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Once you have identified your goals and objectives and key messages, you’ll be in a better position to determine who to invite to the meeting, how many people you’re talking about, how high up or down the chain of command do you go. My Overall Meeting Action Plan template is a great tool to help you document this all out.
Develop the best format for the “ Overall Meeting Action Plan ” and just do it. There is a template for this document in my book by the way.). You should send out the meeting notes along with a draft of what your understanding of the “PLAN ” is and ask for feedback. The post What is a Meeting Planner Exactly?
A good system is documentable, sharable, and repeatable. The best way to explain how to document your systems on paper is to show you. Let’s use meeting and event planning as our example, and focus on creating a system for planning monthly staff meetings. Did something not go as planned?
Considering how many meetings assistants are asked to organise it is important that we manage our meetings effectively and we have everyone there that is supposed to be there. Here are a few tips which will help you get attendees to your meetings. Plan the meeting in advance.
Their duties include (but are not limited to) answering and screening calls, meeting and greeting clients and customers, maintaining executives calendars, writing correspondence, generating reports, meetingplanning, filing, travel arrangements, maintain client/customer data records, supervising others, and the list goes on.
I have gotten in the habit of doing this frequently during the day and hardly even think about it until the system shuts down for some reason and then I breathe a sigh of relief when I open the document (by pressing Ctrl + o by the way) and find that I have not lost any of my work. Ctrl + a - Selects the whole document.
spacing To insert a document i.d. or a filename path to your document Insert Footer, Edit Footer On Insert Tab, click on drop down menu for Quick Parts. Then open a new document and paste (Ctrl v). To print the entire screen, press the PrintScreen key and then paste it into a blank document. Choose Field.
Recently I was working with someone on an Excel document. They sent an e-mail wondering if any of the assistants could help them export a document from Excel to Word. Unlike Word you will only see the header repeated when you do a print preview or print the document. To automatically insert a new row at the end of a table.
Meetingdocuments: some people have it printed single sided and others double sided. It is very hard to follow along when not all members have the document printed the same way. It is comical watching everyone trying to sort out which way to hold the paper.
Coming from a legal background, we were always taught if you are using an acronym or initialism in writing, on the first use you should spell it out and then put the acronym in brackets, which makes a lot of sense and saves a lot of head scratching and searching the document to figure out what the person is referring to.
Providing administrative support is a big statement and can be anything from arranging a meeting, making a reservation at a restaurant for a business luncheon, bringing items forward for action, following up for your boss, making travel arrangements, data entry, taking minutes, drafting letters, preparing correspondence for distribution, typing reports, (..)
For paper things that I need to remember to follow up on, I put the letter or document in my Wait Bin (which is a tray for things I am waiting on). That wouldnt work for me because I dont have that many paper documents to bring forward, but I can see it being necessary if you have lots of items. Where can I put this paper? Thats great!
A good assistant knows just where to find the document or file needed, or they won’t stop looking till they do. Be prepared and think ahead. Maintaining a good bring-forward system is important to have things ready when needed. Be good at tracking things down.
Next week I would like to talk about meetingplanning and give you some scheduling tips that have worked well for me. This also works with your Calendar, which comes in handy if you want to either insert the agenda or another document from Word, or if you need to insert an e-mail. cc = courtesy copy; bcc = blind courtesy copy].
In this new age of not doing anything more than a quick spell check on documents, make sure you do not have any spelling mistakes in your resume. Polish up the ol resume It is all right to send your resume out and see what kind of response you get. There are still jobs to be had, you just have to find them.
Proofing documents can also be funny. In between spurts of laughter, he said that he hadnt been to my desk yet, but I should go and see the junior lawyer because he had asked him to put a letter on my desk earlier. I left his office to the sound of his chuckles behind me. What a start to a Monday morning.
I’ve attended numerous seminars in leadership, time management, MS Word, Excel, Outlook, meetingplanning, event planning, and disaster recovery planning (Joan Eisendot and her website are fantastic resources) as well as is Tyler Davidson at Meetings Focus magazine/website, and freely shared the knowledge with my peers and anyone who asked.
Of course my comments are limited because the subject matter is not my expertise, but he relies on my input and corrections to make the document look good. Many times I need to proof text and comment with my thoughts before he even looks at it.
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