on an important project with major time constraints. Don’t complain about working a few minutes later than usual to complete an important task. Never, ever be late for work or for meetings. Always be on time. Take note of due dates of projects and assignments and complete these on time. Everytime.

Think ahead
Start planning for the year-end party in July. Venues and DJ’s get booked out months in advance. In January start ordering marketing gifts for that strategy conference in May. Think ahead. Start planning early. Thinking and planning ahead gives you a huge advantage because that means that you have time on your hands and you don’t need to do everything in a hurried rush.

Look the part
Dress well. Look good. You don’t have to wear the latest fashions but make sure that your clothing is neatly pressed each day and that your colours co-ordinate. Accesorise – wear that little neckpiece or pretty earrings that match your blouse. Wear comfortable, practical heels. Skip the loafers and the sneakers and the pole-dance-lessons stilettos. You want to be professional, so wear professional clothing. Take care with your hair and your make-up. Take the time to look at yourself in the mirror each day before you leave home and ask yourself, “Am I conveying a professional image? Do I look good? Do I look neat and well dressed?”

Enjoy your job
Learn to love what you do. If you don’t enjoy what you do, where you work or the type of work that you do then change jobs or change careers. If you are an admin assistant but you hate sitting in an office then it’s time to move on and start scanning the career columns for sales jobs. Part of the secret of doing well in your job is loving what you do and being passionate about your career.

Good Luck!

TEAMWORK is key | Part 3 of 3

The previous part of this article was published on 25 February 2009.

Respect
Respect goes a long way – and this is essentially true than when working in a team. Respect your fellow team members’ opinions, ideas and work style. Respect their professional backgrounds and methods of working. Even if you do not always agree with them or their actions remember to respect them as individuals.

A team is often comprised of people with diverse backgrounds and personalities. Take the time to establish if there are fellow members of your team that come from a different cultural background; if anyone in the team observes specific customs or if anyone has specific beliefs. Take into account other’s beliefs and traditions and respect them. By respecting our team members we contribute to an office culture that values collaboration.

I once worked with someone who had very specific dietary requirements and did not eat a certain food. Fellow colleagues knew this and we were careful never to order that specific food when we ordered snack plates for our meetings. It was our way of showing respect for our fellow colleague and I am sure that our actions were very highly appreciated. I am also proud to say that we were an outstanding team who done extremely well, and I am convinced that part of that success was that each team member respected each other’s beliefs, ideas, opinions, personalities and work styles.

Knowledge
In order to work well in a team you need to have a firm understanding and knowledge of what your role in the team is and how you fit in.

Educate yourself as to what the goals and purposes of your team are, and what you can do to assist with the realisation thereof. Read books and articles about working in a team – a vast amount of knowledge on the subject of team participation can be found on the shelves of your local library. By equipping yourself with knowledge about working in, and being part of, a team you will have a much better understanding of how to integrate yourself effectively within your team.

HOW CAN YOU BE AN EFFECTIVE TEAMPLAYER?

Ask quesTions if you are uncertain or need to know information

Participate in tEam activities
Be committed to your teAm
Show enthusiasM for what you do
Voice your oPinions (remember to exercise tact and respect when doing so)
Communicate with your felLow team members
UnderstAnd the mission and objectives of your team
Work hard, but most importantlY, work together
Treat others with respEct
RemembeR your team’s goals and objectives

TEAMWORK is key | Part 2 of 3

Due to the length of the "TEAMWORK is key" article, I have decided to publish the article in 3 parts instead of the intended 2 parts. The first part of this article was published on 20 February 2009.

Acceptance
You might work with people who might have a very different view on situations than you have. You might work with those who are perfectionists, people who might work slower than you, or faster than you. Try to accommodate all team members and their personalities.

By accepting others as part of your team, and appreciating the diversity that those team members bring to the team, you will find that working together towards a common goal with others becomes much easier – and so much more fun.

Mingle
A team comprises of a number of people who have a common goal. Take the time to mingle with your team members and to find out how they are doing, what their interests are, what projects they are working on, how you can learn from them.

Because teams are made up of a variety of people there is often a wealth of information and knowledge that one can glean from each individual member. It was through mingling in a team that I was working in that I discovered a designing genius who was able to teach me the basics and more, and therefore I did not have to spend thousands on a beginner’s course.

Don’t just stand in your own little corner. Mingle! You might be more than just a little surprised by who you meet.

Work together
Have you ever watched a soccer match, rugby game, an orchestra playing or a theatre production? What do all of the above have in common? They are all part of a team, and cannot function without the interaction and support of each other. By working together success is easier to achieve than by working alone. Without working together a team is very likely to be crumble.

In a teamwork environment teamplayers understand that tasks are best done cooperatively. Teamplayers value each other’s diversity and appreciate each team member’s individual role within the group, personality, work style and method of working. A good team player’s commitment and appreciation for other members’ opinions and ideas makes that team player a valued and valuable player.

Make every effort to work together with your team.

It was Phil Jackson, arguably one of the greatest basketball coaches of all time, who said, “The strength of the team is each individual member...the strength of each member is the team.” Michael Jordan said, “Talent wins games, but teamwork … wins championships.”

What are you waiting for? Go for the championship! :-)

Overcome
Problems. Obstacles. Challenges. All very real issues that surface in every team at some point. It’s the manner in which those problems are dealt with that determine if it’s going to be a mountain or a molehill. We all face challenges in our lives. No great person was ever without challenges. No successful team was ever without obstacles. We face problems every day – the key is to learn to work with and around it.

Overcome! Be an overcomer! When tensions arise and the heat is on, have the confidence to approach the situation head-on. Master the situation. Do not let the situation master you. If you work together with your team, and as a team, you will find a solution together and you will learn to overcome.

Challenges and problems make us stronger. Dealing with the difficult situations equips us with a better understanding of ourselves and teaches us to handle whatever life may throw at us. Make this your mantra, “I can overcome”. Because you can!

Look out for Part 3 of this article, to follow on 27 February 2009

TEAMWORK is key | Part 1 of 3

This is the first of the three-part "TEAMWORK is key" article.

Do you remember when you were in playschool and you played those team games, like ‘pass the sandbag’ or ‘tag’? And then you got to primary school and you were put in ‘houses’ on sports day and you had to work as part of a team to get that medal? From the time that we start interacting with others on a social level, life grooms us to work in a team.

Essentially, we live in a world more and more conducive to material wealth, a world where multimillionaires are churned out almost daily and where those ‘barons’ of money freely advocate the fact that they achieved monumental proportions of success all by themselves. But look closely at their lives, and you will see, intertwined in their success, is a web of aggressive networking, sound business teams and family that supports them – in essence: teamwork.

Almost gone are the days when each employee in a company had their own spacious office. Now we work in tiny spaces much smaller than those personal offices that once accommodated our predecessors. And so, it seems, that as we are forced to live and work ever closer to each other, we also need to develop and adapt our social skills to be able to accommodate working with and amongst others. That’s where successful teamwork plays a vital and necessary role.

For some, the ability to work well in a team and the enjoyment thereof comes naturally; for others, it takes a certain amount of effort to grasp at their teamwork skills and apply those skills when the need arises. Even if you prefer to work on your own or you are in a profession (like accounting or proof-reading) that enables you to work by your lonesome, you can be sure that you will have to work with others from time to time, and so form part of the inevitable circle that is teamwork.

Successful teamwork is a vital, non-negotiable part of the admin assistant’s portfolio.

At College I had a lecturer who always used to remind us of what “TEAM” stands for:
Together
Everyone
Achieves
More

I have my own explanation for the word "TEAMWORK":
Training
Endurance
Acceptance
Mingle
Work together
Overcome
Remember
Knowledge

Training
If you prefer to work on your own, or you find that teamwork does not come naturally, or even if you’re a natural team player, train yourself to fit in well and be part of the team.

At school I was part of a ‘little group’ surrounded by the familiar and cushioned by my friendships with people that I had known for years. We worked and played well together because we had a sense of familiarity, commitment and we understood each other. When I entered College I was thrown into an environment where I was suddenly a very tiny fish in a huge, huge pond. I needed to interact with my peers and work together on projects and study groups. It was a huge adjustment and an initial shock to my system but I had to train myself to work with others who had very different backgrounds, objectives, beliefs and personalities to what I was used to.

It takes understanding and an open mind to train oneself to fit in with a team.
No amount of teambuilding can teach you how to become a team player: only you can train yourself to appreciate the diversity that others bring to a team.

You might not fully accept their opinions or their methods of working but you can train yourself to acknowledge it and work with them.

Endurance
It takes a certain amount of endurance to work well in a team. Sometimes, projects may progress too slow or move too fast. There might be that one team member that sees little need to discuss situations with others before making decisions.

Working in a team means working with others that might not have the same ideas and perceptions or even working style as you do – and that means patience and endurance. By practising endurance you will be able to reach the finish line with a smile on your face.

So... start practising :- )

Look out for Part 2 of this article, to follow on 27 February 2009

Desktop Backgound

Click on image to enlarge

Picture by Steve Ford Elliot Layout by Shana at Secretary Diaries

Introducing Desktop Backgrounds.

A pretty background for your home or office computer. Add a bit of inspiration to your day, courtesy of Secretary Diaries.

The Background shown here is size 800 x 600 but other sizes are available as well.

If you would like a desktop background in a specific standard size, please mail me at: officeshana@gmail.com

A special thanks to Steve Ford Elliot for sharing this beautiful picture.

Enjoy! :-)

Inserting Hyperlinks in MS Power Point Presentations

If you make use of Power Point presentations, you will know how useful hyperlinks are. Hyperlinks can be used to link to other slides within the presentation, or to pictures, documents, spreadsheets, websites and graphics on your computer. Remember that once you link, you should not move the documents to which you linked to – this will meddle with the hyperlink and it may not work. Rather be sure of exactly what you want to link to before you add the hyperlink.

Click on the image to enlarge Click on the pictorial above for easy-to-follow steps

Inserting Hyperlinks

1. Highlight the wording that you want to associate the hyperlink to.

2. Click ‘Insert’ and the click ‘Hyperlink’ or for a quick shortcut, simply press the CTRL key and the ‘K’ key on the keyboard simultaneously

3. In the ‘Link To’ column click on your desired location. You may choose to link to a webpage, or another file or image on your computer - if so, choose the first option in the column (‘Existing File or Web Page’). In this case, we are linking to a slide in the Power Point presentation, so we will choose the second option, as indicated in the pictorial above.

4. Now click on the desired slide. If you are linking to a website or another file on your computer, choose the site or file.

5. Once you are sure of the file, site or slide to which you want to link, click the ‘OK’ button. The desired wording that you hyperlinked should now be underlined.

6. Start your slide presentation.
VERY IMPORTANT: The link will only become active when the slide show is in progress. It will not work while you are in the document – you have to actually start the slide show to show the hyperlink.


Did you know? A shortcut key to start your Slide Show is the ‘F5’ key on your keyboard.

Don’t forget to save your work.

Happy Presenting :-)

Just a thought

Today I decided to take a short break from my desk, and pop down to the local patisserie. While I was eyeing the freshly baked cheesecake slices, a frantic young woman came charging into the store. She asked if anyone knew directions to a certain building. I tried to assist her, as I know the area quite well, and I asked what company she was looking for. She then explained that she was on her way to an interview (as a PA!!) and that she was already 20 minutes late.

I hurriedly asked the store owner if we could borrow a telephone directory to look up the company name, only to find that the young lady did not have the full name of the company! Not only did she not have the full name of the company, she also did not have the telephone number!

We eventually found the company’s listing in the directory, and she called them from her mobile to ask for directions before rushing off.

This is just one case in point that shows how incredibly important it is to obtain the correct name of the company to which we one is going, and the full address, when going for an interview.
Make a note of the telephone number and keep all of this on a slip of paper or in a diary on the day of the interview. If you can, try to drive the route the day before to ensure that you do not waste time searching for the building on the day of the interview, or ensure that you have sufficient time on the day of the interview if you are unfamiliar with the area.

Interviews are extremely important occasions. It’s not worth losing the chance to snag a fantastic job simply because you're lost or late. Remember that not all companies are understanding if an interviewee is running behind schedule.

Watch this space – Secretary Diaries will be running an article about interview etiquette in the coming weeks.

Have a wonderful Monday :-)

Shana

Holiday check-list for the Office

Being an office Administrator means that you play a pivotal role in the day to day functioning of the office wherein you work. When you are away from the office, it is incredibly helpful to have a list of things to do and check. This will leave you with peace of mind and a sense of good organisation.
I have compiled a list of tasks to tick off before leaving for a holiday. Add your own and tweak the list to suit you – and remember that if you have any suggestions or ideas for this list, please do mail me; I would like to hear from you :-) officeshana@gmail.com

Plan in advance
Obtain approval from management for your leave. Do this as far in advance as possible, as this enables everyone in the office to plan accordingly. If your leave has been approved very far in advance, run the dates past management again closer to the time, as they may have forgotten that you will be out of the office.

Deliveries
Arrange deliveries for either before or after your return, or arrange for someone else in the office to take delivery of items on your behalf.

Telephones
Redirect your telephone to reception or to your cellphone or arrange for someone else to answer your phone. Leave a voice message on the phone indicating that you will not be in the office and the date of your return.

