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The Performance Institute has cooked up another great conference for administrative professionals. This time, they’re hosting a summit in Arlington, VA from June 2nd through 4th. And once again, the agenda looks incredibly exciting! With an impressive line-up of expert speakers, this conference promises to cover a wide variety of topical issues including the following:

• Setting effective priorities
• Diversity management
• Overcoming obstacles
• Stress management
• Motivating your office
• Connecting with colleagues
• Setting boundaries
• Negotiation
• Expanding your role

The Performance Institute is dedicated to presenting high quality information to Administrative Professionals. They recognize the incredible scope of our jobs. They know that, these days, executive assistants are meeting planners, travel agents, and office managers all rolled into one! And they know that the best way to stay on your toes is to constantly keep learning.

Most of you know that I’m a big fan of group learning. I love to get out there and attend classes and workshops – not only to learn but also to socialize with other people who work in similar positions around the country. The day-to-day routine can make you feel like you work in a bubble. While I’m sure that there are definitely things about each of our jobs that are unique, when we get together and start talking, we’re sure to find that we’ve got a lot in common. We all experience similar situations and we have a lot to learn from one another. When attending a conference like this, the agenda is the primary reason to attend, but the ability to meet and interact with your peers is definitely a strong secondary reason.

This conference is a great way to expand your skills and network with others. If you’re ready to push your career to the next level, it’s time to take a serious step. This conference is a great way to do just that.

If you’re interested, I encourage you to take a look at the website and download the summit brochure.

Just as the Performance Institute has done in the past, EA Toolbox readers are being given a very generous discount of 20% off tuition. Just use the following code when registering: PRTWB.

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I believe one of the biggest time wasters is taking a problem to your boss. I know this from experience, mind you. There was a time, in the past, that I would approach my boss with problem after problem, expecting him to offer immediate solutions. After all, he’s the boss. He should be a big, bad problem- solving machine, right?

Wrong.

The truth of the matter is this: they don’t want to hear our problems. They have enough to worry about without our help. And, as much as it might pain us to admit, our bosses don’t know everything. In fact, many of the problems I used to take to my boss fell right back on my lap.

“What do you suggest?”

That was his typical response to a problem or issue I brought to his attention. It didn’t take me long to figure out that I should have those suggestions ready to go when he asked. Otherwise, I’d end up standing there, stammering away trying to come up with something off the top of my head. Or, I’d slip up and let my mouth move without thinking. And I’d say something stupid like, “I have no idea. That’s why I’m asking you.”

Believe me…this sentiment doesn’t go over well with a boss who believes he’s hired someone with a brain.

Most of the time, when I took a problem to my boss he wanted to know my recommendation for a solution. If I didn’t have one, I was sent back to go come up with one. So you see? It was a complete waste of time to even start the conversation. And it always made me feel incredibly frustrated.

So here’s the rule I live by, that I would suggest everyone follow: never approach your boss with a problem unless you also have a solution. Or, even better, a list of several possible solutions (this way, you can let him or her choose).

Use all of your analytical skills to come up with at least one possible resolution to the problem before you even consider taking it to your boss. If you absolutely, positively, 100% cannot think of a single reasonable solution, work backwards and list all the solutions that DON’T work and why. At least this way you can show your boss that you’ve eliminated every possible solution you could come up with.

This may seem obvious enough, but it can be very tempting to throw your hands up in the air and say, “I need help!” without ever really putting on the old thinking cap. Don’t let this happen. Your boss won’t appreciate it and 9 times out of 10, he’ll put the problem back on your shoulders to deal with. Research, ask others for help, test out ideas. Do whatever you have to do.

But heed my warning: bring solutions the first time…or you’ll have to do it later anyway!

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2728: My number at the Avenue of the Giants endurance event this past weekend! Yep, I ran my half-marathon and it was great. No problems at all. Kept a comfortable pace the whole time and finished strong. That was really my goal the whole time – to cross the finish line with a smile on my face. And I did it!

29: My age at the completion of this event. It was my goal to do something big like this before the big 3-0. And now, I don’t know why. Age really means nothing. From mile 6 to mile 10, I ran with a man in his late 60’s named Bob. For him, age was just a number – just another thing pushing him towards that finish line. Such an inspiring man! And the event was full of inspiring people. It wasn’t like the people running were all in tip-top shape or anything. Everyone was just out there to challenge themselves.  Age, physical ability…these things were not limitations. They were circumstances to be aware of and nothing more.

30…: Who knows what 30 has in store for me? I know I’m not worried anymore. It’s just another milestone now. One I feel ready for.

Oh, and I have one more number for you:

Over $400,000: That’s the amount of money that our 212 members of Team in Training raised for the Leukemia and Lymphoma Society. That’s over $400,000 closer to finding a cure for blood cancers. And shortly after that…a cure for all cancers. That’s the thing about LLS, they aren’t afraid of saying the word “cure”. It’s not a fantasy; it’s what they’re working for. You can learn more about Team in Training and the Leukemia and Lymphoma Society on their website.

