Professional Assistant Blog

OCTOBER 7, 2008

In order to get your tasks completed on time and in a proficient manner, there is a little trick that I use to make sure that I only focus on one project at a time and give it my undivided attention (when I possibly can). For example, you want to spend one hour on a particular project. Having a timer at your desk can be a great tool.

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Professional Assistant Blog

JANUARY 30, 2008

If you need to do this for other functions, make sure to change the "Use function:" section to whatever type of calculation you need to do for your particular project. Now you have the total for each firm as well as the grand total listed. If you like this post, please subscribe to my feeds or get posts e-mailed directly to you.

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Professional Assistant Blog

JANUARY 31, 2008

I have shared access to 4 different mailboxes for various products and projects. Home About Me Advertise Microsoft Outlook Shared Mailboxes Etiquette By The Professional Assistant on Thursday, January 31, 2008 Filed Under: MS-Outlook , Productivity D o you have more than one mailbox in your Microsoft Outlook , other than your inbox?

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Office Dynamics

DECEMBER 31, 2008

Between e-mail, virtual assistants, palm pilots, high speed Internet connections and a host of other technological marvels, they mistakenly believe they are more independent than ever—making their own travel plans, faxing their own letters and scheduling their own meetings. Establish goals and state expectations.

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Office Dynamics

DECEMBER 31, 2008

Between e-mail, virtual assistants, palm pilots, high speed Internet connections and a host of other technological marvels, they mistakenly believe they are more independent than ever—making their own travel plans, faxing their own letters and scheduling their own meetings. Establish goals and state expectations.

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Professional Assistant Blog

AUGUST 29, 2008

This will keep your project/goal in a manageable time frame, where you know how much time will be left once youve accomplished these tasks. Next, add a time frame to each task. For example, I will try to work on task A for 1 hour. Then I will work on Task B for 30 minutes and so on and so forth.

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Professional Assistant Blog

MARCH 10, 2008

Projects wouldn’t be moving forward and my goals and plans would be lagging behind… or so it seemed. At the height of my furore for being an efficient to-do list completing machine, I was regularly finding work to do. If I didn’t have a full day’s worth of tasks to complete I wasn’t being efficient enough.

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Professional Assistant Blog

APRIL 1, 2008

IM or iChat)with collaborators while working on the project. You can share documents, spreadsheets, and photos across computers and networks: since your document is stored on Googles server, its accessible from anywhere ! Also, a fun feature is you can chat (i.e. Posted on 2 April, 2008 6:28 PM The Professional Assistant This is a great idea.

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Professional Assistant Blog

AUGUST 23, 2007

And remember, always break down your entire project or tasks into manageable chunks. Once you have completed all of your tasks, lavish in the fact that you are done! You will find information on Microsoft Outlook Tasks section by clicking here. Converted to Blogger by Blogger Templates © Content by Richard Rinyai 2007-2010

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Stephanie LH Calahan

NOVEMBER 8, 2013

Fun travel apps are Skype (for calling home), SimplyNoise (great for sleeping in noisy places), Sit or Squat (find a bathroom), and CheapGas. My Kindle app is a lifesaver while traveling. Having VAs I can simply fax order forms to. For business, my Paypal app is probably my favorite, and my Square, for taking payments.

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Stephanie LH Calahan

DECEMBER 4, 2009

  I'm calling regarding the X Project.    The project is on hold until I get your input on these items.  " Note that in the second message Sam has much more incentive to call if he wants X Project to continue.  Sally .  Please give me a call."

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Professional Assistant Blog

NOVEMBER 1, 2007

The guy really is oblivious to how far his voice projects. We are a constantly on the phone all day working with clients and even from the other side of the department he drowns out conversation in my cube. Combine that with a very combative personality and a propensity for the dramatic and it’s no wonder the guy drives everyone crazy.

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Stephanie LH Calahan

FEBRUARY 10, 2010

» Top 9 Mistaken Organizing Statements There are a number of statements that I have heard people say over the years with regard to their organizing projects.  "   Wanting to do a good job on your projects is admirable.    However, the drive for perfection has ruined the success of many projects. 