Your desk and office
Lock your office and or desk and office cupboard doors. Pack away all sundry items, such as photoframes and pen holders. Pack away your stationery – pens have a sneaky way of finding new owners when you are away from the office :-)

Keys
If you lock doors and drawers, remember to leave the keys to those doors with a trustworthy and responsible person in the office. It once happened that while I was away from the office, my boss at the time needed access to a locked cupboard in my office. Luckily, I had left the key with a reliable colleague, which saved a lot of hassle.

Inform everyone (and let them know if you will be available or not)
Inform colleagues and service providers that you will be out of the office, and your date of return. Let colleagues and management know if you will be available on your telephone or not; also let them know if you will be checking your mail.

Each year, I holiday in an area which does not have cellphone signal. Before I go on holiday I remind management that I will not be available on my phone and that my phone will be off for the reason of lack of signal.

Remember to inform receptionists of your leave dates as well.

Use the e-mail assistant
Make use of an e-mail assistant. It lets mailers know that you are out of the office, and provides a reason why you do not answer their e-mails.
For more info on this function, refer to my previous blog entry (30 January 2009) or click here: Out of Office Assistant Tutorial

Stock up
Ensure that there is enough of items that you are responsible for ordering in the office. Buy in enough filtered water and stock up on that imported filter coffee that your boss drinks.
I know of a secretary whose boss called her while she was on holiday and to tell her that the office had run out of paper for the photocopy machine!
You don’t want the hassle of dealing with this type of situation, or the embarrassment of being caught running short on your duties.

Alternates
If there are other secretaries or admin colleagues who will assist with some of your duties while you are away, inform them of your leave dates. Ensure that your leave dates do not overlap with theirs. Discuss and agree on the tasks that they will share while you are away and leave them with necessary contact numbers and e-mail addresses. A good idea is to make a list of anything important that needs to be done, and then mail this list to them. That way they will have everything in writing and will be able to refer back to it if necessary.

Inform colleagues, clients and service providers of alternate contact people who will be able to assist them in your absence. It is a good idea to send an e-mail informing colleagues, clients and service providers of who will be sharing your duties while you are away, as well as that person’s designation, telephone number and e-mail address (obtain approval first).

It is good manners to inform the person/people assisting you with your tasks that you will be directing colleagues/clients to them before you send out an e-mail to colleagues/clients.


And lastly
... enjoy your leave – you deserve it! :-)

My wonderful partner was the inspiration for this article: on our recent holiday, while I was fretting about how everyone was coping at the office, he suggested that I jot down a list of things to do and check at the office before going away on holiday. So I would like to extend my sincere thanks to my wonderful husband: ever so inspiring and always understanding – even when, during my holiday, I wake up at midnight to ponder if there are enough paperclips in the office stationery cupboard! :-)

Out of Office Assistant

I regularly make use of the Out of Office Assistant in MS Outlook. It is extremely handy, especially when I am away from the office on annual leave. It lets clients and colleagues know that I value their correspondence and that I will reply. It also offers a reason for not returning e-mails promptly.

Click on image to enlarge

Below are some easy to follow steps to activate the Assistant. Click on the pictorial above for more info.

Activating the Out of Office Assistant in MS Outlook

1. Click on Tools Tab in the task bar
2. Then click on the Out of the Office Assistant Tab
3. Choose the ‘Out of the Office’ option by pointing your mouse on and clicking in the little circle –it should be filled with a blue bubble
4. Type in your message. To activate the box, simply point your mouse inside the box and click in it. A cursor will now appear, and you may start typing. Remember to check for spelling and grammar errors!
5. Now click the OK button.

All incoming mails will now automatically receive your Out of Office message.

To turn off the Assistant, follow the same steps, but at Step 3, instead of clicking ‘I am currently Out of the Office’ click on ‘I am currently In the Office’.

The Assistant will also save your message, so next time you want to use the Assistant, your old message will be there for you to use or change.

To see what the message will look like, send yourself a message, and you should receive an Out of Office Message :-)

An example of an Out of Office Message

Thank you for your mail.
I will be out of the office from 1 January until 9 January inclusive.
Should your mail require urgent attention, kindly contact:
Tessamar Baines, Departmental Secretary at
tessamar@_ _ _.com or telephone _ _ _
Kind Regards
Gretchen Scrompton-Hayes
Personal Assistant

Tips:

• Include your contact number only if you are able to receive calls to that number
• Before you include a colleague’s contact details, obtain their permission first
• You may make your message as detailed or as concise as you wish
• Read your message before clicking the OK button
• Always thank the sender for their mail, and remember to end off the mail with a greeting
• Keep it professional at all times – watch your wording and use proper format
  

Offices in the 18th century

As I am on leave from work, I decided to explore the historical town of Swellendam yesterday. Swellendam is a beautiful town situated at the foot of the Langeberg Mountains. It is also the third oldest town in South Africa and it is named in honour of Governor Hendrik Swellengrebel. I took a tour through the old Drosdty Building; now a museum. The Drostdy is dates back to 1746 and it was built to serve as the headquarters of the Dutch East India Company's 'Landdrost'. Thus, it is a very good representation of what 'offices' would have looked like in those days. 263 years ago, things were very different from today, but it seems that little has changed regarding the fundamentals of office space - the offices back then had a desk, chair and cupboard - talk about minimilism! :-) I took a few pics to share with you what office life might have been like nearly three centuries ago.

Click on the pics to enlarge the image.
Please note that these pictures are copyright.

The Secretary's office. This office would traditionally have been occupied by a man, as almost all Secretarial roles in were back then. The item on the table is an inkwell. I wonder if the inkwells ever 'froze', caught viruses or needed bigger ram like our PC's do today? :-)

Equivalent to a 'Directors' office in today's world.
The large item behind the desk is a safe.
This is what a boardroom would have looked like back in the day
If needed to rush off to attend a meeting, you would have had to get the horses from the stables, commission a driver, prepare the carriage, drive very slowly on untarred gravel roads and then hope to get to your appointment on time!

Star Assistance | Part 2 of 2

This is the second of the two-parts ‘Star Assistance’ article. Part one was published on 16 January 2009.

Prepare
Firstly, you will need to establish: What type of party it will be – will it be an intimate cocktail party, sit-down dinner or informal bash? Knowing what type of party you are planning will give you an idea as to how to plan and prepare.
How many people will be attending – remember to also check any special dietary requirements and find out if children will be attending, as you will have to make special provision for the little people
What time the party will be starting – you will need to prepare well in advance and be ready with all the drinks and snacks well before the guests arrive
Any special arrangements that need to be made – for example do you have to pre-book a DJ or invite a press photographer – these usually have to be booked weeks in advance

Plan the Menu
By having a menu you will be able to create a shopping list. If you are making the food yourself:If you are doing the snacks and meals yourself, then it is a good idea to employ the services of an assistant. This could be someone on your employer’s staff. You will need help with everything, and it’s best to source reliable help well in advance. Make sure that you have everything you need to prepare the food and make sure that you have ample time to prepare the food. Make a shopping list and ensure that seasonal foods are ... well ... in season – if not, then substitute If you are ordering from a caterer:Arrange that the food is delivered or collected timeouslyMake use of beautiful serving dishes – hire these if necessary (many catering companies also hire out gorgeous serving dishes)

Serving
If you need to serve snacks, make use of a beautiful serving plate. If you serve guests individual plates, make use of a tray. Do not over-dress the tray with frilly cloths, unless you are at a high-tea. Always offer a napkin.
Serve drinks on a tray and include a coaster or saucer. Coffee and Tea should be served on a tray, and guests should be able to spoon their own sugar - never simply assume that they take sugar. You may set the tray down, then ask guests if you may add their sugar and milk. Sugar lumps add a lovely touch (do not touch the lumps with your fingers - provide a little lifter or teaspoon). Keep both white and brown sugar handy as well as honey and sugar-free pellets. For tea, have sliced lemon at hand and remember to serve a spoon or toothpick with the lemon slices, as guests cannot be expected to lift the lemon slices with their fingers. You may opt to make use of pre-packed lemon juice, but fresh ingredients add a nice touch. Always ask guests if they prefer hot or cold milk, and remember to ask guests before you add it to the beverage.

Bar & Drinks
Discuss with your employer beforehand what drinks they would like you to purchase and keep the bar well stocked. Don’t forget about any extra’s such as cherries, limes, lemons and soda water.

Keep in Mind
Ensure that food is kept heated/cold according to necessityEnsure that food is served to guests at the correct temperature – there is nothing worse that eating warm sushi or cold mini-quiche!Presentation is paramount – display the food and drinks in a gorgeous manner. Impress guests with your eye for detail and presentation perfectionSpecially catered-for Kosher and Halaal foods will have to be served on Kosher and Halaal crockery. Make provision for this – it shows respect and will certainly be appreciatedHygiene is important – keep your hair tied and out of your face, make use of an apron, use disposable gloves when preparing salads and other ready-to-eat food and wash your hands regularly

Work within Budget
Remember to establish a budget and to work within that budget. Discuss the budget with your employer beforehand. Factor in tipping for service providers and breakage costs. Discuss payment with the service providers (i.e. caterers, hiring companies, DJ) and establish whether they expect to be paid immediately after the function or if they will invoice. Make arrangements as necessary.
The cutlery should be polished, glasses should be clear as crystal, napkins should preferably be cloth (not paper) and table cloths should be ironed and free of creases (yes –people notice the little things!)Ensure that there is enough crockery, cutlery and glasses to go around. I once attended a swanky dinner party where there was a shortage of glasses – not a good impression!

Make the most of the space
Pretty the place up by adding fresh flowers and by re-arranging furniture if necessary. Candles add a gorgeous touch if you are having an evening function. Make sure that there is matching, delicious-smelling hand wash and hand cream at the basins and that there is extra loo paper (do not display the loo paper at the top of the cistern – make use of a more discreet spot) and ensure that the loos are impeccably clean. Light a few scented candles in the bathroom as this always add a nice touch.

Communication
Keep in touch with your employer; let them know what is happening and assure them that everything is going according to plan. Keep in touch with service providers and ensure that all appointments are confirmed, payment arrangements have been made and that they are providing exactly what you require.

Impress 'em
You want to be perceived as incredibly capable and efficient so check the details and ensure that all goes as smoothly as possible on the day of the event. If your employer is a woman, she might want you to book her a massage or beauty therapy session before the event. If you employer is man, he might require a hair cut appointment. Check on this, and make the arrangements timeously. Also check if your employer needs items dry cleaned or pressed before the party.

After the party
Send hired items back to the suppliers or arrange for it to be collected; send items for dry cleaning; neaten the space and arrange furniture back to it’s original positions; inform the cleaning staff that their services will be required after the party. Sort out any outstanding accounts and make payments as necessary. Oh, and have a refreshing hangover tonic waiting for your employer – they might need it after the awesome party! :-)

Don't forget about yourself
You will be meeting your employer’s acquaintances and friends so you need to look presentable. If you have been running around in shorts and sneakers all day, then take some time out to change your clothes and freshen up. Select appropriate clothing, do your hair and make-up and remember your most important accessories: your smile, charm and professionalism.

Good Luck!

Star Assistance | Part 1 of 2

This is the first of the two-part "Star Assistance" article.

My one little indulgence (besides coffee:-) is watching the Lifestyle Entertainment Channels on DSTV – not for the lives of the celebs, but for their assistants. I simply love watching the lives of celebrity assistants – how they brush shoulders with the crème de la crème of society, travel the world, arrange parties with million-dollar budgets and attend glittering events, all in the name of work.
On one of my favourite shows recently, I watched as the show’s beautiful star celebrated her birthday with an intimate dinner party at her home. She asked her PA to assist and I watched in horror as the PA focused on buying party favours (for a home-made dinner!) and then seemed to have no idea how to prepare or present the snacks and meal. They ended up ordering take-out, after the guests had been kept waiting for food for hours!
This led me to ponder the importance of being able to do one’s job effectively - whether preparing an office luncheon or a super-important meeting.

A Personal Assistant is a very broad spectrum job.
A solely corporate PA is responsible for (amongst other things) taking minutes of meetings, diary management and travel – all the professional office duties.
A personal PA’s duties could include diary management, having their employer’s clothing dry-cleaned, purchasing and wrapping gifts, even occasionally taking care of the employer’s children – a mixture of professional office and personal duties.
There are also PA’s whose sole responsibility is to do personal duties (very much like the celeb assistant that I mentioned earlier). These PA’s arrange and assist with their employer’s private dinner parties, shop for their employer’s make-up and magazines and even carry their employer’s shopping and hand bags!
There is often the perception that one sort of PA is more important than the other: that is simply not true. Every kind of Personal Assistant plays a pivotal role, whether a ‘strictly corporate’ or ‘personal PA’ or ‘a bit of both’. No matter the type of PA role you have, it is incredibly important that you do a fabulous job and excel in all things!

Referring back to the dinner party that the reality star’s PA had tried so hard to arrange: I thought that it would be interesting to make a note of how to host a succesful dinner party. This can apply to your own private dinner parties as well as office luncheons.

These are the rules that I follow and I hope that you will find it useful as well.

The second part of this article will follow next week; in the meanwhile I will give you a little snippet of what to expect:

• Prepare
• Plan the menu
• Bar & Drinks
• Keep in mind
• Work within budget
• Make the most of the space
• Communication
• Impress 'em
• After the party
• Dont't forget about yourself

Look out for Part 2 of this article, to follow on 23 January 2009

The Importance of Proper Etiquette

Happy 2009! I find it hard to believe that we are now nearly a decade into the new millennium. Times may change, yet the need for proper etiquette in the corporate world remains constant. I have found that what is perceived as lack of good manners is most often ignorance or lack of understanding of the basic rules of etiquette.

