Networking is for Administrative Assistants Too!

Networking is for Administrative Assistants Too!

Networking is a valuable tool for maintaining, enhancing and advancing one’s career. It can help anyone at any level. But is does take some planning and effort for the results to be realized. Here’s some basic, practical avenues and advice for administrative assistants as successful networking can help an administrative assistant’s career.

(1) Virtual or on-line Networking. Linked In as the premiere business social network site has over 10,000 members who identify themselves as “Administrative Assistant.” Find fellow administrative assistants by typing “administrative assistant” in the Find People search box. Start connecting and networking with fellow Linked In members.

Further, actively participate in Linked In groups. To find groups, type “Administrative Assistant” in the Find Groups search box. You will find numerous groups to join. For example, one group — Administrative Assistant – has over 600 members. Join and become an active group member – connect, post on discussion boards, post articles and search job boards. If you can not find the right group for you, then start a new group. It’s easy and will be fun and rewarding.

(2) Organizational Networking. Attend professional networking events; join national administrative assistant organizations. Search on-line for these groups. Attend local chapter meetings. Join and become involved.

One of the most prominent organizations is the International Association of Administrative Assistants (IAAP). Check out IIAP at www.iaap-hq.org/

(3) Network at the Office. Having an internal network on the job is one of the best ways to stay on top of and in touch with what’s happening in your company. Make the most out of the people you deal with. Network and find ways to grow. Seek new and different opportunities by networking. Volunteer for projects and committees at work to broaden your prospective and establish contacts outside your department or inter circle.

(4) Network Outside the Office. Speaking of volunteering, it can be a great avenue to network outside the office. Join local groups, volunteer for local charities. The opportunity to meet people and network are endless.

Networking can enhance an administrative assistant’s career and life. Network, network, network. Follow the above avenues. Always be on the look for new networking opportunities. Make networking a way of life.

Networking is for Administrative Assistants Too!

Making Mistakes – Part of Life, Part of the Path to Growth

“Mistakes are the portals of discovery.”

– James Joyce, 20th century Irish writer and poet

Do you make mistakes? You bet I do! But I try to avoid regrets and learn from them as part of life’s lessons.

“Mistakes are a part of being a human. Appreciate your mistakes for what they are: precious life lessons that can only be learned the hard way.”

– Al Franken, Comedian, author, television and radio host, and recently elected Senator from Minnesota

Stop living. Then you won’t make mistakes. Making mistakes is just a part of life.

“A life spent making mistakes is not only more honorable, but more useful than a life spent doing nothing.”

– George Bernard Shaw, 20th century Irish playwright

Taking risks, stepping outside your comfort zone, means at times mistakes will occur.

“The greatest mistake you can make in life is to be continually fearing you will make one.”

– Elbert Hubbard, 20th century American writer, publisher, artist and philosopher

So mistakes can have a good side. Value the good and the lessons that come from making mistakes.

“If I had my life to live over . . . I’d make more mistakes the next time”.

– Nadine Stair, 20th century author and humorist

Ten Tips for Productive Meetings – Rules of the Road

Our lives are full of meetings. We can’t seem to do without them. Business meetings, community meetings, organizational meetings, league meetings, etc., seem to be among the norm. So here are a ten tips or rules for the road for making all your meetings productive.

Tip 1 – Establish Purpose and Objective for the Meeting
Solicit attendees for input as to the goal of the meeting (i.e., what issue do you want to discuss/resolve and what are the expected outcomes (i.e., what do you want to accomplish.)

Tip 2 – Set and Distribute an Agenda in Advance
Once you have a purpose and objectives create an agenda constructed around the purpose and the objectives. Distribute the agenda prior to the meeting. Include any documentation that will be needed at the meeting. Ask and expect attendees to read the materials prior to the meeting. In that way, value time at the meeting will not be consumed reading the meeting materials.

Tip 3 – Determine a Facilitator and a Note Taker
Assign the meeting role of facilitator and a note taker prior to the meeting. The facilitator will be responsible for running the meeting. Both the facilitator and the note taker will be responsible for issue meeting minutes.

Tip 4 – Establish a Start and End Time
Set the time the meeting starts and the time it ends. Respect people’s schedules by adhering to the established start and end times. If someone arrives, late start without them and do not start over when they arrive (even if it is the boss).