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The Office Professionals Place

APRIL 19, 2010

We know this is true because we see and hear on the news how traffic is backed up and travel times are astronomical. Look into purchasing an all-in-one fax, printer, and copier. All these people have one thing in common, besides being on the road at the wrong time every day that they are going to work for someone.

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The Office Professionals Place

MARCH 13, 2010

Did you ask a co-worker to help you on a project and got the feeling that they really didn’t want to help you? Ask for input/suggestions If possible, before making a request ask for some input on how the project or task can be completed more efficiently. I deal with this woman almost monthly for organizational travel.

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Office Dynamics

OCTOBER 1, 2015

Between email, virtual Assistants, palm pilots, high speed Internet connections and a host of other technological marvels, executives mistakenly believe they are more independent than ever – making their own travel plans, faxing their own letters and scheduling their own meetings.

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Stephanie LH Calahan

SEPTEMBER 3, 2010

I turned off my email notification a long time ago (about 15 years) because I did not want to be taken out of the important state of concentration when working on projects.  family of sites · 8 Shoreline, Suite 100, Bloomington IL 61704 TEL 309.663.1360 · FAX 309.422.7665   I have never missed it. 

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Stephanie LH Calahan

JANUARY 25, 2011

Work With Stephanie « Productivity and Organization Link Lineup | Main | 6 Tools to Help You Manage Large Projects with Local & Virtual Teams » Listen to Stephanie on Solace Wealth Management on Blog Talk Radio Listen live to Stephanie answer questions about productivity & organization on the Solace Wealth Management show. 

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Stephanie LH Calahan

OCTOBER 8, 2010

Make a #project w/ do-able sized parts   AllisonDGraham   @ StephCalahan make a list. family of sites · 8 Shoreline, Suite 100, Bloomington IL 61704 TEL 309.663.1360 · FAX 309.422.7665 Then I take a step back from all of the little things that can seem to overwhelm me. Part of the Calahan Solutions, Inc.

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Stephanie LH Calahan

DECEMBER 13, 2010

Ask yourself whether or not those documents will be relevant to your work in the coming year – completed projects and last year’s receipts should not be living in your active files! Or did you just have a hard time getting started on those bigger, more important projects? Start with your reference, client, and financial files.

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Stephanie LH Calahan

DECEMBER 21, 2009

However, even if she'd jumped onto that project, the lost productivity associated with the original distraction would still creep back into her day when she returned to the task we were completing. family of sites · 8 Shoreline, Suite 100, Bloomington IL 61704 TEL 309.663.1360 · FAX 309.422.7665 Part of the Calahan Solutions, Inc.

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Stephanie LH Calahan

MAY 17, 2010

Also consider color-coding the index cards by project. family of sites · 8 Shoreline, Suite 100, Bloomington IL 61704 TEL 309.663.1360 · FAX 309.422.7665 “At the beginning of the day, put your cards in order, with the most important item on top. If something else comes up, reorder the cards,” she says.

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Stephanie LH Calahan

JANUARY 22, 2010

  Do you find yourself jumping from one project to another?    One day it is one project and then the next day a different “ bright shiny object ” comes into view and we switch off to that.    We are so busy jumping from project to project that we never really complete any of them. . 

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Stephanie LH Calahan

AUGUST 16, 2010

Do you have a large list of abandoned projects all sitting at various levels of incompletion? Do you have a list of projects that do not reflect your best work? family of sites · 8 Shoreline, Suite 100, Bloomington IL 61704 TEL 309.663.1360 · FAX 309.422.7665 Are you in charge of leading your business or department?

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Stephanie LH Calahan

NOVEMBER 24, 2010

  Get rid of the activities and projects (and sometimes even people) that don't fit.    Do you let other people encroach on your time when you had planned to work on an important project?  family of sites · 8 Shoreline, Suite 100, Bloomington IL 61704 TEL 309.663.1360 · FAX 309.422.7665

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Stephanie LH Calahan

DECEMBER 6, 2010

  That started a deeper conversation that led to us talking on the phone and deciding to work together on a teleconference project scheduled for January.  If I had not taken the time to complete my profile, we probably would not be doing the project in January. Part of the Calahan Solutions, Inc.