A fellow member of what I would term as “The Unofficial Secretaries Club” (i.e.: a fellow secretary), a marvellous young woman with a flair for all things secretarial, was unfortunately perceived as being sloppy because of her approach to organising refreshments at the office meetings. Tea and snacks would be served at the monthly management meetings - in a most disorderly fashion. Tea cups and saucers did not match, serviettes were offered straight from the packaging, snacks were served on the very plates on which it had arrived from the caterers (these were most often soggy paper plates) and arranged like it was meant for kindergarteners.
Until someone decided to address the issue with her: they explained to her that presentation was paramount and that the manner in which she displayed the refreshments was a direct reflection on her.
Not only was the secretary blissfully unaware of the fiasco surrounding the refreshment display, she was also incredibly grateful to her colleague for highlighting the problem and offering suggestions to improve the situation.
At the next meeting, the refreshments table looked neat, organised and very appetising, indeed.

So very often we take for granted that fellow colleagues are familiar with the basic rules of etiquette, yet more often than not, the basic rules of etiquette are lost in the rush that is daily life.

The article that follows is about the all important issue of etiquette – in the office and beyond. It is written by Leslie Back – an amazing writer and one of my favourite columnists.
I am incredibly excited to introduce Leslie Back as the very first guest contributor to the Secretary Diaries blog.
When I first read this particular article, I printed it out and added it to my file, as I found it to be incredibly useful and very enjoyable to read. In it's entirety, this article also includes sections such as "Cellphone Etiquette", "E-mail Netiquette", "At the Table" and "Weddings" etiquette.

I do hope that you enjoy it as much I did – please remember to mail me with your comments.

May I present to you the very first guest contribution to the Secretary Diaries blog... *drum roll*

ETIQUETTE REVISITED by LESLIE BACK
This article is the work of Leslie Back and has been used with permission. Please note that this work is Leslie Back’s own and is copyright.

This guide deals with rules of civility and also acts as a reminder of courtesy however much the rules of courtesy appear to have changed with the times - manners matter! We need to adapt to a new etiquette.

Etiquette is defined in the Oxford English Dictionary as
“the conventional rules of behaviour in polite society.”

Goethe wrote,
“A man’s manners are a mirror in which he shows his portrait.” {Fine words often forgotten.}

The generation gap has produced a chasm of difference one must accept that youth view situations differently, act differently, but should nevertheless behave according to a code of conduct.

THE WORKPLACE
The workplace is an area that embraces many of the changes of attitude. The feminist movement has created different expectations. Gender rules have been pretty much discarded in the corporate culture. A woman who is confident and gracious enough, may accept a door that is held opened for her, but it cannot be expected as a right.

Familiarity and nicknames are considered sexist and patronising.
Sexual harassment is the new ogre. This applies to everyone.
Inter-personal skills are paramount, one has to interact with people of so many backgrounds and mindsets.

Colleagues should be treated courteously and superiors with dignity and respect.
The use of first or surnames is generally dictated by the office ethos. Beware! The use of a first name does not confer familiarity.

Never underestimate the importance of dress in the business arena. Abide by the dress code of the organisation and when in doubt, take your lead from your superiors. ‘Sexy’ is strictly out. Even if you are a member of MENSA, you will be thought of disparagingly if you are dressed as a sex kitten, no cleavage and thigh high skirts. Dressing appropriately for any occasion is a good maxim. The niceties, nuances and details of conduct in the workplace will be revealed in time through exposure. Good Luck!

TIMING
Punctuality means so much. It has become less important to some who are late for everything. Being too early is as irritating as being late.Timing is important for a hostess. An over eager early guest can be as great an embarrassment and nuisance as a guest who has no regard for time and is unconscionably late.

Punctuality is the courtesy of princes; some would do well to remember this.

Knowing when to leave is also important. There are various rules of convention.Some suggest waiting until fifteen minutes after coffee is served. Whichever system one chooses, it must be flexible, but not so flexible as to leave hosts exhausted and disenchanted by guests that just don’t know when enough is enough.

ENTERTAINING
Being entertained in someone’s home is a forum where manners and etiquette prevail. Punctuality counts for much, as do many other factors.
The dress code should be observed if at all possible. If uncertain, a telephone call to your host or hostess will clarify this point.

It is a courtesy to advise hosts and hostesses about food constraints. The ‘healthy eating’ explosion has accompanied the techno-explosion. A hostess needs to know if you are a vegetarian, have food allergies, observe kosher or halaal laws or just simply avoid certain foods.

For the hostess there are many things to do and remember. A party is an opportunity to bring people together, so invite those that will appreciate the invitation and will make an effort to contribute to the success of the party. The chemistry of the group is vital. While it is pleasant to be able to invite like-minded people, do not invite one type of person only, just doctors or lawyers for example. This can be deadly dull, whilst inviting well-known adversaries may be abrasive. A host would be wise to work out the seating in advance and never let it happen by accident.

Choose your guests’ dinner partners carefully, using place cards or table plans or merely by verbal agreement. Woe betides guests that rearrange place cards to suit themselves. Beware the Romeo who has a dalliance planned and place cards that move mysteriously. Serve your guests from the left. Drinks are always on the right. The starting point at a sit down dinner is the woman at the host’s right. If the man on the hostess’s right is the guest of honour, he is served first. After that the service goes round the table clockwise.

Hostesses go to incredible lengths to make their guests feel special, so do your bit and don’t go into a decline as to whether you eat your asparagus with your fingers or not. The ideal guest should take part in conversations and be a lively and happy presence. Home etiquette largely applies when dining or entertaining in a restaurant. Certainly, punctuality and seating arrangements apply, as well as making food preferences known beforehand.

Don’t spend an eternity studying the menu and hogging the waiter with zillions of questions. Try and keep a steady pace with the rest of the party and do not keep people gasping for their next course whilst you pick at your starter. Table-hopping is an example of grossly bad manners. Tipping is generally dependant on service and tends to be between 10% and 15% of the bill.

With special thanks to Leslie Back for the use of the above article. In it's orginal format, this article also contains sections such as, "Cellphone Etiquette", "E-mail Netiquette", "At the Table" and "Weddings" etiquette.

Festive Season Greetings

Click on image to enlarge
Image courtesy of Paulo Correa Wording: Shana

2008 has been an amazing year for me, both personally and professionally and I look forward to more great things in 2009.

I am incredibly excited for all the great things that the New Year has to offer for Secretary Diaries; most notably contributions by two amazing writers:
- Leslie Back: Writer extraordinaire and certainly one of my all-time favourite article writers
- Patricia Robb: Author of the book Laughing all the Way to Work and owner of http://www.secretaryhelpline.blogspot.com/

I wish you happiness and prosperity in 2009 and may you and yours have a peaceful and joyous Festive Season.

Warmest Regards,
Shana

Taking a break :-)

Dear Friends & Readers

I will be taking a break until January next year. As a result, there will be no articles on the Secretary Diaries Blog until 9 January 2009.

Have a fabulous Festive Season :-)

Warmest Regards
Shana

Business Trip Tips

I enjoy business travelling. It's part of my job and I try to undertake it with as much enthusiasm as I do every other work task.
Whether you're a seasoned traveller or a first-time traveller, there's always something new to learn about travelling.
I hope that you enjoy this article, and that it succeeds in it's aim to equip you with handy hints when travelling for business.


Travel Tips for Business Travel

The early bird catches the plane
Try to be on time wherever possible. Take note of your check-in time and make sure that you sit as close as possible to the check-in desk at least 10 to 20 minutes before the required check-in. This will save you the hassle of standing in a long queue.
Top Tip: Take a mini travel alarm clock with you, and make use of your cellphone alarm and hotel wake-up call service to ensure that you're always on time

Be organised
If you are doing your own travel arrangements, make print-outs of all necessary documentation and keep this in your handbag. If you are using a travel agent, ask for a printed itinerary and print-outs of all necessary documentation, such as hotel check-in paperwork.

Connecting flights
If you have connecting flights, make sure that you have enough time to catch your connecting flight. Also provide for flight delays, so be sure not to book flights too close together. Also take note of how far in advance you will have to check-in for your connecting flight, and the time it will take to collect luggage. Factor in enough time to allow you to comfortably move from one flight to the next without the pressue of time constraints.

Keep it handy
Keep telephone numbers handy. This includes the hotel, shuttle company, car hire company, even the airport helpline number. Type all of this info on a sheet of paper, along with reference numbers then print and keep it with you. You will then have all important information on 1 sheet of paper. Keep print-outs of air tickets, itineraries and all other travel paperwork in a plastic file sleeve in your bag. It makes getting to that important info so much quicker and easier.Keep your ID or passport in your handbag along with your flight tickets.

Check-In
Most airports in South Africa have check-in stations, which are extremely handy. If you booked your ticket over the internet, you will receive a flight reference number. Enter your reference number into the check-in station via the touch-screen, select your seats (where applicable) and voila. You will then receive your physical air ticket. Keep this ticket with your ID in your handbag. You do not have to register to use the check-in stations and it is very easy to use. It is usually located as you enter the airport, and it certainly beats standing in the queue!

Gates
If you are travelling via one of the larger South African airports, like Johannesburg airport, take note of the gate that you are boarding from. The gates are sometimes spaced far apart, and you do not want to find yourself on one side of the airport when you should be on another. Also make sure that you are standing at the correct gate. This tip was given to me by a very kind person before I went on my first business trip, and it is certainly the most useful travel tip that I have received.

Special Requests
Make provision for special requests before your trip. This includes special eating requests, such as vegetarian, Halaal, Kosher meals as well as special seating requests. Ensure that these special requests are taken care of before you fly. If you are making use of a travel agent, double check that they have acted on your special requests.

Luggage
If you are going on a business trip, chances are that you will not be staying at your destination for very long. Pack as lightly as possible, and try to keep to hand luggage only. This avoids the hassle of checking-in luggage and then standing around and waiting for luggage after the flight. It will save you lots of time if you carry only hand luggage. On my recent 2-day trip, I took along my a small suitcase. I decanted all my beauty products (e.g. shampoo, face cleanser, etc.) into small travel-size containers – this saved plenty of space. I also rolled up my clothing, which meant that there was more space in my suitcase.

Plan ahead
If you are going to meetings or if you have to meet clients, be sure to find out the exact address and locations. Then ensure that you provide enough time to travel from the airport or hotel to the location. Provide enough time to comfortably travel from one location to another and remember to factor in traffic delays. On my recent trip, I had to be at the client’s offices at 8am. I left the hotel at 07:15, which I felt was a bit too early, but I thought that I would rather be too early than late. Unbeknown to me, there were major roadworks on the main road that I was travelling on, causing delays. I got to my destination at 07:55 – so much for the 15 minute trip that I had anticipated!

Remember professionalism
You might want to take in the sights and sounds of the new place to which you'll be travelling but remember that it's still a business trip and that your key responsibility is completing the task that you have to do. Keep sight seeing and shopping for after the meetings and conferences.
We all try to dress for comfort when travelling, but remember that you still have to appear professional - this should reflect in your dress code as well, so forgo the tracksuit pants and loose t-shirts and opt instead for 'comfy professional wear'.

Safety
If you are taking suitcases with you, keep these locked with little padlocks or suitcase locks. Keep the keys in your purse and make sure that the locks are closed before handing in your luggage. Keep your luggage with you and close to your at all times; do not let it out of your sight. Keep your handbag on your person at all times and keep it zipped or snapped closed. The airport is a very busy place with lots of distractions and lots of people. You want to ensure that your belongings are safe at all times so keep your eyes open and be alert.

Handy Hints

• Carry anti-nausea and headache tablets in your handbag
• Keep a small bottle of water handy to keep yourself hydrated
• Take along some reading material or your MP3Player/iPod/CD Player (with headphones, of course) to listen to music and to pass the time on the plane
• If you are taking your laptop along, make sure that it’s fully charged.
  Remember that you will not be allowed to use your electronic equipment (music player/laptop) during take-off and when descending
• Keep all receipts and invoices, as you might need these when you get back to the office

Once you are seated and comfortable in the plane, take a deep breath, relax and enjoy the flight.

Happy travelling! :-)

Happy 2nd Birthday Secretary Diaries

Today Secretary Diaries turns 2 - what a wonderful experience this has been!

I have learnt so much, and I have grown as an Admin Assistant in a way that I never thought was possible. Starting a blog of this nature was an idea that I had thought of for years, and finally putting the idea into action was the start of an amazing journey.

I started this blog as a means of sharing my ideas and expressing my thoughts about the administrative world. Sharing ideas and tips has become a task that I look forward to each Friday. All the amazing feedback that I receive is inspirational and greatly appreciated.

Thank You to you, readers and friends, for reading Secretary Diaries and for all your wonderful e-mails and comments.

Click image to enlarge

With thanks to Jennifer Elkins & Nikki Scott for the use of their gorgeous graphics
Wording and Layout: Shana

Counter Offers - To Stay or Not to Stay

Deciding to change jobs can be an exhausting task. First, you have to compile a CV, then search career portals and publications, apply for the job, prepare and go for interviews, and perhaps face the disappointment of being told that the position has went to another candidate. Then, one day, you get the call that changes your career path: your interview was successful and you’ve got the job!
You gather the courage to hand in your resignation, and when you do, your employer makes you a counter offer. You accept the counter offer and look forward to brighter days.

