Laughing all the Way to Work

APRIL 17, 2010

© Copyright Patricia Robb 2010 17 April, 2010 Keeping focussed in a busy environment There are so many distractions in the office -- the telephone, your co-workers, email and your boss! But I did it by keeping a notepad by the phone and each time I started a task I would write it down. Lets enjoy our day together.©

Environment 100

Environment Time Zones IAAP 2010 100

Laughing all the Way to Work

NOVEMBER 22, 2008

An e-mail like the one I received would have been better delivered face to face or by phone in order to get the tone of what the person was trying to communicate. I stop the flow and pick up the phone. It is amazing how quickly a matter can be handled on the phone or in person. Why are we not speaking to each other anymore?

Time Zones 100

Time Zones IAAP International 2008 100

Laughing all the Way to Work

AUGUST 1, 2010

There are just too many passwords to remember, and that doesnt include my bosss passwords that I also need to know because I have to check his emails as well as my own. Even if you phone the bank they need your secret passcode or they wont speak to you about your account. But things like email etc, are all logged up in the noggin.

Time Zones 100

Time Zones 2010 IAAP Filing 100

Laughing all the Way to Work

AUGUST 13, 2010

I had no idea this could be done, but I was thrilled when I got her email, but it just proved to me once again that we are all holding on to things we take for granted that others know about. The tip she sent me was how to edit an email that you have received. Close out of the email and you will be asked to Save the changes.

Time Zones 100

Time Zones IAAP PowerPoint Email 100

Laughing all the Way to Work

DECEMBER 12, 2009

i.e. My boss will send an email with a cc to me and on the last line or buried in the message he will write something like “I have copied Patricia to set up a teleconference at a mutually convenient time.&# Sometimes e-mail is not the best way to communicate and it needs to be followed up by a phone call or face-to-face short meeting.

Time Zones 100

Time Zones IAAP 2009 2008 100

Laughing all the Way to Work

DECEMBER 19, 2009

When I receive an initial request for a meeting, I use a meeting form and write down the information I need: who is requesting the meeting, what is the purpose of the meeting, where it will be held and a phone number or an e-mail address and dates that are available. 5, 2010 at 12 p.m.

Time Zones 100

Time Zones IAAP International Meeting Minutes 100

Laughing all the Way to Work

MAY 10, 2009

Of course before I recommend anything I try it out so I picked up the phone and it asked me what I was looking for and what city and province. I chose details and was given the street address and phone number and I still had the option of having my call put through to the store number. You can use google to get similar information.

Google 100

Google Time Zones IAAP Meeting Minutes 100

Laughing all the Way to Work

JANUARY 19, 2009

The cure: always answer the phone professionally - this way youre never caught off-guard. I agree that we should always answer the phone professionally, but if it is a co-worker calling, it seems silly to say "Patricia Robb speaking, Executive Assistant to the CEO, may I help you?" January 19, 2009 Patricia Robb said. I shut it off!

Time Zones 100

Time Zones IAAP 2009 International 100

Laughing all the Way to Work

JULY 16, 2010

Check: Are phone calls planned? For each one, write down what you hope to accomplish with the phone call to help you stay focused. It automatically updates when I use an office product, and I can manually enter stop/start times for phone calls, meetings, face to faces, etc. Doing too many things can actually waste time.

Time Zones 100

Time Zones IAAP 2010 Meeting Minutes 100

Laughing all the Way to Work

JULY 5, 2009

I am sure after that call her husband got off the phone and kicked the dog or was cranky with a sales clerk at the grocery store. The worst time to write an email is when you are angry. It ended up that the phone lines were down because of a thunderstorm in town and he had been trying to reach her since early that afternoon.

Time Zones 100

Time Zones IAAP Meeting Minutes International 100

Laughing all the Way to Work

MAY 9, 2010

I breathe a sigh of relief when I get someones assistant on the phone or receive an email from them. If I hear from the assistant I know I am going to get answers and the process of setting up a meeting will go smoothly, but should I try to develop a working relationship with them? 5, 2010 at 12 p.m.

Time Zones 100

Time Zones IAAP 2010 Meeting Minutes 100

Laughing all the Way to Work

SEPTEMBER 20, 2009

Telemarketing is my number one annoyance in advertising and as soon as I answer the phone and get that few seconds of dead air, that is my queue to hang up. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ► August (3) Pass it on. Oh, I agree. 5, 2010 at 12 p.m.

