Erica - You're the Best

Erica accepting the “You’re the Best” award from Pittsburgh Chapter President Virginia Deily, CAP

At the February Pittsburgh Chapter meeting, my fellow blogger, Erica Takoch was surprised.  Erica was nominated and received the "You're the Best" award from the Northeast District Director of the International Association of Administrative Professionals.

Partial wording from the award stated..."You are a newer member of the chapter and immediately joined several committees.  Currently, you serve as chair of the Community Services and The Foundation of IAAP committee.  Thanks to your efforts, the entire membership has a new enthusiasm for community service.

Enthusiasm, dedication and, commitment from members like you are essential for the ongoing success of IAAP.  My sincerest thanks for all that you do."

May I also add my "Thank You" to Erica for being instrumental in getting this blog site up and running so smoothly.  It is caring people such as Erica who make working together a joy.

Sincerely,

Charlotte

How to Motivate Your Boss to Read Your Email

Email is probably not the preferred method for communicating important information.  My bosses receive hundreds of emails a day.  But sometimes, the communication has to be electronic.  How do you make sure your email doesn’t get lost in the electronic black hole?

Utilize the subject line:  

1. Clearly identify what the email is about.  It may sound obvious, but it’s amazing how rare it can be.  

• Use descriptive words.
• “Question” as the subject line is super vague and means nothing.  It’s about the same the subject being only a question mark.  Try just adding a question mark behind the subject of the question. Subject:  Your Vacation Schedule?
• If they need to do something, say Action Required.  
• If you’re forwarding an email, you don’t have to keep the same subject line.

2. Use as few characters as possible. It should not be a full sentence. It should not be long fancy words. Have it communicate what the email is about simply.  The less for you busy boss to read, the better. Think of it as writing or reading a newspaper headline. What can that newsboy shout that will inspire your boss to read.  Think, “Hear ye! Hear ye!”

Subject: CFO Needs Budget

Subject: Approval Needed for Strategic Plan

3. Use your boss’s buzz words.  If I need to forward an email that came across my desk to my boss regarding a request from the company’s president, I will put CEO: in front of the message.  If the email is about a key deadline that he is working on, I’ll put the project in the title.  One of my bosses seems to get wise to my buzz words and starts ignoring them, so I am always adapting.  

Subject: CEO - RE: PowerPoint Presentation

Know your boss’s priorities. If your boss is working on a key deadline and your email is about something totally different, recognize that they are probably not going to have time to read it and might push it off.  Don’t get upset over it and don’t hold it over their heads later (“well, I sent you an email about it!”).  Either don’t send the email or follow-up with them in person when they've cleared off their priorities.

Don’t cry wolf.  If you send every email as Important or WITH ALL CAPS (which is internet shouting), then after awhile your boss isn’t going to pay attention to it.  Those features can really help you get noticed, but if you do it one too many times on something only moderately urgent, then it’s going to lose its effects.

Let's Get Physical

I’m talking to you!  Look me in the eye when we’re talking and not down at your Smartphone or your IPad, or your Kindle or whatever device you are using.  If I see your eyes, then I know we are really making contact and you are interested in what I am saying. 

When we are introduced or I meet you outside of work, shake my hand as though you are glad to see me.  A physical handshake identifies me as a real live human being whom you acknowledge.    That’s one of those ‘feel good’ things in life that I look forward to receiving every once in a while.

Oh my gosh, can you not turn up the ends of your mouth and smile?  Yes, a smile is very important.  It means you are happy to be wherever we are at the time.  It means you seem to be happy to see me which is also important from a business relationship and a human relationship. 

Speak directly to me.  Not to the side of my neck.  Not over my shoulder.  Not to the ground.  Turn your head so it sits in the middle of your neck and speak.  Words will come directly to my face and thus, I will hear them.  We should then have an interesting conversation no matter how short.  Make your words audible and informative.  Not just a “Hello” and “Goodbye.”  Take lessons to learn how to carry on an actual conversation which is a give and take of words.  Don’t speak to me in shortcut Smartphone or IPad symbols.  I need honest to goodness words in order to reply correctly and keep the conversation going. 

Once these rituals are established, it will be to your benefit and mine.  We will be able to share information and pleasantries in this new way.  We may be able to perhaps open a new door to  communication and sometime in the future accomplish something terrific together. 

I challenge you to put some effort into our next meeting.  It may surprise you to know that I am worth these efforts.

Admins: Respect Yourself!