Unfortunately, not all counter-offer stories end happily. Sometimes, it ends in regret and bitterness. What can you do to ensure that you are making the right decision by accepting a counter offer? And how can you avoid “stayer’s-regret”?

First things First
Think about what it is that made you want to switch jobs in the first place. If there are factors that cannot be changed, then you might want to reconsider staying at your current job. Management style, fellow employees’ attitudes, company structure and physical location are examples of factors that cannot be changed. Workload, working hours, desk space and remuneration are factors that are negotiable.

Promises, promises
Be absolutely certain that what you are promised is not only delivered, but also deliverable. A manager promising to change their management style is not practical; a pay increase and benefits are – but ensure that you receive that which was promised to entice you to stay. If possible, get those promises in writing.

Paper Trails
Should you decide to stay at your company and accept a counter offer, ensure that the necessary paperwork is in place. You might need a new contract drawn up, indicating changes that were made or promised. Remember that negotiating is simply not enough – promised changes have to be in writing. Ensure that you have valid written proof of that which you were promised.

Growth Potential
Are you utilising your skills in your current position? Are you growing as a professional, facing new challenges and learning new skills? Before you say “I stay” remember that stagnation is the number one frustration factor for forward thinking career minded individuals. If you enjoy the company that you work for, but feel stagnant in your position and see no more room for growth, then it is probably a good idea to move forward.

Decisions
A counter offer is like receiving another job offer. Look at your current company as well as the other company(ies) that you were thinking of moving to. Make a list of reasons why you should work for either company, and then weigh up the pro’s and con’s. This should give you an idea of which position is best for you. It should also give you a good idea of what needs to be addressed when making such an important decision – and remember that it’s often the little things that count, so list everything.

From here on forth
Being made a counter offer by your employer is a huge compliment – it makes one feel valued and appreciated. Deciding to accept a counter offer means that your employers have faith in you and that they recognise your contribution to the company and would like you to be part of their organisation. Remember that you still need to work hard and continue your efforts. Most of the time, making the situation work in your best interest is up to you. As the old adage goes, “the ball is in your court”.

Successful implementation of changes in one’s job takes effort, hard work and the right attitude but it also depends on management and company co-operation. Deciding whether to accept a counter offer or to move on to another job is an extremely important decision, so think carefully before making your decision.

Good Luck!

Introducing Secretary Dinners

Ever heard of TV Dinners? I am putting a new spin on that, and creating 'Secretary Dinners'. :-)

Once in a while, I will add one of my own recipes to the blog.I have tried to keep to recipes that are simple, cost effective, easy to make and that are not time-consuming. Enjoy :-)

Photo Credit: David Farabegoli

Tuna Pasta Dish

Ingredients:
1 Small Onion, chopped
1 Greenpepper, chopped
2 Tomatoes, chopped
1 Cup chopped Mushrooms
2 Tins Tuna, drained
2 Tins Mussels in brine
1 Cup grated Cheese
White Sauce
Half packet cooked Macaroni Pasta (al dente)
Olive oil or Butter to fry
3-4 Tablespoons unwhipped cream (optional)

Instructions:
In a heated pan, melt a generous portion of butter or pour in some olive oil. Add chopped onions and fry until onions are transparent. Add chopped green pepper and fry until soft. Add drained tuna and mussels in brine. Do not drain the mussels; add the brine as well. Fry for a few minutes. Add mushrooms and tomatoes and simmer on low heat for 10 minutes. If you are adding cream, add this to the mixture now.
Meanwhile, pour the pasta into a pasta dish. Remove tuna mixture from heat and pour over the pasta. Add white sauce on top of this, and sprinkle the cheese on top.
Bake in the oven until cheese is melted.
Serve with a fresh green salad.

Bon Appetit!

The Art of Listening

Listening is a skill. It is a skill made perfect by practice and conscious decision.

In the fast paced corporate world, simply 'hearing' is not enough - we need to listen.

Every day, we are inundated with information and instructions, and we need to listen – and listen well. Often, the consequences of not listening well, can be devastating to an Assistant’s track record. I know of a Secretary who once booked flights to a totally incorrect destination – simply because she did not listen. She cost the company money and she wasted plenty of time. She could have prevented this, if only she had listened to the instructions given to her.
Try to listen to the instructions that are given, and to act according to what is expected of you.
Listening is one important skill that we, as Assistants, need to exercise and develop every day, all day.

Remember that a good Assistant hears, but an excellent Assistant listens.

Here is an example of what happens when someone does not listen to instructions:

Click on pic to enlarge Photo Credit: Unknown

Have a fabulous Friday ... and don’t forget to listen :-)

Salary Reviews

The end of the year is drawing very near and so, too, is the time for Salary Reviews.
How can you ensure that your salary increase is in proportion to the work that you do?
A salary review is often perceived as a reflection of one’s work.
If you are satisfied with your salary increase, then well done.
If, however, you feel that your salary increase does not justify the quality and quantity of the work that you do, then you need to manage the situation.
Below are a few tips on how to deal with addressing this (often sensitive) issue:

Gather courage
Gather courage and address the issue.
I once received a salary increase that I felt was not proportionate to the work that I was doing. It took me 10 months to gather the courage to speak to my employers. When eventually I addressed the issue with them, I received the increase that I had wanted all along. I lost 10 months worth of pay increase, simply because I did not have the courage to speak up. I still grit my teeth when I think of that. Don’t make the same mistake.

Do it now
Don’t waste time – address the issue as soon as possible. The longer you wait, the more difficult it becomes to talk about it. You don’t want to waste money by waiting until next month, or for when you think the time is right. Make that appointment with your boss and voice your concerns – and do it now.

Prepare
You’re a professional and you will need to handle the situation like a pro – so prepare yourself well:
Dress the part
Have all necessary documentation with you
Have print-outs of necessary paperwork
If you are using graphs or tables, have these with you

Remember your manners
Be nice but firm. Be courteous but unwavering. Don't back down, but don't become defensive. Remember your professional manners, and it will be that much easier to deal.

Have written justification
Make a list of all the important work that you have done. Have you saved the company lots of money in the past year? Then make a list of this and present it. Have you handled tricky situations with ease? Make sure that your boss knows of this. Have clients complimented you on your excellent service? Show your boss how much your clients value you. Make a list of all of this and present it to your boss during your meeting.
Once your boss sees – in writing – the work that you do, and the value of that work, it will be easier to grant you that pay rise.
If you don’t have a list of valuable contributions, then now is the time to start on it.

And remember
You’re worth it!

Good luck!

Super Useful Website for the Employee

Do you know the basic conditions under which you should – be law – by employed?

Go to: http://www.labour.gov.za/ to find out The Basic Conditions of Employment, Occupational Health & Safety Act, info on UIF and much, much more relating to employment information.

Knowing your rights in the work place, as well as keeping abreast of amendments to employment legislation, is essential for the Administrative Assistant.

A visit to the site is highly recommended. The site is user friendly, comprehensive and up to date. It is very easy to find what you are looking for, and also very easy to navigate through the site. The information contained on the site is extremely useful!

I was amazed to discover how much information an employee is entitled to receive upon commencement of employment. I am including a little snippet from the Basic Conditions of Employment Act (No. 75 of 1997):

Chapter 4 : Particulars of employment and remuneration
29. Written particulars of employment
(1) An employer must supply an employee, when the employee commences employment, with the following particulars in writing—
(a) the full name and address of the employer;
(b) the name and occupation of the employee, or a brief description of the work for which the employee is employed;
(c) the place of work, and, where the employee is required or permitted to work at various places, an indication of this;
(d) the date on which the employment began;
(e) the employee’s ordinary hours of work and days of work;
(f) the employee’s wage or the rate and method of calculating wages;
(g) the rate of pay for overtime work;
(h) any other cash payments that the employee is entitled to;
(i) any payment in kind that the employee is entitled to and the value of the payment in kind;
(j) how frequently remuneration will be paid;
(k) any deductions to be made from the employee’s remuneration;
(l) the leave to which the employee is entitled;
(m) the period of notice required to terminate employment, or if employment is for a specified period, the date when employment is to terminate;
(n) a description of any council or sectoral determination which covers the employer’s business;
(o) any period of employment with a previous employer that counts towards the employee’s period of employment;
(p) a list of any other documents that form part of the contract of employment, indicating a place that is reasonably accessible to the employee where a copy of each may be obtained.
(2) When any matter listed in subsection (1) changes—
(a) the written particulars must be revised to reflect the change; and
(b) the employee must be supplied with a copy of the document reflecting the change.
(3) If an employee is not able to understand the written particulars, the employer must ensure that they are explained to the employee in a language and in a manner that the employee understands.
(4) Written particulars in terms of this section must be kept by the employer for a period of three years after the termination of employment.

This information was obtained from: http://www.labour.gov.za/legislation/acts/basic-conditions-of-employment/read-online/amended-basic-conditions-of-employment-act-25

Bosses Day

Yesterday South Africa celebrated Bosses Day.
While administrative assistants the land over voice strong opinions about the celebrations of Secretary’s Day, bosses seem to have very little to say about Bosses Day. Perhaps they are too busy to notice; perhaps their focus lay elsewhere, perhaps they don’t even know about it!
And unlike secretary’s, bosses cannot resign when their employees fail to recognise Bosses Day (good thing for us PA's! :)

If you work for a wonderful boss who treats you well, recognises and rewards your contributions, understands you and your work style and shares the occasional smile, then know that you have 'struck gold'.

At my latest book club meeting, the conversation fell upon the topic of bosses: I was amazed to learn how many of those present disliked their bosses.

While I would find it very draining to work both with and for someone whom I dislike, there were stories aplenty about bosses who treat their employees with little respect and about bosses' nasty behaviour - stories that gave me the shivers!

One story, in particular, stood out: an acquaintance working as a qualified professional in a corporate environment took ill. For 3 days, she was very sick with a bad flu and throat infection. She had been working at the company for over 2 years, and this was the first time that she had taken sick leave. At her salary review, her boss pointed out the fact that she had taken 3 days sick leave which – according to him – was completely unacceptable.

Not only was I horrified after hearing this story, I was downright disgusted! Her boss did not recognise the fact that she was always on time, put in tons of extra effort, worked extra hours without pay and was a faithful and loyal employee. Instead, he chose to focus on the only so-called 'negative' aspect in her job thus far!

Working for a cruel or rude boss can make life very difficult at work.
If you have a good boss, value them.
If your boss makes you want to run for the hills, then you have my sympathy - and I suggest that you job hunt real soon before you stress too much. Good Luck!

The November issue of True Love magazine has an excellent article of different types of bosses and how to handle them. Visit www.truelove.co.za to find out more. You can pick up a copy of True Love at your local newsagent or supermarket (South Africa).

Telephone Tips

Have you ever telephoned a company and had to deal with an unprofessional-sounding representative?
Have you ever telephoned a company and dealt with an amazingly professional, courteous representative?
The manner in which business telephone conversations are handled is extremely important – both for your own and for your company’s image.

The travel agency that I deal with has the most impressive telephonist – she is courteous, friendly, empathetic and extremely professional. The travel agent who handles my reservations is exactly the same - courteous, friendly, empathetic and extremely professional. What impression do I have of this company? I have the impression that they are professional and that they will handle all my travel arrangements superbly. I never actually deal with them face to face – all our correspondence is done on the telephone, therefore the impression that I have of them by corresponding with them over the telephone is so important.

The importance of good telephonic correspondence cannot be emphasised enough.
Because the person on the other end of the line cannot see your facial expressions, they rely on what they hear, to be able to gauge the mood and feelings, or ‘atmosphere’ surrounding the conversation.
Because, as administrative professionals, we handle many telephonic conversations everyday, it is important that we do not overlook it’s importance.

This is what I do to ensure that I represent both myself and the company that I work for accordingly, over the telephone.

• Remember that clients (both internal and external) are the most important part of your job, and they need to be treated as such
• No matter how busy you are, always make it appear as if the person on the other end of the line has your undivided attention
• Do not conduct a professional telephonic conversation whilst drinking, eating or chewing
• If you have another call holding, or if you wish to transfer a call, let the caller know what you intend to do, before you put them on hold or transfer them. E.G.: “I am now going to transfer your call to accounts, please hold while I transfer you”
• Do not keep clients holding for long periods of time – rather take a message, or return their call
• When necessary, thank the caller for their call – especially if they have returned a call
• Answer with a happy voice, but don’t sound overly chirpy – you still want to sound professional!
• Refrain from using ‘by-names’ like ‘babes’, ‘honey’, darl’, and so forth with callers, even callers who you have been dealing with regularly. Yes, it happens... and it is not professional
• When taking telephone messages, ask for the caller’s name, telephone number and company and write this information on the message slip
• Never divulge sensitive information over the telephone
• When handling an irate caller, keep calm and try your best to behave in as professional and calm a manner as possible. Empathise with the caller, and give them a chance to speak. Offer a solution to the problem wherever possible
• Always return calls
• Always pass on telephonic messages as soon as possible
• Keep a pen and notepad nearby to take messages
• Smile when you talk – your smile will show in your voice!
  

A word on Employment Contracts

If you’re employed, chances are that you have an employment contract.
If you are in process of seeking employment or have already been offered a job then you will most certainly receive an Employment Contract to sign, from your prospective employers.

An employment contract is a legal document, and, while you are probably very honoured to have landed your dream job, remember that you still need to read through your employment contract very carefully.