Fax 100

Fax IAAP Time Zones 2009 100

Laughing all the Way to Work

NOVEMBER 1, 2008

I can interact where I am now, but I have to get up and go if I want to speak with someone and then when I get there I may find they are busy or on the phone so I have wasted my time. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ► August (3) Pass it on.

Time Zones 100

Time Zones IAAP Meeting Minutes International 100

Laughing all the Way to Work

SEPTEMBER 17, 2010

There is value in getting to know people, even if it is just over email or the phone. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ► August (3) Pass it on. Once they start to have a relationship with you they are much more open to trying to help you.

Time Zones 100

Time Zones IAAP Negotiating 2010 100

Laughing all the Way to Work

JUNE 14, 2009

Some things I have on this list is a memory stick with the minute templates, tentcards, meals ordered, meeting packages, pen, notebook, highlighter, calculator (I hate math so just in case they ask something that requires mathematical skills) and attendance records to establish quorum for each meeting. It is interesting work.

Agenda 100

Agenda Time Zones IAAP Calendars 100

Laughing all the Way to Work

MAY 16, 2010

They are responsible for canvassing the participants for dates and determining the date everyone is available and coummunicating that information to the participants by sending out a meeting request to everyone or emailing the date (depending on how you or your organization prefers to send notices of meetings).

Agenda 100

Agenda Time Zones International IAAP 100

Laughing all the Way to Work

FEBRUARY 7, 2010

They said it works with most phone services. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ► August (3) Pass it on. I thought I would pass this tip along in the event you find yourself wishing you could take your words back. 5, 2010 at 12 p.m.

Time Zones 100

Time Zones IAAP 2010 Meeting Minutes 100

Laughing all the Way to Work

NOVEMBER 27, 2008

I am not taking a wireless phone with me and I am not going to talk about work with my friends where I am visiting. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ► August (3) Pass it on. Talking about work all the time is not healthy for anyone. I cant wait!

Time Zones 100

Time Zones IAAP Holidays Meeting Minutes 100

Laughing all the Way to Work

DECEMBER 17, 2008

Be professional on the phone and greet people who come calling, but not everyone needs to get in to see the boss. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ► August (3) Pass it on. Be protective of your boss’s time. 5, 2010 at 12 p.m.

Time Zones 100

Time Zones IAAP Filing 2008 100

Laughing all the Way to Work

NOVEMBER 8, 2009

If it is an external meeting, but local, enter location of meeting in calendar, provide your boss with address and directions, contact phone number, taxi chit. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ► August (3) Pass it on.

Time Zones 100

Time Zones IAAP Calendars International 100

Laughing all the Way to Work

DECEMBER 5, 2009

I have a network of assistants that I call friends, although some are just phone colleagues, but we help each other. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ► August (3) Pass it on. GET TO KNOW YOUR CO-WORKERS. We are not an island. 5, 2010 at 12 p.m.

Time Zones 100

Time Zones IAAP Interviewing Holidays 100

Laughing all the Way to Work

JULY 9, 2010

The meetings were stress free and I was able to depend on my checklists and templates. Did I phone to get my electricity turned on? EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ► August (3) Pass it on. 5, 2010 at 12 p.m. 411 Look Up 411.ca

Time Zones 100

Time Zones IAAP Holidays Meeting Minutes 100

Professional Assistant Blog

SEPTEMBER 7, 2007

The Scribe would take notes during the meeting. After the meeting, provide a copy of the meeting minutes to everyone involved in the meeting. You will notice that your meetings will run much smoother once you apply these methods. A template can be downloaded here.

Google Docs 100

Google Docs 2008 Cubicle 2007 100

Laughing all the Way to Work

DECEMBER 12, 2008

My former boss gave me an excellent reference on paper and by phone. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ► August (3) Pass it on. If you do have to leave, dont forget to ask for a reference letter. One of the things they stressed was to hire well.

Time Zones 100

Time Zones IAAP Meeting Minutes International 100

Laughing all the Way to Work

APRIL 27, 2009

I basically know how to answer the phones and take messages. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ► August (3) Pass it on. I just started at a law firm this week. I have not had much guidance. Then they suddenly say hey do this. It is overwhelming.