Tip 5 – Use Technology Effectively
PowerPoint slides, teleconferencing, webinars, electronic white boards . . . there are so many ways to conduct a meeting these days. There are so many technical tools to enhance meetings. Choose and use tools efficiently and effectively. Do not choose technology for the sake of having it; sometimes the old fashion paper flip chart work just fine.

Tip 6 – Keep Discussion Organized
The facilitator should keep the meeting moving, discussion organized and on track.

Tip 7 – Stick to the Agenda
Try not to stray or deviate from the agenda. If it becomes necessary, decide how to without extending the meeting time. For example, perhaps you shorten the time spent some agenda items, if you extend the time on others or add a new item to the agenda.

Tip 8 – Keep the Discussion Focused and On-point
Stick to the purpose and objectives. If attendees do not, the facilitator needs to focus the meeting back to the purpose and objectives.

Tip 9 – Recap at the End with Deliverables, Timelines and Responsibilities
At the end of the meeting summarize the outcome and the next steps. Deliverables should be established with timelines and parties accountable for completing should be determined.

Tip 10 – Follow-up with Minutes and other Documentation
The facilitator and note taker should issue meeting minutes. The minutes should include the deliverables, timelines and assigned responsibilities.

Following these tips will not necessarily guarantee a productive, successful meeting. Good meeting require a competent facilitator and attendees/participants who will adhere to these rules of the road. Set standards for meetings for your company, organizations, etc., and make it clear that all are expected to follow them. This will result in successful productive meetings.

How to Find Yours – More Musings on Passion and Obsession

“Find your passion in life and make it your obsession.”

– Eric V. Brown, Chairman of the Board and President, The Homeland Security Foundation of America (HFSA), in the fall 2009 edition of Awareness, the journal of public safety studies in America. Mr. Brown contends that obsession can be a positive driver. In the case of HSFA, such an obsession has driver volunteers and other patriots to do good things.

Passion, in this contest, is generally thought of as strong, overpowering or compelling interest or desire. Obsession is the fact of being even stronger in this interest or desire. Some may never find their passion; consequently are never able to utilize their obsession. The path to finding your passion is a healthy mind that will develop your interest. You must find a channel that is stronger and will fulfill your desires. It must completely force other items from thought. In a short time, the underlying force takes over and then you have obsession. There are no short paths in finding your obsession.

So how do you your passion and make it your obsession? Here’s some advice.

Brainstorm and Reflect
Ask yourself questions like these:
– What do I most love to do?
– What do I do that doesn’t seem like work?
– In my efforts, what produces the highest rates of abundance and satisfaction?
– What are my unique abilities?
– What makes me feel good?
– What makes me feel successful?

These questions are directed to your inner self and may give you true reflection of passion. This will then produce obsession.

Let Your Heart Lead You
The brain is reason. Your heart is love. The brain keeps us in-line; keeps us on the practical path. It keeps us from doing stupid things. It tells us not to make mistakes. Your brain will say “You can’t.”

The heart though, will say “Yes, you can”. To find your passion, you must find what you love. Search our heart to find what you love doing. Then make it your passion and turn it into your obsession.

Look Internally at Your Soul
Your soul is your non-body makeup. Let your soul guide you to your passion. Your soul and this internal look will help you find what gives you peace, love, happiness and a drive to become successful. Then you have found obsession.

Pray
Having a foundation is spirituality helps you realize that our lives are often one of excess. Supporting such a life style may be keeping you from doing what you really love. Pray, be founded in spirituality. This will help you to realize what is really important in life; what is really necessary in life. This can lead you to your passion and your obsession.

“It is important that you do only what you love to do. You may be poor, you may go hungry, you may live in a shabby place, but you will totally live. And at the end of your days, you will bless your life because you have done what you came here to do.”

– Dr. Elisabeth Kubler-Ross

A Personal Reflection — Musings on Passion and Obsession

I say: Take your passion and make it your obsession! (Passion, in this context, is generally thought of as a strong overpowering or compelling interest or desire. Obsession is the fact of being even stronger in this interest and desire.)

How do you know when this has happened? Maybe this answers it. . .

“A master in the art of living draws no sharp distinction between his work and his play; his labor and his leisure; his mind and his body; his education and his recreation. He hardly knows which is which. He simply pursues his vision of excellence through whatever he is doing, and leaves others to determine whether he is working or playing. To himself, he always appears to be doing both.”

– Francois Auguste Rene Chateaubriand, 18th century French writer, politician, diplomat and pioneer of the romantic movement in French literature

And why do we want to achieve this state?