You have the right to peruse your Employment Contract at your own leisure. Never feel pressured to sign it immediately. A professional company will give you time to read through your full contract before signing it.
Be very wary of being pressured into signing your contract, without having had the time to peruse it.
If it is a basic contract, you should be given at least 24 hours from the time that you receive your contract to the time that your employers expect it to be signed and returned. You should also be given a copy of the contract that you signed. Do not feel pressured to sign the contract, before reading through it thoroughly and seeking advice from a labour law consultant (if necessary).
Also be aware of any addendums that you will be required to sign. This could include an internet policy or a confidentiality clause.
Remember that once you sign an Employment Contract, you have an obligation to fulfil that contract, and to perform your duties to the best of your ability. If you feel unsure about the company that you are going to work for, the work that you will be required to do, or anything else, then think carefully before signing.

Some issues to check before signing (remember that it’s often the small things that are taken for granted or overlooked!):

• Notice period (including during and after Probation period)
• Probation period
• Leave days available to you
• Sick/Family/Study/Annual leave policy
• Job Description – ask for a job description, as this is usually not included in your EC
• Issues pertaining to 13th / 14th cheques, annual bonuses, performance bonuses
• Your title – (you do not want to find out that you have been listed as ‘Receptionist’ when you are in fact doing the duties of an Executive PA!)

A good idea is to get someone that you trust to read through your contract – this could be a spouse, partner, parent or good friend. If you know someone with a legal background, ask them to assist you in this regard.
Keep a copy of your EC on a safe place.

And remember the 3 golden rules:

Read
your employment contract carefully
Think
carefully about what you are signing
Seek
advice from someone with labour law knowledge, if you are in any doubt about anything in your contract

Responses: Secretary's Day Article

Thank you for your responses to the previous article (Secretary’s Day – How important is it?, 26 September 2008).
I am including some of the responses below.

If you would like your opinion to be considered for publishing on this blog, please mail me at: officeshana@gmail.com
Please include your name, occupation, industry in which you work and the number of years that you have been in the administrative profession. Please indicate what details you would like included with your comment.

"Secretaries Day is important but I don't think it's reason enough to resign if your boss forgets it all the time. There were obviously other underlying issues that caused that secretary to resign"
Barbara, Admin. Assistant, 11 years experience

Andrea - whose story was published in the previous article - responds:
"I definitely did not resign solely because of the Secretaries Day issue. There were other reasons."


“To a secretary, Secretarys Day is a very important day in the year. The only people that will say it’s not an important day is someone who is not a secretary”
Carmen, 12 years experience

“I hope bosses are listening here: Secretaries like to be rewarded on Secretaries Day. Please remember!”
Michelle, PA, 9 years experience

“I have been a secretary in the same company for 15 years. I am never off sick and I do a good job. Never in 15 years have I received even a chocolate on Sec’s Day. It would be nice to be acknowledged for my contribution to the company.”
Zaida, 17 years experience

“Secretary’s Day is an important day because it celebrates Secretaries. I think bosses should realise this and come to the party.”
Rene, PA, 8 years experience

"Although it's no reason to resign it is an important day for Secretaries the world over. We're not asking for expensive gifts we just want a small token of appreciation. Although the expensive gifts wouldn't be that bad at all :-)"
Joy, 5 years experience

"A note to bosses - All year long we make you coffee, work late, handle your demands with a smile and work very very hard. The least you can do is say 'Happy Secretary's Day' and thank us for all that we do".

M., 9 years experience

“It is such a horrible feeling when the day passes on Secretary’s Day and all your admin friends are telling you what nice presents they got and your company gives you absolutely nothing not even a card.”
Sharon, Secretary

“If bosses make an effort to remember Secretaries Day then it shows how much of an interest they take. It feels good to know that your boss recognises and acknowledges your best efforts and it means a lot when bosses remember to do so on Secretaries Day”
Karen, 10 years experience

“Employers should also think beyond buying flowers. Nice gifts to receive on Secretarys Day would be gift vouchers, lunch or breakfast, or a voucher for a beauty treatment so we can treat ourselves because we work so hard”
Liesel, Secretary, 7 years experience

“I think that bosses and companies need to be reminded of Secretarys Day. Maybe there should be a company that actually has a service like that to remind companies and bosses. It could be named The Secretary Day Reminder Service. Now isn’t that a nice business idea.”
Nix, 2 years experience

“When I worked in an office there was always an issue with Secretaries Day. Either they forgot or bought dime-store gifts (not good!). Now I am self-employed and I treat myself on Secretaries Day. If your company doesn’t treat you on Secretaries Day, then do it yourself because you’re worth it”
Janice, Entrepreneur, Marketing Industry, 14 years experience

Seceratary's Day - How important is it?

I know of a secretary who started seeking new employment after her boss failed to acknowledge the celebrations of Secretary's Day.
She says, "One year he completely forgot, the next year he promised to do lunch and I waited all day. Then, one Secretary's Day, he brought me the most disgusting bunch of flowers which he had bought at the Superette down the road from the office. The flowers were drooping and the leaves were brown. I felt terribly demeaned when he gave it to me. I thought, "Is this what he thinks of me?" And this after I had bought my boss gifts for Christmas every year, and organised Bosses Day lunches and gifts. After the rotting flowers incident, I decided to resign. The same day I started contacting employment agencies and handed in my resignation three weeks later."

The question I was left with was, "How important is Secretary's Day, really?"

Do you have a comment or story regarding?

Do you think that Secretary's Day is simply a commercialised fad?
Or is it a day on which to recognise the efforts of hardworking assistants?

I would like to hear your views.

Please e-mail me at: officeshana@gmail.com

I look forward to hearing from you! :-)

Shana

A CUTE Year-End Event | Part 2 of 2

This is the second part of the ‘CUTE’ article. Part one was published on 12 September 2008.

Unusual
The year end function is usually the highlight of the year at the office. I try to make the event memorable and enjoyable for everyone, and I do this by making it a little unusual. The best way to do this is to work with a theme. The theme can range from anything – from formal to funny. I once organised a belly-dancer for an “Arabian Nights” themed party where everyone came in fancy-dress to suit the occasion. All food served matched the theme as did the décor on the tables. Unusual? Check. Fun? Check. Memorable? Double check! :-)

Thoughtful
When arranging the year end function, I try my utmost to be as thoughtful as possible. I always enquire who will require a shuttle or cab home, and I arrange these beforehand. That way they can indulge in as much champagne without worrying about driving.
I make a point of asking those who are attending if they (or their partners) have any special dietary requirements and I arrange with the venue to cater accordingly.
I once attended a function where the only beverages available were alcoholic ones - no soft drinks or juices, only liquor and water. I drank water the entire evening, as did the manager’s pregnant wife who was sitting next to me.
Being thoughtful is extremely important when arranging a successful event.

Extraordinary
When I arrange the year end function, I try to think of ways to make it extraordinary. I ask myself, “what will my colleagues enjoy?” and “what will make this occasion successful?” “how can I make it extraordinary” “how can I improve on last year’s function”
I also ask my colleagues what they would like, what suggestions they have and I let them know that their input is welcome and highly valued. By listening to my colleagues and taking note of what it is that they want, I find that I am able to arrange a year end function that everyone will enjoy.

Good luck with planning your year end function, may it be very

C - U - T - E ! :-)

A CUTE Year-End Event | Part 1 of 2

This is the first of the two-part 'CUTE' article. Enjoy!

I enjoy planning a year-end function that is CUTE...

It’s that time of the year again – time to plan the company’s year end function.
Each year, I plan at least 4 functions, but the year end function is always my favourite. I get to be creative and I have loads of fun planning everything. Budgets and RSVP’s aside, it’s the planning and run-up to the ‘big event’ that I most enjoy working on. When approaching the planning of the year end function, I try to make the function CUTE:

C - Creative
U - Unusual
T - Thoughtful
E – Extraordinary

(This need not apply to only the year end function, I use it on lots of projects where I need to use a little flair.)

Creative
I try to be creative with the invitations, décor, and everything else that can possibly benefit from a little creative injection.
One year, I put the printed event invites into a glass bottle filled with sand and pebbles and closed it with a beaded cork. The function was to take place near a river, and so the invite presentation suited well with the theme.

Look out for Part 2 of this series, to follow on 19 September 2008

Happy Secretary's Day 2008

Click on the image to enlarge

Be the PEST | Part 2 of 2

This is the second of the two-part PEST article. Enjoy! :-)

Efficient
Efficient. The number one buzzword in assistant circles.
When you are an assistant, efficiency is a non-negotable trait. It is a vital characteristic in your professional life. Ask any prospective employer to name five characteristics of their ideal assistant and chances are high that this word will be on their list: Efficient. Every employer wants an efficient assistant. Every colleague wants an efficient co-worker. Every organisation has room enough for an efficient employee. And every assistant wants to strive to be efficient. I know that this is one of the traits that I constantly strive for perfecting in my job.
Being efficient means being well organised, well prepared and being able to do the job well. It also means putting in extra effort, going the extra mile, doing a thorough job, believing in yourself and your capabilities.
Be efficient and you will be successful. Which brings me to the next work in the acronym. . .

Successful
What is success? I believe that success is different things for different people. In my job as an assistant, success means doing a fabulous job, enjoying what I do, getting the job done to the best of my ability and knowing that my employees and colleagues are happy with my performance. Every person has the ability to be successful in what they do. Success takes determination and hard work. Nothing great was ever achieved without perseverance, hard work, determination and a plan. In order to be successful, you need a plan – a blueprint of your path to success. Each person’s blueprint is unique to him- or herself. You might want to keep your plan a mental picture, or you might prefer to actually write it down. You might prefer to keep it a secret, or you might want to tell everyone about it. What you do and how you work on your plan of success is up to you. But remember: simply having a plan for success is not enough; success does not simply ‘happen’: You have to work on it and at it everyday.

Terrific
What word do you want colleagues and employers to use when they talk about the work that you do?
Personally, I want them to use the word “Terrific”.
I know that there are many other words that I could fantasise about being used when colleagues and bosses are talking about my work. But I choose to dream about this word.
To me, ‘terrific’ means fantastic; full of effort; hard work; a job well done. It means that they are happy with the work that I do and that they have recognised my hard work and extra efforts. It means that I am good at what I do and that those with whom I work know this.
So, I choose to fantasise about this word. A girl can dream, can’t she :-)
Oh, but don’t get me wrong; I am all about turning dreams into reality. And this is one word I want to be real in my work life.
Terrific, eh! *wink* :-)

Be the PEST | Part 1 of 2

This is the first of the two-part PEST article.

Nobody likes a pest, right? Wrong!
Don’t think pest as in the movie (yes, it really is a movie and it stars John Leguizamo:-). Think PEST as in acronym. You should know by now that I have my own (sometimes) weird acronyms :-) *chuckle*

How can you be a super assistant?

Be . . . .
P – Popular for the right reasons
E – Efficient in your job
S – Successful at all you do
T – Terrific at what you do

Popular
Be popular amongst your employers and colleagues for the right reasons. Develop good habits and you’re already halfway there.

Some good habits:

• always be on time
• always be professional
• always smile
  
• never be rude and difficult
• never make nasty retorts or ugly comments (even when it’s real tough to hold your tongue!)
• never whine, rant and complain – rather discuss matters
  
• don’t let the way you feel about someone interfere with the work that you do for them – even if you don’t like someone, you still have an obligation to do their work, and to do it well
• don’t allow personal situations to interfere with your work
• don’t make a habit of staying out of work or taking an unjustified long lunch hour
  
• do take good care of your appearance and dress well at all times
• do complete work properly and timeously
• do remember that you are a fabulous assistant who is capable of doing a fabulous job!

Look out for Part 2 of this series, to follow on 29 August 2008

Beat the morning rush

We all know the morning rush: the part of the morning that time seems to go faster than usual and before we know it, the minutes have rushed past and we are running late for work.
Arriving late at the office is not appreciated by employers and is a poor reflection on yourself. Try to be on time every time!

Here are some tips to beat the morning rush:

• Be well prepared
• Set your alarm clock
• Pre-pack lunch (or otherwise prepare the lunch goodies) the night before
• Decide what you are going to wear to work beforehand. Hang these clothing on the outside of your cupboard so that you have easy access to it in the morning. Also take out your chosen pair of shoes and keep it near the outfit
• Keep your make-up and hairbrush (as well as hair accessories and hair products like hairspray) close to the mirror and on a neat, open space so that you don’t have to fumble
• Pack your work bag the night before
• If you need to take files, folders or anything else to work with you, keep it close to your bag so that you don’t have to search for it. This tip is also handy to remember not to leave things behind. If it’s on – or next to – your bag, chances are that you will remember to take it with you
• Complete your beauty routine the night before. Plucking brows, shaving legs and washing hair eats into valuable morning time. Rather do it the night before – that way you will not have to rush and you can take your time
• Keep keys on a dedicated place so that you don’t have to spend time fumbling for it. Many precious morning minutes are wasted to trivial tasks such as searching for car and house keys. A good idea is to have a key hook near your door and to hang your keys on the hook
• Make the effort to find the best route to work in the morning and you will save valuable time
• Get up early to beat the morning traffic rush. Most of our time is spent in traffic in the morning, which is a thorough waste of time and petrol/diesel
• Use your cellphone alarm in addition to your alarm clock. Set the cellphone alarm a few minutes later than your regular alarm clock. By doing so you limit the possibility of oversleeping
  
  

Good Grooming is essential

Since you represent the company for which you work, you need to look good.
Good grooming is essential in the workplace. In the corporate world, people judge others on their appearance more often than not. What do you want your appearance to say about you? I know that I want my appearance to speak loud and clear that I am neat, tidy, well groomed (and therefore well organised) and that I take pride in the way that I look.
This does not mean that you have to spend time in beauty salons or spend lots of money on costly grooming routines or beauty products. It simply means taking pride in your appearance and making an effort to look good.