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Stephanie LH Calahan

FEBRUARY 11, 2011

Power Periods Make For Great Productivity My favorite is: Power Periods Because: Set aside one hour in the morning and one hour in the afternoon for un-distracted, uninterrupted time to knock out a big project. Pile Tamer My favorite is: the Pendaflex Pile Smart Project Sorter. Thanks to Ellen Limes of Organized By L 5.

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Stephanie LH Calahan

DECEMBER 23, 2009

Anchoring the system in the tickler file: You will find your "Next action" sheets, your project sheets, agendas, documents you need to work with, etc. family of sites · 8 Shoreline, Suite 100, Bloomington IL 61704 TEL 309.663.1360 · FAX 309.422.7665 Part of the Calahan Solutions, Inc.

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Filing Calendars Networking Fax 100

Stephanie LH Calahan

SEPTEMBER 6, 2010

AppleEve   @ StephCalahan a trusty desk diary and pens (colour coded for different types of appointments) roguereporter   @ StephCalahan Microsoft Project. family of sites · 8 Shoreline, Suite 100, Bloomington IL 61704 TEL 309.663.1360 · FAX 309.422.7665 It's all drag and drop, and I can even drag my to-dos.

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Stephanie LH Calahan

NOVEMBER 30, 2009

If you have a big project due, break down the steps necessary and write those on each card.   As you are traveling and you think of things you need or want to do, you take out a card and jot it down.  family of sites · 8 Shoreline, Suite 100, Bloomington IL 61704 TEL 309.663.1360 · FAX 309.422.7665

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Stephanie LH Calahan

MAY 13, 2011

Since I work at home (and because we're full-time RVers, always on the road), I need to be able to fax/copy/convert from anywhere. My scanner serves all these purposes -- scan a document in and you can then e-fax it over the internet, print out a copy, edit it directly through OCR software, save it as a PDF and toss the paper.

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Stephanie LH Calahan

NOVEMBER 19, 2010

  By grabbing a small project (for example, an article that you want to read) and working on it for a short period of time, you take a few minutes away from the work that was putting you into an afternoon coma-like state.    You also release serotonin/happiness/excitement as you finish a project. 

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Stephanie LH Calahan

MARCH 22, 2010

"To place a man in a multi-stage rocket and project him into the controlling gravitational field of the moon where the passengers can make scientific observations, perhaps land alive, and then return to earth - all that constitutes a wild dream worthy of Jules Verne. Part of the Calahan Solutions, Inc.

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AT&T Networking Fax 2010 100

Stephanie LH Calahan

DECEMBER 30, 2010

What are the key projects to be completed this year?   Completing projects and tasks is harder than ever for most of my clients.    So, the next time you have a project that is important consider the following: Block the time on your calendar.    Then, work on your project fully focused. 

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Page Personnel

AUGUST 26, 2022

Those in an office manager role need to know how to manage processes, procedures, documentation, project management and communications. Office managers may also draft documents, help with payroll, keep an organised office environment and communicate via phone, email and fax (yes, some companies are still using fax machines).

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Stephanie LH Calahan

MARCH 5, 2010

afreshspace   @ StephCalahan I just use a legal pad for daily to-do's but keep bigger or future projects in my outlook task list declutterlady   @ StephCalahan Hey, Stephanie, it's iPEP for me; 1 workspace/project w/ability to keep all in 1 place! I use toggl.com for everything in my business.

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Stephanie LH Calahan

APRIL 14, 2010

A - True B - False 4 -- You got side tracked in a project and have forgotten lunch with a colleague/business associate.  family of sites · 8 Shoreline, Suite 100, Bloomington IL 61704 TEL 309.663.1360 · FAX 309.422.7665 B - Each of the four, moving your eye contact from one to another? B - Send flowers?

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