I think the most difficult period of my career was when my job role was one I did not like. (Fortunately this really only occurred once in my career). I recognized at the time that my job performance was suffering. As I saw my performance slipping my solution was to work harder, work more hours. So work I did, to the point of mental and physical exhaustion. But my performance did not improve; in fact it probably got worse. I had lost my drive, my mojo. I was not passionate about my job; I was not obsessed. Consequently, it didn’t matter how hard I worked. My mind said work harder. But my heart said this isn’t for you. I should have listened to my heart. The lesson for me: you have to be passionate about your work to really do a good job, to really succeed, to really be happy and satisfied.

Now I wonder, did I ever have that requisite passion? Did my passion ever become my obsession? Early in my career, my goal was to get ahead. My objectives were to gain more responsibilities, to make more money, to be recognized. Those goals seemed to be the driver, the passion to drive me to succeed. And by most standards I did succeed as I accomplished all those objectives and beyond. But as I reflect now, I do not think those drivers were “passion.” They were only what drove me to achieve. But I was not really succeeding.

I think for true success you have to (1) find your passion and (2) make your obsession. As the learned French romantic reflects above, work is play, play is work. When you reach this state you will have succeeded; your result will truly be excellence; your passion will be your obsession.

“Pleasant in the job puts perfection in the work.”

Aristotle, Greek philosopher (334BC – 322BC)

An Idea Generation Group — An Idea Worth the Effort

For those of you who read this blog and my other writings know that I am strong advocate of learning, growth, development. Our mind goes squish without it. I have written on it many times.

Here’s a new suggestion for continuing further growth. Create an idea generation group. This is a great way to get engaged in creativity and innovation.

One way to begin is to have the group identify problems or issues. Then together you brainstorm for solutions. You can feel the creative juices flowing. What a great way to get innovation solutions.

In addition to problem solving, forming an idea generation group is a great tool for enhancing your network efforts. You can invite “new” colleagues, contacts, co-workers, to participate.

These groups work in the business environment as well as social settings. They work well with social networks. You don’t have to all be in a room together. A teleconference will work. (And with all the free teleconferencing services available, it does not cost anything but some time.)

But it is time well worth it. You develop your innovative skills. You will enhance your creativity. You have the opportunity to build on your network. You can have diverse experiences. And you never know, you might just come up with innovative, creative to problems you and other group members face.

So take the next step. Create an idea generation group at your place of employment. Create one on though Linked In. Create one within another group or association you belong to and solve a problem. The opportunities are endless.

An idea generation group — it’s in your hands!

Is the mind less sharp today as a result of old fashioned manual functions such as proofreading or long hand arithmetic being replaced by technology type devices?

Details for the Question
Old fashioned proofreading (hard copy with pen) replaced with various on-line spell and grammar tools and devices.

Old fashioned long hand arithmetic replaced with calculators and other technology devices.

I’m sure there are more of these types of examples where manual functions have been replaced so that the mind doesn’t have to work as hard.

Do you think as a result the mind does not get the exercise or conditioning it would otherwise get from these types of manual functions? Is the mind as razor sharp today?

Before answering try to old fashioned proofing or long hand mathematics and see if your mind can still do it as if it is second nature.

Background
I posed this as a Linked In question. While there were only 17 responses, I was overwhelmed by the thoroughness, the complexity and the insightfulness of the answers. They raised many points and were very thought provoking. Provoking thought and learning is my goal with posting Linked In questions. This question was a great success. (For Linked In members, the entire collection of great answers can be found in the Closed Answers section under the Answers tab.)

Summary of Responses
Eleven responded no, that our minds are not less sharp, while 5 responded yes they are less sharp. One respondent was on the fence saying no and yes.

Those responding no indicated that while we are losing some of the aforementioned skills, the mind stays alert with new challenges and acquired skills. The respondents answering yes, believe that the lack of some of these old fashioned skills and others are evidence of some deterioration. One respondent referred to it as the “dumbing down.”

Besides my examples of proof reading and mathematic skills, other examples of skills that we are losing, as pointed out by the responses, include:
(1) Ability to read maps, directions,etc., replaced by GPS.
(2) Ability to write a check replaced by check cards and on-line banking.
(3) The iPhone replacing old cell phones which replaced old land line corded phones (remember those?).
(4) ATM and MAC machines replacing in-person banking. (If you count your money when the ATM dispenses it does this mean you are old-fashioned?)