I asked a number of friends and fellow assistants about their grooming tips and secrets, and I have included their suggestions below... (thanks ladies :-)

Hair Styles
There is nothing worse than dirty or unkempt hair (yes, others do notice!) Make an effort to style your hair in an attractive manner. Don’t simply pull it back into a pony tail – leave that to the school kids. You are elevated to the status of working professional and you need to look the part.

Hints and tips:

• Use a little hair serum on dry ends
• Make us of hair gel or mousse to tame unruly hair
• Go easy on the hair products to avoid a dull look
• Don’t use hairspray on fancy clips and combs – it could dull the appearance of shiny accessories

Face
Probably the most important part of the grooming ensemble. Your face is what others see first so make sure that it looks good. Apply make-up with care, don’t overdo make-up or use harsh shades or shades that do not suit you. Find the shades and colours that best suit you and remember to update this on a regular basis – you don’t want to look like an 80’s soap star in the year 2008!

Hints and tips:

• Don’t use too much eyeliner
• Wash make-up brushes regularly in a little shampoo and warm water
• Apply blusher to the ‘apples’ of your cheeks; use lipliner to accentuate lips
• If you do not wear make-up, use a little lip gloss or lip balm

Feet
If you wear open shoes and strappy sandals in Summer your feet will be highly noticeable. Apply a dab of moisturiser to your heels and exfoliate heels regularly to avoid the ‘chapped’ look. Trim toenails regularly (long toenails do not look attractive).
If you wear nailpolish, apply a fresh coat regularly to avoid nailpolish chips.

Hints and tips:

• Moisturise feet well at night and cover with socks
• Use a pumice stone on heels - it works wonders
• Soak feet in a bowl of warm scented water
• If you are able to, have a pedicure at the beginning of summer

Hands
You use your hands everyday all day. Hands are a very noticeable part of you. No grooming routine is complete without a hand treatment. It could be as simple as applying hand cream regularly to avoid that ‘dry’ look. If you wear nailpolish, apply a fresh coat regularly to avoid chipped nailpolish. If you have long nails dip a cotton bud in nailpolish remover and clean under your nails. Try not to use a nailbrush too often – it is very harsh to the delicate nail bed.

Hints and tips:

• Soak nails in warm olive oil for an instant moisuriser
• Trim cuticles, but remember to be gentle
• Regularly use a moisturising mask on hands
• Buff nails with a buffer for that ‘healthy, primed look’
  

Remember that if you look fabulous you will also feel fabulous
Here's to a fabulous you!

Clothing that Speaks

Have you ever watched a fashion show, either live or on a television screen? Have you seen how the people watching the show are so tuned in to the clothing being modelled? That is how powerful the effect of clothing is. Clothing communicates a strong nonverbal message. We look at someone and often the first thing that we notice about them is the way that they are dressed.

Ours is a visual culture, and clothing is right at the top of the hierarchy of visual ranking.

I am sure that most of us know, or know of someone, who will not think twice of arriving at work or appointments wearingan unironed shirt or sporting untidy hair. As an administrative assistant, you are the ‘company representative’ and you convey the company image to all whom you come into contact with during the working day. Needless to say, it is important to look good at all times. Someone who comes to work looking poorly dressed and in need of a dab of lipstick is sending a message. A message that says “I don’t really mind about the way I look”. This is very often interpreted by colleagues or bosses as “She/he does not really care about the quality of work that they do”. If your job involves dressing down, it’s different. But as an assistant, you always have to look good.

You don’t have to wear the latest fashions, or spend a small fortune on buying clothing. No one notices whether your shoes cost R1000 or R100, but if those shoes are unpolished and have broken heels, everyone will notice. At College, I once had a speaking assignment. I chose my clothing carefully and coordinated my outfit well. And yet, no-one noticed. Why? Because - unbeknownst to me - my brand new trousers (which I had spent a week’s wages on, by the way!) had ripped at a rather awkward place. Did anyone notice that my trousers were worth a small fortune to me? No. Did they notice that I looked rather inappropriate? Yes!
It’s not about how much you spend on an item of clothing, but the manner in which you wear that item of clothing that counts.
It’s all about your appearance and the message that you send when you step into the office.

Before you leave for work in the morning, look at yourself in the mirror and ask yourself, “What message am I sending today?” Is that message “neat, tidy, organised, well-groomed” or is that message “disheveled, untidy, less than perfect”. Our dress code in the office is an important part of how others perceive us.

If you want to send the non-verbal message that you are neat and organised, then start with your dress code. It’s a powerful method of communication.

Winter

Summer is saying it's final goodbyes as the Winter season makes a grand entrance in all it's icy glory. Now a sliver of sunshine peeeking out from beneath a heavy grey cloud is all that is left of the abundant sunshine that graced our shores just weeks ago.
I love Winter. I love the cold, rainy evenings and the misty, dark mornings. I love donning my warm tweed jackets and my leather boots and braving the crisp Wintry air.
Long has it been said that: Summer in one's life is seen as a time of singing, dancing, laughing and being merry. Winter in one's life is seen as being a time of reflection, understanding of self and others, quiet thought and appreciation of all that is, was and is to be.
And so it is with all things in our wonderful lives. There will always be Summer and there will always be Winter. There will always be days when it never seems to rain, but to pour, and when it seems that you can't see through the clouded sky. But rest assured that Summer is on it's way, and the sunshine might surprise you with it's presence, if only to remind you that it is still there.

For when we look up at the sky and see only clouds, the sunshine is there, behind the grey clouds, just waiting for us to look a little longer. And before we know it, sunshine warm and bright shines upon us.

And when we ask ourselves why the rains will not subside, remember that rain is necessary for growth. We cannot have lovely Summer fruit without Winter rains. We cannot have sunshine without the storms.

But rest assured that the storms of Winter will pass, and after it comes the warmth of the Summer glow.

May your Winter be filled with new hope, growth, renewal and blessings.

The importance of Proof Reading

I believe in making the effort to check all office correspondence before sending it out. Not checking correspondence leaves room for error. And error can lead to major embarrassment.

These are examples of correspondence that I received.
Yes, this is real. These letters/e-mails were actually sent like this!

Payments can be maid at the following places . .
We have now located the sauce of the problem . . .
.. . let us know if you are gonna be attending. . .
Please accept our apologise for the inconvenience. . .

Some tips on avoiding the pitfalls of poorly worded correspondence:

• Rule Number One: Proof read it!
• Make use of the spellcheck on your computer
• Ask someone else to proofread it for you (provided that it is not confidential or sensitive information)
• Keep a dictionary at your desk, and use it. There are excellent dictionaries available online for free
• If it does not sound right, it probably isn’t right
• Use only words that you know the meanings of
• Avoid the pitfall of using important sounding words that do not fit
• Refrain from making use of ‘sms language’- words such as ‘gonna’, ‘tks’, ‘2’ (instead of ‘to’) have no place in professional correspondence
• And again... proof read!

What Messages are you sending?

We are so used to sending messages: we send e-mail, sms’s, voicemails and telemessages. But what about the unspoken messages that we a send? The subtle, nonverbal means of communication that we send all day long, every day. Our manner of walking, way of dressing, our voice and the way that we speak, our hand gestures or facial expressions - these are all discreet messages that are being sent loud and clear.
Because these nonverbal messages or ‘signals’ are interpreted by others, we have no control over the way that they perceive these messages. But we do have control over what we send.

Dress Code
Dress well. Always look neat and well groomed. You do not have to wear the latest fashions to look good. Little things make the difference, like ensuring that clothing is always well ironed, collars are neat, hems are intact and that clothes are not too small or too big for you.

Eye Contact
Make eye contact, but do not ‘stare down’ the person to whom you are talking. Don’t look around while talking or while they are talking to you. Be attentive and appear interested.

Body Language
Do not slump whilst sitting or stoop when walking. Never lean against walls or desks – or anything else, for that matter.
Walk with meaning and with a steady foot. Don’t wiggle, either – save that for when you’re on the catwalk.

Facial Expressions
Frown only when it is appropriate. Do not roll your eyes when someone is talking to you. Look at the person to who you are talking to, or when they are talking to you.

You know your “irritated” look? Don’t use it around the office.

General Demeanor
If you have to yawn, do so behind your hand. Sneeze into a tissue, and not over anything else. Try not to cross your arms – it might be perceived as defensiveness. Appear awake and interested.

And smile. It really does make you look pretty!

Fluent Filing

Filing. A very powerful word. A very important word, too, if you are in an administrative position.

I cannot stress more emphatically the importance of being 'fluent' in filing.

Having a backlog of filing (without sufficient reason) is a sign of poor organisation. And there is very little room for an assistant who is poorly organised. Keeping filing well organised is non-negotiable.

Filing can be done in alphabetical order (A-Z), numerical order (0, 1, 2, etc), by day (Monday, Tuesday, etc), by month (March, April, etc.) or by year. The manner in which you file varies according to relevance and necessity.
The most common filing options are alphabetical and numerical. Also common is a combination of both (referred to as aphanumerical).

Below are tips to keep your filing in good order:

• Do filing daily or weekly - ensure that you do it regularly
• Have a system and stick to it
• Find what works best for you and use it
• Do not allow filing to pile up
• Keep filing in a neat, logical, orderly format
• Keep files and folders neat, tidy and in order
• Ensure that files and folders are neatly and legibly marked
• Keep files uniformed to present a feeling of order
• Update file labels regularly

Most importantly, use a system that you understand.

Being fluent in filing is a huge advantage in the world of administration.

Interview Success: Image Counts

An interview is an extremely imporant occasion. It means that you have applied for a job that you want, and that you have been chosen by the company as a possible employee.

Don't treat it as simply any other day: be extremely well groomed and extremely well dressed.

• Choose your clothing carefully. Ask yourself:
  Does the clothing that I am wearing reflect the company's image?
  Does my clothing reflect my image well?
  Is what I am wearing appropriate?
• Wear neutral colours (e.g. browns, blacks, greys). Steer clear of loud colours and bold prints
• Carry breath mints and chew these just before going into the interview room. Do not chew gum
• Have a good meal before the interview: remember that your nerves will be buzzing and you want to be able to perform at full-steam. Having a good meal combats light-headedness and allows your engine to run at full steam
• Forego the mini-skirts and tight tops
• Wear heels, even if it's just a little heel. Avoid wearing loafers or pumps - those are for when you do your grocery shopping
• Do your hair and make-up well. If you make an effort, it will show
• Don't forget your handbag: ensure that it is appropriate (e.g. not a straw bag or a tiny clutch) and de-clutter it
• Take a black pen with you in case you need to fill in forms
• Switch your cellphone off
• Speak well and speak clearly and naturally
• Be yourself
• Smile!

The Rules of Work by Richard Templar

Book cover picture courtesy of Pearson Education

According to Richard Templar, author of the bestseller, ‘The Rules of Work’ I am breaking the cardinal rule by telling you that I have read this book. Nonetheless, I have decided that it would be a worthwhile book to share with you.

The Rules of Work outlines the ten rules of the workplace according to Richard Templar. The book is a useful guide for the employee aiming to get ahead in the tough corporate world. Templar’s writing style is easy to read and the book is an interesting one. It covers almost every fundamental aspect of importance within the working world, from having a plan to knowing your company system.

The Rules have titles like ‘If you can’t say anything nice – shut up’ and ‘Cultivate Diplomacy’. Each rule has another ten rules within it, i.e. 1.1 – 1.10

While I will not be making use of all the rules, I did pay extra special attention to a few, including ‘Speak well’ (Rule 2.9) and ‘Enjoy what you are doing’ (Rule 1.8) as I find that these are two important aspects in any working person’s life.
Templar also has rules such as, ‘Use please and thank you’ (Rule 4.7) and ‘Don’t swear’ (Rule 4.8) which I find are ever-important in corporate society.

The Rules of Work is a brilliant read. And while (like me) you may choose not to follow all of The Rules, I do believe that everyone will benefit from this informative, well-written book.

All The Rules are relevant and Templar has absolutely no useless information in this book. He has ‘stuck to the point’ from the first to the last page, and to that I say ‘Well Done!’

The Rules of Work is by Richard Templar is published by Pearson Education Publishers (2003)
ISBN: 9780273662716
Available to order from www.pearsoned.co.uk

For a sneak peek at all The Rules, including the Rules within the Rules, go to: http://www.pearsoned.co.uk/bookshop/detail.asp?item=100000000017710

Dressing for an interview

I was once part of a panel that interviewed 3 candidates for the position of company receptionist. We were looking for a College graduate, and the position provided excellent potential for growth.

The candidate with the strongest CV was to be interviewed last. She had excellent results in all of her subjects and was given a sterling review by her lecturers. Naturally, we were very excited to meet her.
But when she walked into the interview room, I had to stifle a gasp. She wore a black catsuit with a large silver zipper. The catsuit was very low cut and showed off ample cleavage. The outfit was perfect for a night out on the town, but entirely inappropriate for a job interview. She walked in with her sunglasses perched on her head. She did not have a proper handbag – she had brought along her graffiti'd college satchel.
When asked why she had chosen her particular outfit, she shrugged and replied that she was going straight to class after the interview.
The other two candidates that we had seen were also off to class straight after the interview, but they had arrived dressed appropriately.
Of course, the candidate did not get the position.
She had stood an excellent chance of employment… until we saw her.
Her dress code was not only inappropriate but also disrespectful to the company. We were looking for someone to represent our company image at the front desk. Excellent presentation, good image and professionalism were the words that we used in the employment advertisement – clearly the candidate did not take this seriously.