As administrative assistants, we're the behind-the-scenes. We're often overworked, underpaid, treated badly, and even forgotten. People think it’s easy. People think we're stupid. We spend half of our careers trying to prove them wrong.  In reality, a lot of that struggle is our own.

You are support staff, but that doesn't mean you should come second in your career. Remember, your boss may be your job, but you have a job for yourself. If your boss leaves, you still have to have your career.

Balance. Work and personal life. It’s necessary. And you’re allowed to have it.  I say it all the time, "But they need me! But they’re overworked too!" I’m guilty of working a lot, but when I take the weekend or a vacation day, I’ve earned it and I don’t feel guilty about taking time for myself.  If you constantly work overtime, people are going to constantly give you overtime. They will keep piling on until they’ve crushed you.  To be happy and healthy, you need to take care of yourself.  Earning respect in your career starts with respecting yourself.  

Education. It doesn’t matter how much experience you have. Without education, you’re going to get stale. Your boss has to keep up on education.  Teachers, nurses, accountants, lawyers are all required to have continuing education.  Administrative assistant is no less of a career.  By pursuing further education, you are showing your bosses that you want to be better.

Professional organizations. I just renewed my IAAP membership for the first time.  In the past year, I’ve used my membership to chair a committee and join another. I’ve attended monthly meetings.  I’ve been able to add my two cents at board meetings. I’ve built a network of admins. I’ve coordinated volunteer events. I gathered donations for our annual activity. I helped start a blog.  I wrote an article for the newsletter.  I dabbled in social media marketing.  I’m studying to become a Certified Administrative Professional. You get what you put into it.  Being active in IAAP has made it valuable.

I have more respect for my career. It’s not just a job to me, it’s a career. I don’t talk about IAAP all the time with my bosses.  Just little things like “Oh I have a board meeting tonight” or asking them to pay for my chapter meetings (receiving an award from the chapter didn’t hurt either), but now they ask me about it. They’re proud to see it.  It shows my dedication to my position and they treat me with a greater level of professionalism.  I no longer feel like I’m being thought of as the inexperienced recent grad who is just working in this job until she finds something better. I respect my position and I am treated with greater respect too.

The difference between being an Administrative Assistant and JUST an administrative assistant is your own dedication to treating it as your career.  When you take responsibility, stand up for yourself, and work to learn and make your career grow, you will excel in your job and earn the respect that this profession deserves.  

Save-the-Date for Our Annual Seminar!

CALL TO EXECUTIVES - Let Me Count the Ways...

I am very fortunate to work with someone who makes me happy to get up at the crack of dawn.  Read the list of good traits my boss demonstrates. 

When NOT to Rely on Technology

I’ve regularly identified myself as a millennial, known for our attachment to technology, but my dad raised to be able to do things myself. I wasn’t allowed to use a calculator until I had learned to do the math without it.

We use technology constantly in our careers whether it’s answering a phone call, making a copy, or checking an email. But when do we need to put the mouse down and rely on ourselves?

Congratulations are in order!

Do you know Sonya Ford, CAP-OM? She is an up and coming Manager at Carnegie Mellon University in Pittsburgh, PA and a member of the Pittsburgh Chapter of the International Association of Administrative Professionals.

Sonya was recently recognized in the OfficePro magazine for obtaining the Certified Administrative Professional (CAP) and Organizational Management (OM) certifications. U.S. News & World Report recognized and interviewed Sonya on her accomplishments. So, we decided to also ask Sonya some questions pertaining to her career.

Laugh Your Job Off

Sometimes I think I was hired for my laugh. I don't find it unusual, but a lot of people at work comment on it. Some coworkers call me the Giggler or Betty Rubble, some simply use my laugh as a beacon to be able to track me down when they need something.

Beware the Purple Dragon

               What to look for – a Purple Dragon sneaking up behind you and snatching your opportunities to further your career.  Oh, it’s real alright.  Every time you neglect to pursue your dreams, it’s right there.  

An Attitude of Gratitude

During the holidays, it can be easy to be grateful.  It starts with Thanksgiving when we go around the table and each declares what they’re thankful for.  Christmas comes and we want to do something special for everyone in our lives.  Although we often get wrapped up in the shopping and hectic running around of the season, there’s usually some moment where we stop and recognize that we’re grateful for something beyond ourselves: the kids excitedly opening their presents from Santa; a stranger letting you cut in line at the grocery store; snow on Christmas.  It’s these little moments that change our spirit during the holidays, but why does it have to stop on January 2nd?