Time Zones 100

Time Zones IAAP 2009 Administrative Professionals 100

Laughing all the Way to Work

MAY 23, 2009

the phone book, standard filing practices etc.) EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ► August (3) Pass it on. Of course there were four Karens and three Bobs. See what I mean? Which do you prefer, First Name, Last Name or Last Name, First Name?

Time Zones 100

Time Zones IAAP Meeting Minutes International 100

Laughing all the Way to Work

JULY 11, 2009

I can tell you my friends and colleagues got a lot of phone calls in those early days and it was a wonderful resource and help to me. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ► August (3) Pass it on. 5, 2010 at 12 p.m. Oh where or where is my password?

IAAP 100

IAAP Time Zones Administrative Professionals International 100

Laughing all the Way to Work

JANUARY 15, 2010

Posted by Patricia Robb at 1:33 AM Labels: Administrative Assistant , calendar , Outlook , professional assistant , scheduling meetings Reactions: 4comments: BettyAnn said. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ► August (3) Pass it on.

Calendars 100

Calendars IAAP Time Zones 2010 100

Laughing all the Way to Work

JANUARY 13, 2009

The last online course I took was under $70 and was interactive using both the computer and a speaker phone for audio. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ► August (3) Pass it on. I have found them to be really helpful. 5, 2010 at 12 p.m.

Time Zones 100

Time Zones IAAP 2009 International 100

Laughing all the Way to Work

MARCH 20, 2010

You hear something while walking down the hall or are copied on an email and know something about the purpose of a meeting coming up. Many times I am so thankful I had that quick chat or read that email that I was copied on as that was the exact information I needed when they were away. 5, 2010 at 12 p.m. 411 Look Up 411.ca

Time Zones 100

Time Zones IAAP Meeting Minutes 2010 100

Laughing all the Way to Work

JANUARY 24, 2009

If it is with an outside contact, a phone call apologizing for your error and being open to whatever steps you need to take to make it right will go a long way to fixing it. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ► August (3) Pass it on.

Time Zones 100

Time Zones IAAP 2009 International 100

Laughing all the Way to Work

MARCH 15, 2009

Other Tasks: If you need to set yourself a Task further to a phone call request or just to set a reminder to do something at a future date, highlight the Tasks folder by clicking on it once and from your Outlook Toolbar press New and it will open a Task for you and you can then proceed as above to set your dates and reminders.

Time Zones 100

Time Zones IAAP International Meeting Minutes 100

Laughing all the Way to Work

MAY 24, 2009

Turn off automatic email memoryTools, Options, Preferences, E-mail Options, Advanced E-mail OptionsUnclick “Suggest names while completing To, cc and bcc…&# Turn off items being marked as read when your cursor sits on it On the Tools menu, click Options, and then click the Other tab. To do so choose Invite Attendees.

2007 100

2007 Time Zones IAAP 2003 100

Laughing all the Way to Work

JULY 1, 2010

One person can be great at software programs and know all sorts of tricks to get things done quickly and another might be excellent at organizing and managing their email account. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ► August (3) Pass it on.

Time Zones 100

Time Zones IAAP 2010 Meeting Minutes 100

Laughing all the Way to Work

AUGUST 29, 2009

Some emails are obviously junk. For instance I just received an email from a lawyer who said he has an inheritance of $4 million, but he needs me to send him some money and once he receives it, he will send me the money. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. 5, 2010 at 12 p.m. 411 Look Up 411.ca

Management 100

Management Time Zones IAAP 2009 100

Laughing all the Way to Work

APRIL 5, 2010

Depending on the importance of the impromptu meeting, it may need to be changed to another timeslot to accommodate his or her calendar. If you have to reschedule, send an email apologizing, but advise that your bosss schedule has changed. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. 5, 2010 at 12 p.m.

Time Zones 100

Time Zones IAAP 2010 Calendars 100

Laughing all the Way to Work

JANUARY 10, 2010

I could see him looking after himself, trying to organise his diary and all his emails etc, and he wasn't sure what to give me. EST Taking Effective Meeting Minutes Join me for a Webinar Oct. Taking Effective Meeting Minutes ► August (3) Pass it on. 5, 2010 at 12 p.m. Oh where or where is my password?

Time Zones 100

Time Zones IAAP 2010 Meeting Minutes 100