Dressing appropriately for an interview is not only crucial, it is good manners.

When dressing for an interview, ask yourself what type of image you want to send. It is also advisable to research the company to find out more about them. Read the job advertisement or job description carefully - it may be able to give you clues as to how to dress.

And remember the old adage: 'First impressions last, first impressions count'

Make sure that the first impression your potential employers have of you is a professional one.

A Hair- Raising Issue

How often have you noticed someone with gorgeous hair or a fabulous hairstyle? Hair is such an essential part of your appearance.

Well groomed hair is very often easily noticeable. Unfortunately, the same goes to say for badly groomed hair!

Keep an eye out for interesting hairstyles in magazines. You don’t have to cut your hair into a particular style, simply make sure that it looks pretty.

And remember that short hair needs as much attention as long hair – you still have to make sure that hair is well styled and neat.

• Wash hair regularly – dirty hair is very easily noticeable
• Wash hairbrushes regularly as well
• Wear your hair in a style that suits you, not because it’s in fashion or because a celebrity is sporting it
• When you cut your hair into a particular style, ensure that you are able to maintain it without too much difficulty
• Use pretty hair accessories – it makes a noticeable difference!

Tips for employment seekers

Useful resources for seeking employment:

Online
http://www.careerjunction.co.za/ – Has a facility to upload your CV online
http://www.ioljobs.co.za/ – Register to subscribe to job alerts, which will be e-mailed or sms’d to you
http://www.careers24.com/

Published
Career Times – A supplement to the Cape Times, available on Mondays
Job Finder – A Supplement to the Cape Argus, available on Wednesdays

Word of Mouth
Let friends and relatives know that you are seeking employment. Make sure that they have your contact number or e-mail address, should they wish to contact you with a prospective job lead

Companies
Many companies advertise available positions on their websites.
Keep and eye out for relevant positions at prospective companies

Some Tips

• Make your CV as full of info yet as concise as possible; employees do not like to wade through pages of irrelevant information
• Include your e-mail address and contact telephone number
• Try not to include your physical address or other very personal information on your CV when uploading it to a site – you have no control over who has access to your CV
• Make sure that your CV is absolutely perfect; ask someone you know to proof read it for you
• Ensure that the font type, size and colour used is consistent throughout your CV
• Do not use too many fancy graphics on your CV (except if you are applying for a position like a graphic artist or designer)
• Do not include the address for your social networking - such as your facebook or myspace - profiles on your CV - remember that you are looking for employment, not online friends

Tools of the trade

How do you keep your workspace neat and tidy?
I find that these tips work wonders for me:

Tools of the Trade

In and out / ‘To Do’ Trays
These help with keeping in order paperwork that has not yet been filed or sorted, or for work that still needs to be completed.

A Bin
For papers and other items that need to be discarded of.

A Stationery Organiser
There are many types of Stationery Organisers; it does not have to be fancy; it simply has to suit it’s purpose. I have a Stationery Organiser that fits into my desk drawer. I find that this works best for me, as I prefer to not display too much on my desk.
Make sure that your Stationery Organiser is big enough to comfortably fit all your stationery, and that it keeps your stationery neat and organised. If you choose to display your Stationery Organiser on your desk, make sure that it’s attractive enough for you to proudly display on your desk.

A Memo Cube
Memo notes are very useful for jotting down notes, reminders and ideas. You may even use memo notes in place of Post-It notes, by stapling or paperclip’ing the memo notes to your documents. As these little bits of paper have a tendency to find their way all over one’s work area, it is useful to keep it neat in a memo cube holder.

Labels
Labelling your files and folders is extremely useful when organising your workspace. You will be able to find what you are looking for much easier if your files are labeled. By labeling files and folders correctly, you will save yourself time and effort.

A Diary
Commonly referred to as “A Secretary’s best friend”. Whether you choose to make use of an electronic diary or a paper diary, you will find that keeping and maintaining a diary is essential when maintaining good organisation. Some assistant prefer to keep an electronic diary, while others prefer traditional paper diaries, and other prefer to have both. Whatever your preference, ensure that it is up to date, and that you check it regularly. If you are using a paper diary, buy one that is small enough to fit into your handbag. A ‘page a day’ view is much more useful that a ‘week to view’, as it means that you will be able to jot down more, each day.

I feel that by being neat and organised, I am able to perform at your optimum, as I know where to find things when I need it.

Fabulous in a Fortnight by Monica Grenfell

Book cover picture courtesy of Kalahari.net

We all want to look fabulous in the office. Being well groomed is a vital part of one's professional image.

Monica Grenfell's "Fabulous in a Fortnight" is the perfect book to assist the working woman with achieving that beauty glow.

I found this book extremely useful and very interesting. Monica Grenfell outlines a list of beauty routines for every day of the week for a period of two weeks.

After reading the first chapter, I immediately got to work on the routine. It's a great book for busy women who need to keep themselves well groomed yet sometimes lack the time to do so. By following the routines outlined, you will be able to pace your beauty routines. There are also healthy recipes and colour photos showing exercise routines and the book is filled with handy hints and wonderful tips.

Perfect for the busy assistant who likes to look good.

Fabulous in a Fortnight by Monica Grenfell is published by Pan Publishers (2005)

ISBN: 9780330438605

Available from www.kalahari.net

Visit Monica Grenfell's website at http://www.monicagrenfell.co.uk/

Desk Must Haves

Click on the image to enlarge

With thanks to the talented photographers for the use of their photos in this layout
Photo Credits
Coffee cup: Steve Woods
Notebook: Sanja Gjenero
Tissue Box: Sophie
Sanitizer: Jari Lehtikangas
Handcream: thebodyshop.com website

Neatness in the Office

Have you ever stepped into an office set-up, and noticed chaos and disorder? An efficient, dedicated secretary is able to turn chaos into order, and see potential through the disorganisation.

When I was a student, I done temp work in an office, where, on my first day, I could not find the ringing telephone beneath the strewn papers and files. It was a small office, owned by two very busy people who spent all their time concentrating on running the business – and no time running the actual office! I immediately started to tidy; done plenty of filing, which sorted out the paperwork problem; packed files neatly in alphabetical order; tidied the desks; dusted and cleaned office surfaces and vacuumed the carpets. By the time I left at the end of the day, they were amazed at the transformation.
It is very difficult to work in an untidy office.
A neat, organised office makes the task of keeping order so much easier.

A story about Shoes and Family Day

You might wonder what shoes and Family Day could possibly have in common. I never made the connection -until now, that is. . .

I have more than 80 pairs of shoes at the moment. I love shoes and I love to buy good quality shoes that will last me for many years. When we moved into our new house, my darling husband commissioned a cabinet maker to build me my own shoe cupboard, which now takes up one side of our bedroom wall. I recently spring-cleaned the cupboard (which meant packing the strappy Summer sandals at the back and the Winter shoes and boots at the front) in time for the upcoming cold season. When I surveyed my heeled indulgences, I noticed that 80% of my shoes are ‘work’ shoes - office heels. I also realised that when I purchase a new pair of shoes, I never think, ‘These will look good to wear to the park or around the house’. Instead, I ask myself, ‘Will these shoes look good under my desk and suit my corporate image?’
And so often it is with not only shoes, but with almost all things in my amazing life – I think of work foremost of the time. I put my job and my career first. I concentrate on doing a fabulous job and trying my utmost to please everyone at work.
But this long weekend, I am not going to concentrate on work. I am not going to take my laptop out as soon as I get home – it will have to stay in it’s nice little laptop bag for now.
Because this long weekend, I am going to concentrate on Family. On my wonderful, wonderful husband who encourages me all the time, supports my dedication to my job 100% and who patiently waits until I get home from the office at 7:30pm. Who does not complain when I get work calls on my mobile phone during Sunday afternoon family lunch, and I end up talking for an hour, sorting out some dilemma or situation while trying to finish my roast potatoes. Who patiently said that he understood when I ended up working through (and missing!) the Valentine’s Day surprise that he had planned for us because I worked until 8pm on 14 February this year.
I am going to concentrate on family, because that is what this long weekend is about.
For once, work can wait. This weekend is dedicated to my family.

Have a wonderful Family Day on 24 March!

Then & Now

Compared to our predecessors, modern day assistants have many advantages, thanks to technology:

Modern Telephone Systems mean that we are able to store numbers, track and transfer calls. One phone can have hundreds of extensions, compared to the days when each telephone number meant a separate telephone

The Personal Computer has vastly impacted the life of the modern day secretary. Probably more than any other item in the office, this is the one piece of equipment which has both simplified and complicated our lives in the office! Nowadays, it is essential to be computer literate. Whereas in the past, secretaries had to have a good knowledge of manual filing and how to work a typewriter, today we have to draft documents, organise presentations, send e-mails, and much, much, much more – all with our PC’s. In many offices, the PC is a secretary’s most essential item, as it provides the link between yourself and everyone else (e-mails, internet, instant messaging, intranets, etc.)

E-mail has paved the way for ‘instant communication’ compared to earlier days, when faxes and posted correspondence meant a certain delay in the channels of correspondence

Internet makes a secretary’s life so much less complicated – being able to research information, book flights, hotels and care hire, search for new jobs, order stationery and even office furniture – all without leaving the office (or your desk!). Previously these seemingly simple tasks took time and effort

Photocopiers are no longer just a means to duplicate documents – they can scan, e-mail, sort, collate and do much, much more. It’s usefulness in the secretary’s life is often overlooked, but without it, our predecessors had quite a touch task doing manual duplications!

Coffee makers. I added this one just for fun – but personally, my extra-large mug of coffee is an essential at the start of the day :-)

A Short History

Traditionally, the role of Secretary in a company or organisation was held by men.
This role then gradually fell to women, and today, the Office Administration sector is dominated by women.
Secretaries were highly esteemed confidants who handled correspondence and other matters.
The duties of the modern day secretary have advanced far beyond simply handling correspondence. From interacting with clients, answering and screening calls, setting up meetings, business presentations and conferences, travel arrangements and diary management to typing, handling confidential information and basic accounting functions, the role of a secretary is an ever-changing and diversified one.

The duties of a Secretary within a company or organisation differs from place to place, depending on the nature of your role and the type of business you work for.
You may work in a home-based office, small company or large corporation. Your duties may vary from ordering lunch for your boss, to arranging large corporate luncheons, or from ordering office stationery to finding new office space.

Your duties may vary, but your role remains the same: an integral part of your office.

Personally, I am very proud indeed to hold such an important role :-)

For more information on the history of the Secretarial profession, visit:

http://www.iaap-hq.org/researchtrends/history.htm - This site gives a chronology of the evolution of the secretarial role as well as some very interesting pics

The all-knowing online Encyclopedia Wikipedia also has some interesting info on the profession:

http://en.wikipedia.org/wiki/Secretary

And the the dictionaries also have some interesting info:

http://www.thefreedictionary.com/secretary

http://www.merriam-webster.com/dictionary/secretary

The PODS method | Part 2 of 2

This is the second of the two-part 'PODS' article.

Organise
Next, I organise the work that I have just prioritised. I use plastic filing sleeves and attach a sticky note to each sleeve. On the sticky note, I clearly write: the date it was handed to me, the name of the task, when it needs to be completed by and who the task is for.

For example, my note might look like this:

I then stack the sleeves in my In Tray in the order that it needs to be done; so the task that must be done first is put on the top of the tray, followed by the task that is second-most important, and so on.

Delegate
This is a very important step: I delegate - that which has to be delegated - to the relevant people. For example, if one of the tasks that I need to complete is a purchase of equipment, I will send the procurement form to management and the request the cheque from the finance department. Or if I need to arrange a trip, I send the info to the travel centre where one of the travel consultants will handle the air tickets. Or if I need to do printing I send the printing request to printers and arrange that the printing be delivered
(or collected) timeously.
I often find that, by delegating, half of my work is already done. The trick here is to delegate to the correct people/person/department.
And remember: once you delegate, you must also follow up to ensure that the work that you delegated is actually completed.

Start
So now I have made lists of what needs to be done, I have prioritised according to urgency, I have organised the tasks and I have delegated that which could be delegated. What now? Now the best part: I start! I start on the work that needs to be completed. I start on doing a great job. I start on doing it to the best of my ability. And I start to smile – because I know that no matter how much pressure I am under or how much I have to do, I am going to get the job done; and I am going to get the job done well. Why?
Because I have my own little secret artillery:
I follow the PODS method :-)

The PODS method | Part 1 of 2

This is the first of the two-part 'PODS' article. Enjoy!

How do you deal with pressure-filled situations at work?
We are all put under pressure at some time or another. For some of us, pressure is a daily occurrence; for others it happens only once in a while. No matter how often you are put under pressure in a work situation, chances are that you will stress each time you are in the situation. And stressing out can lead to loss of focus, which in turn hinders the process of completing what it is that so urgently needs to be done. Honing your pressure-dealing skills takes years of practice and understanding, and I don’t have years in which to learn how to deal with pressure! :-)
Assistants are often give work from many different people, which exacerbates the situation. Learning to cope well under pressure requires an understanding of what is expected of you and when it is expected.