Some other examples in history, provided by respondents, when other skills were replaced by advances, include:
(1) The rubbing of two bones or sticks to start a fire replaced by the lighter and matches.
(2) “Snail” mail replaced by email, text messaging and instant messaging. (Though I still get a lot of snail mail.
(3) Plows pulled by horses, ox and the like replaced by tractors.
(4) Writing with quills replaced by the ball point pen replaced with computer keyboards and cell phones.

For those who felt we remain sharp, this above history for them reflects we lose some skills but we gain new ones. This is progress the respondents reasoned. Do we still want to be doing mathematics by counting our toes and fingers one asked?

Some expressed the view that they fear not losing touch with old fashioned skills, but rather fear losing touch with new ways, new skills and possibly with family, friends and colleagues. They are fearful of not keeping up with them. One respondent told of playing video games with his grandson and how much more skilled his grandson was.

For those concerned about the loss of skills, most believe there is a benefit to having such skills. Some mentioned these skills are the framework for other skills that we need or desire. Some questioned our education system and value system; and placed some on the doorstep of these systems.

One person gave an accounting of the ages of man and indicated that we are now in the information age. This respondent states that awareness is key to success and survival. That response is a good read.

Conclusion
All in all, I enjoyed this discussion. It was a good debate back and forth, with good points on both sides. If you can, I encourage you to read all this answers on Linked In. This short summary does not do justice to the exceptional discussion and responses.

What Techniques Do You Utilize to Ensure Your Documents and Publications Are Error Free?

It’s imperative today that both your hard copy documents and on-line electronic documents be free of spelling, capitalization, punctuation and grammar errors. It is expected; it is the standard. And it should be!

Admittedly though, despite my own best efforts, I still find after-the-fact errors in my documents. And regularly I see errors in others’ documents and on-line postings, messages, etc.

So I posed this question on Linked In looking for clues or hints on how others ensure error free results. Here’s what I found. (For Linked In members, the entire collection of answers can be found in the Closed Answers section under the Answers tab.)

The tool most utilized was spell check. Almost all respondents reported being dependent on spell check for any and all types of documents.

Only one respondent stated he did not use spell check. He depends on old-fashioned proof reading. The person reasoned that your mind becomes too dependent on spell check; it is not exercised enough by spell check utilization. Therefore, he forgoes and keeps his mind proof read alert by using the old fashioned method of printing and taking pen to paper. (More on this in a future blog.)

While spell check was the most common tool, many were did not depend entirely on it and supplemented it was other techniques. Most common was just reading the document.

Some respondents limit reading of the document on-line view. Others print the document out and proof it. Others take pen to paper and mark, etc. to ensure it is error free. Another technique suggested was to read the document out loud to yourself.

A large number of respondents like to utilize others to read and proof their documents. While I think most were using family and friends, a couple reported hiring professional proofers for assistance.

Some other techniques suggested included:
(1) Reading the document backwards.
(2) Printing the document on colored paper, such as yellow, for proofing.
(3) Proofing while you write, as you complete each sentence.
(4) Putting the document aside and coming back to it later.
(5) Improving you typing skills.

Despite what techniques or combination of techniques used, there was agreement that repetitive reviews would yield the best results. Check, check and then check was the advice.

I think overall I received some good sound advice that I will try using to achieve error free documents.

Once method that was not mentioned that was used regularly at a company I worked at years ago, was to have two people read to each other. Both would have a hard copy of the document and would read it back and forth to each other.

And I will reveal my secret weapon—a ninety year friend. Her mind is sharp as a whistle and she rarely misses the errors that I miss.

Bottom line: There does seem to be many techniques. Regardless of what you use, error free is the standard. Do what it takes to achieve it.
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Is An AOL Address a Job Seeker Faux Pas?

Faux Pas: Def. — A social blunder.

I recently posed this question as a Linked In discussion item. The response was overwhelming with very well thought out answers that were not duplicative but built on each other. I wanted to share the information I received. (For Linked In members the entire collection of answers can be found in the Closed Answers section under the Answers tab.)

Generally, most felt that an AOL email address should not be an issue. Some stated it was not. This feeling was strong among those with AOL addresses. Some responders noted they had had an AOL address for years; it was known to their social network and to change it would create unnecessary burdens or issues. Notice I said “should not be.” That is because while most thought it shouldn’t be, many recognized or thought it was anyway.