I have been in the administrative profession for nearly a decade, which means that I have had my fair share of pressure situations.

That is why I developed my own method of dealing with those types of situations when they arise: I use the PODS method. And it works wonders for me! When under pressure I:

P – Prioritise
O - Organise
D - Delegate
S – Start

Prioritise
First, I establish what I need to focus on and complete first. By
doing this, I know what I need to do and in what order.
I ask myself:

• What is it that I need to do?
• What needs to be done first?
• What is most urgent and requires attention immediately?
• What can wait?

This makes the process of completing the tasks at hand much easier, as
I now have a checklist.

Look out for Part 2 of this series, to follow on 11 January 2008

Who Moved my Ladder by Fiona Coyne

Book cover picture courtesy of Penguin Books

If I were given the opportunity to give every one of my lady friends a book, this is the book that I would choose to present them with.

Fiona Coyne’s debut masterpiece is edgy, witty, sometimes nasty, frank, tell-it-like-it-is and undeniably impressive. The captivating writing style kept me interested, as did her sometimes theatrical approach to getting her point across, which makes this book an enjoyable read.
The book is as excellent as it is enjoyable and it is evident that Ms. Coyne did her research thoroughly and very well.

An absorbing read was Chapter 7: “An open letter to a nameless talk show host” in which Fiona writes in a show-stopping, honest and energetic style. In fact, it is nothing short of goose-bump inducing fabulous. She pens her words carefully, and with class and tact, and she gets her point across fabulously well.

This book is well written and almost unputdownable.
I say ‘almost’ unputdownable because I savoured reading it - trying hard to absorb everything in the book and trying not to miss anything.

An eye-opener was right at the beginning of the book, where Fiona explains the PUTD phenomenon. There it was, right in front of me all these years, and never did I recognize it as such.
(I am not saying anymore – if you want to know what the PUTD phenomenon is, you will have to read the book :-)

One of my favourite quotes from the book is found on page 215:
“Every tiny step you take towards realizing your dream keeps you connected to your passion”

Who moved my ladder: The working woman’s guide to success by Fiona Coyne is published by Penguin Books (2007)
ISBN:9780143025740
Available from a local bookstore (South Africa) or to order online at: Penguin Books http://www.penguinbooks.co.za/

The Library

No, I am not talking about the deli in Stellenbosch :-) I am talking about the place with rows and rows of books; the place where you should only speak in whispers; the place that houses more knowledge than any internet search engine ever could; the place where you can visit many countries and meet many famous people from many distant lands, all without leaving the building: I am talking about the local library.

As a child, I loved the local library. I would spend hours paging through books and conjuring magical images of faraway places and exciting characters. Each week I would make my way to the large brown and cream building and proudly hand in the books that I had borrowed the previous week. “I’ve read them all!” I would say – bursting with pride - to the sternly smiling librarian sitting behind the beautiful wooden counter. At first, I would have to stand on tippy-toes to hand over my books. Now I stand hip-high to the very same counter. It’s still a treat to visit the library from my childhood where I spent so many wonderful hours and learning so much.

Of course, now, I have moved to another suburb and have become part of the friendship circle of another library. I still love walking through the doors of a library - already-read books under my arm - excited about the books I will find on this library visit.

As a scholar (before the internet was around) the library was my best source of information for school projects. As a student, the library proved to be my most valuable source of information not only for research assignments, but also for preparing me for the working world. I read as much as I could about administration and about being a valuable employee; about entering the working world and how to fit in.

Today, my library card is tucked away in my purse where I guard it fiercely – knowing that it is the key to valuable and useful information. I love finding a good non-fiction book that is relevant to my career. There are some books that I have read many times over, and each time I read it, I find some new titbit of information that I can implement in my working life.

For assisting me to enhance my career, I am grateful to the people that I have learned from and the tertiary institutions that I have attended; but also to my local library. They have made available to me a gateway of knowledge that is never-ending - a place where I can:

• learn many new things
• find ideas that I can implement in my working life
• garner information that can help to make me a valuable assistant and employee

It is a place where I have access to the books that assist me on my path to career enhancement.

A place that will always have a special place in my heart.

The Library.

What we can learn from other careers

Here’s something fun – my own list of what we can learn from other professions/jobs/careers.
Each profession has it’s own unique traits. I have jotted down a few professions and what we - as assistants - can learn from the different trades, and incorporate it in our own everyday and working lives (in alphabetical order):

Baker
Always ensure that the frosting (what’s outside) is just as good as the filling (what’s inside)
Bank Manager
Always give credit where credit is due
Building Developer
Be sure to keep in the loop about the latest developments in the areas that concern you
Comedian
Have a good sense of humour, look on the bright side and enjoy what you do
Dentist
Always smile – it’s a good advertisement for yourself
Florist
Always make impressive arrangements
Gardener
Constantly strive to grow
Nanny
Take good care of that which you are given charge over
Optician
Never lose focus
Quilter
An accomplishment is always preceded by time and effort
Runner
Be one step ahead
Scrapbooker
Don’t be afraid of embracing your creativity
Sound Engineer
Always listen carefully
Surfer
Don’t surf where it might land you in trouble (as in surfing the ‘net)
Trapeze Artist
Practice makes perfect
Voluntary Worker
Make a meaningful, positive and valuable contribution to your organisation and to those around you
Waitron
Take orders with a smile
Window Washer
If you make only a half-hearted effort, chances are that others will clearly be able to notice

A ROCKED Assistant - Continued | Part 3 of 3

This is the last of the three-part ‘ROCKED’ article. Part one was published on 4 January 2008; Part two was published on 11 January 2008.

Efficiency
The Merriam Webster On Line Dictionary describes the word as such:

• producing desired result
• the power to produce an effect
• ready for service or action
• productive without waste

When you are an assistant, efficiency is a non-negotable trait. It is a vital characteristic in your professional life. Ask any prospective employer to name five characteristics of their ideal assistant and chances are high that this word will be on their list: Efficient.

Every employer wants an efficient assistant. Every colleague wants an efficient co-worker. Every organisation has room enough for an efficient employee. And every assistant wants to strive to be efficient. I know that this is one of the traits that I constantly strive for perfecting in my job.

Being efficient means being well organised, well prepared and being able to do the job well. It also means putting in extra effort, going the extra mile, doing a thorough job, believing in yourself and your capabilities.

It is the efficient assistant that is most likely to be the successful one.

Dedication
An absolute essential in any assistant’s personal portfolio. You need to be dedicated to your job and your career, but most importantly, you need to be dedicated to yourself.

You want to:

• grow yourself and be the best assistant that you can possibly be
• be recognized for your superior work and the amazing manner in which you handle situations in the office
• be seen as a professional
• have a fabulous image and reputation amongst your colleagues, employees and in the office

How do you do this? One word – dedication. It is often the little things that reflect your dedication and loyalty. Employers notice these things. It could mean arriving at work a few minutes earlier, to get organised for the work day ahead. Or neatly binding instead of stapling the presentation that your boss has requested from you. It could mean taking care to never return to the office late from your lunch hour. Whatever you do, ensure that you are dedicated and committed. It will be noticed!

"The person who makes a success of living is the one who sees his goal steadily and aims for it unswervingly. That is dedication"
- Cecil B. De Mille -

A ROCKED assistant - continued | Part 2 of 3

This is the second of three parts of the ‘ROCKED’ article. Part one was published on 4 January 2008.

Organisation
The cardinal rule of the fabulous assistant – be not organised – be extraordinarily, fabulously, amazingly well organised!

I have never met a successful secretary who is not well organised. Good organisation is key in any successful position. In an administrative profession it is imperative that you are not only organised but that you are well organised.

Filing is a good example of an area of work that needs good organisation skills. Whether it’s physical paperwork or softcopies (e-docs), it is absolutely imperative that you keep good organisation. Some tips on being well organised:

• Have an In and Out tray – this way you know what still has to be done. It also minimizes the amount of disorganized paperwork on your desk
• Keep your desk and drawers organised – an organised, uncluttered work surface means that you are able to work effectively as you will not have to rummage through mounds of paperwork
• Keep a diary or notebook – jot down tasks to be done and tick off as you complete those tasks
• Have an effective filing system. If paperwork needs to be filed, file immediately. File documents in a logical fashion. Keep your files neat and clearly labeled
• Have a system and a plan – develop your own system for keeping good order in your office. Each administrative assistant has her own signature system; the basics remain the same, yet your method is your own
• Find what works best for you and stick to it

Use your experience and training and merge it with your unique methods of organising and you’ll find your own unique stamp of good organisation.


Confidentiality
You work with company figures, your bosses’ personal business, sensitive employee issues – you need to be able to keep confidences.

Keeping company and employee information confidential is not only essential and professionally ethical, it’s often a legal requirement in many jobs of an administrative nature. Talking about confidential office information not only goes against the ethics of a professional secretary, it may also land you in a lot of hot water. Read through your employee contract and check the confidentiality clauses. Yet, whether you have signed a confidentiality clause or not, it remains of the utmost importance that you do not betray your duty of keeping certain information confidential.

Remember that part of your job involves keeping confidences. If you do not fulfill this obligation, you are not doing your job – and not doing your job could be grounds for dismissal. You cannot and should not speak about information which management has entrusted to you as confidential. The age-old adage “be safe as a bank” certainly applies to you. Let your employers know that you are trustworthy with information, and your path to a promotion within the company you work for will be so much smoother.

An assistant that is unable to keep confidences is very often seen as unpromotable.

Make sure that your bosses can count on you to keep their personal business personal.


Knowledge
The thousands of special interest internet sites available means that by simply doing an internet search of a topic that interests you, you will have access to huge volumes of information. Your local library is a treasure trove of information and their services are completely free. If you want to enhance your knowledge of the administrative industry, visit relevant internet sites (like this one :-) or visit your local library and obtain information.

There is no excuse to stagnate in your career. You have opportunities – everyday – to grow professional self and thereby enhance your career.
Read the careers section of the newspaper, visit career enhancing websites (often a fabulous source of great information), buy or borrow (from the library or friends) books that will assist you in being a fabulous assistant. Certain organisations run free courses on career enhancement – keep an eye out for those types of courses in your area, or enquire from your local employment office. Keep an open mind for learning.

And remember, you may find useful career knowledge in the most unlikely places – my grandmother (my beloved Ma, Gadija) taught me the most amazing methods of good organisation, which I implement in my job every single day.

Keep increasing your circle of knowledge and you will never find yourself stagnating in your career.

Look out for Part 3 of this series, to follow on 18 January 2008

A ROCKED Assistant | Part 1 of 3

To do my job effectively, I rely on the ROCKED philosophy. Allow me to share it with you in the coming weeks. This is the first of three parts of the ‘ROCKED’ article. Enjoy!

A ROCKED assistant
Being in the administrative industry means that there are a few basics that are essential in your job: honesty, trustworthiness, the ability to multi-task effectively, an eye for detail and the enjoyment of what you do.
But what does it take to be a fabulous assistant?

As an assistant, you are the ‘rock’ in your office or department. Many people rely on you to be able to do their job effectively, which means that you, in turn, have to do your job effectively. This is referred to as a ‘chain reaction’ and you are a vital link in that chain.
To do my job effectively, I rely on the ROCKED philosophy.

ROCKED is an acronym for:
R - Reliability
O - Organisation
C - Confidentiality
K - Knowledge
E - Efficiency
D - Dedication

Reliability
This is an extremely important factor in any job, but for a secretary, it might mean the difference between having a job and being unemployed. A good assistant is a reliable one. Your employers and colleagues want to know that they are able to rely on you to offer a service and to deliver in time.

Being reliable means that you have a fabulous chance of being promoted. Not being reliable means a poor reputation.

Do you have weekly reports that need to be sent out? Ensure that it’s sent out first thing on a Monday morning. Do you have to make travel arrangements? Make sure that travel itineraries are perfect and all arrangements have been confirmed. Do you have to arrange refunds? Make sure that those refunds are done as soon as possible.

A reliable secretary will soon develop a good reputation amongst colleagues. Should you require a promotion, this is most likely to be one of the main factors that will influence management’s decision. Prove yourself reliable at all times and in all things.

Remember that a reliable secretary is a successful one; an unreliable secretary could be an unemployed one. Be reliable!

Look out for Part 2 of this series, to follow on 11 January 2008

2006 & 2007 Entries

Dear Friends and fellow Administrators

Thank you for reading secretarydiaries and for all your e-mails and comments. It warms my heart to know how much you enjoy reading :-)

Unfortunately, I have had to remove all the 2006 as well as 2007 entries. There were so many graphics and such a tremendous amount of info, and it was slowing the blog down tremendously.

If you would like a particular article from 2006-2007 republished or mailed to you, please let me know, and I will be happy to accomodate your request.

I do hope that you continue to read and enjoy secretarydiaries :-)

Sincerest Regards
Shana

Happy 1st Birthday Secretary Diaries!

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Special Thanks to Megan Farrow of Flergs for the use of her gorgeous cupcake graphic

Happy Secretary's Day!

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Welcome to Secretary Diaries

Hi and welcome to the very first entry in the secretarydiaries blog.

This blog is aimed at administrative professionals, as well as anyone taking an interest in administration.

If you have any comments or if you would like to see a particular topic discussed on this blog, please feel free to e-mail me: officeshana@gmail.com

I do hope that you will find this blog informative and useful.

Yours in administration
Shana