Some had strong feelings about AOL and referred to it as AO-Hell. These responders felt utilization of an AOL address shouted “newbie,” portraying a lack of technology sophistication. Many of those with this feeling did point out that this view was more prominent in the internet technology (IT) and e-commerce fields. There was strong consensus that AOL email use should definitely be avoided in those occupations.

A couple of responders told of outplace service companies and recruiting firms advising against using an AOL address. Some actual recruiters responded by indicating that the job seeker’s actual abilities, experience, qualifications were important and not that individual’s email address. These recruiters and others pointed out what a calamity it would be if a job seeker should lose an opportunity because they choose an AOL address.

Some felt stronger and thought the whole discussion was indicative of the society we have become; one of labels, the wrong side of the railroad tracks, etc.

A few responders thought for other reasons or advantages that individuals should have a separate and exclusive email address for use in their job search. They felt a job search exclusive address made it easier to manage the effort. And they reasoned if you were going to get a new email address for your job search, why not just avoid the issue and get something other than AOL. Better yet, some suggested, was having your own web page or site.

Two responders pointed out that while it may not be a faux pas for individuals to use an AOL address, it was a real negative for a company or business to utilize any email provider. They thought that the utilization of AOL and other email services gave a perception that the company was small, not progressive, just a mom and pop shop. They suggested companies should have their own website with their own domain name.

While there was disagreement about AOL after the @, there was universal agreement that what comes before the @ is critical. A person’s name should be professional, nothing suggestive, funny, ludicrous or cutesy. A combination of one’s first and last name was felt to be best. Something like firstname.lastname@emailserviceprovider was consensus.

Some other good points that responders made:

This is a U.S. issue. In the rest of the world, AOL is still a prominent email provider and it does not have any negativity associated with its utilization.

Secondly, that AOL could be a hindrance for a job seeker since AOL excellent spam filters might classify mail from recruiters and others searching for them as spam.

Bottom line. The left side of the @ is important. Use a professional name; some combination of your first and last name. The right side of the @ shouldn’t be important. But it may be and most certainly is in the IT world. It makes some sense to just avoid the whole issue, whether ridiculous or not, whether necessary or not, and get an email provider other than AOL for your job search. You can keep AOL for personal use. But in this job market of stiff competition, why let something as simple as an email address negatively impact your job search efforts.

Signing off . . . yoakumjames@gmail.com

My Computer Virus Scam

I have written previously about a job scam I encountered. Now I have incurred by first computer virus scam. Yesterday, I was diligently working away on my PC when a message popped up that a Trojan was threatening. Unknowingly, I clicked on the pop-up and it supposedly did a scan and told me I had 25 potential viruses. The same screen instructed to fix by clicking on the box for a free cleaning. Being really naïve, I did. The next message told me the free cleaning was unavailable. But I could purchase one of three packages ranging in price from $49.95 to $89.95. Just offer up your credit card.

At that point I realized I had been taken. And I wondered why. I was in the mist of writing an article and doing some internet research when it popped up. It frightened me; I thought my computer had been infected. My PC is six years old and while I really take care of it, I worry about its age and the impact of viruses, etc. The message sounded and looked very serious and my knee jerk reaction was oh no! And I didn’t think, but just reacted. I behaved just like these scam artists want you too. It didn’t help that it was called Windows Security System and its icon looked very much like the Microsoft Windows icon. Well, I did brighten up and luckily didn’t provide my credit card.

But it didn’t end there. It had loaded a program on my PC and the warning message was popping up about every two minutes. I had to click on a box that said continue without protection which resulted in a warning that I was putting my computer at risk. The program also blocked my access to Mozilla Foxfire, though I had access to other internet platforms.

I took me a while and the help of my two daughters to clean the mess up. It was quite an effort to find the program and remove it. The program was embedded in three places on my computer. We removed it from all three locations. I then reset my settings to 24 hours prior. And finally I had to remove Mozilla Foxfire and reinstall it. This all took about 5 hours.

Luckily today my PC appears to be fine with no damage. I, on the other hand, have a bruised “technology” ego. I have learned my lesson. If this hasn’t happen to you, hopefully you can learn from my error.

How can you avoid it? My daughters tell me I should not have clicked on the pop up which opened it and allowed it to download. Instead I should have simply deleted the pop up. Next time, hopefully, I will keep my emotions in check and do the right thing.