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Back when I was a bank manager, I interviewed people all the time. Though I don’t do it as much anymore, I recently remembered a wonderful tool we used in the process. It’s called the STAR method and I think it’s worth sharing.

When you’re on the hunt for a new job, the interview process can be overwhelming and intimidating. One of the best things you can do is prepare for it. The STAR method is a perfect tool to help you get ready and you can also use it in the interview to help show off your real world experience.

Most of the time, the person or people interviewing you want to know if you possess the necessary skill and experience to do the job you’re applying for. The best way to show them that you have what they’re looking for is to share specific stories of when you used particular skills in your work experience.

The STAR method breaks this down:

Situation (or Task)

Describe what was happening and what needed to be accomplished. Be specific – don’t generalize by saying “I always…” Pick one particular event.

Action

Describe specifically what you did.

Result

Explain what happened, what was accomplished, what you learned, etc.

Share these three things in each of your answers and you’ll be putting your best foot forward.

For example, most interviewers start off by saying, “Tell me a little about yourself.” This is a great opportunity to use the STAR method. For each quality you list, support it by stating a situation in which you displayed that quality, the action that showed it, and the result.

Answer: I’m a very hard worker. For example, in my current job, we recently went through a merger (SITUATION) and we had to transfer all of our files to a new computer system (TASK). It was very time consuming but business was at a stand-still until it got done. So I worked for 3 weekends in a row to help finish the project (ACTION). We ended up completing it ahead of schedule by 4 days, which saved the company thousands of dollars (RESULT).

You see how effective an answer like that can be? It’s so much more convincing. Most people just blurt out the standard words that they think employers want to hear: goal oriented, team player, driven…they don’t back it up with real world examples.

You can easily prepare for an interview by sitting down and thinking of situations in which you used your skills. If you’re going for a job that will require a lot of technical skill, think of a few situations in which you really demonstrated your abilities. If you are applying for a customer service position, prepare a few stories of times when you performed above and beyond for a client.

Be sure to know the results of your work as well. If you need to, write down specifics. It’s very impressive to be able to pinpoint the exact dollars you saved the company, the precise number of sales you made, or the specific compliment a client paid you. Don’t be afraid to make notes and use them. This shows that you care and that you took some time to think seriously about what you bring to the table.

Here’s another Q & A example.

Prospective Employer: We’re looking for someone who isn’t afraid to step up and voice their opinion, even when it’s not popular. Are you comfortable with that?

Interviewee: Absolutely. In my current position, we recently created a new website. It was a very long and expensive process. However, as a typical user, I found it difficult to navigate and very disorganized. I had to express my opinion because I didn’t want us to put something out there that the clients wouldn’t like. However, I made sure that I approached it with suggestions and a positive spin. The technology team really appreciated it and they were willing to go back and make the adjustments. In the end, everyone was much happier with the site. Today, our traffic has increased by 60%.

You see? That answer was definitely from a STAR candidate!

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We all deal with tight deadlines on a regular basis. Many of us work directly with some very impressive (and intimidating) executives. At times, the pressure can be overwhelming.

If you work in a position where working well under pressure is a requirement, check out the following tips to help you manage the stress and perform at your best, even under pressure of looming deadlines and high powered bosses.

Stop Procrastinating

Nothing – and I mean nothing – adds unnecessary pressure to a situation like good old fashioned procrastination. Waiting until the last minute to start working on a project is asking for everything to go wrong. If you’re a chronic procrastinator, you undoubtedly know this. Expect that there will be delays at every step. It’s always helpful to start projects much earlier than you would think necessary and set mini-deadlines along the way. Give yourself plenty of time to perform at your best. Work that is rushed is often inaccurate and low quality. Avoiding procrastination will help decrease the number of circumstances in which you are under a huge time pressure to get things done.

If you’re one of those people who “work well under pressure” and you feel you need that tight deadline to push yourself, you can always set a “fake deadline” for yourself. Make it a week earlier than the real one. That way, you still put the pressure on yourself but you’ll have some flexibility so if things go wrong, or you just need more time to check your work, you’ll have it.

Ask for Help

I don’t know why it’s so hard for us to ask for help. I guess it’s a pride thing. We all want to show that we are endlessly capable so we think that asking for help is like admitting we aren’t. Well, it’s time to get over it. Sometimes, we can’t do it all. We’re only human! When the pressure is on and you feel like you’re about to crack, you don’t have to suffer alone. Call upon your team to help you out. You help others all day long – they’ll be thrilled to show you the same support. And don’t be afraid to take them up on their offers to assist! So many times I see people drowning who refuse to take the life vest. Again, it’s a pride thing. Stop it! Just accept the help, be grateful and share the credit where it’s due. That’s perfectly acceptable in business.

Organize and Prepare

Most of us go through periods where we are extremely busy followed by short periods of calm during which we can reorganize and prepare for the next wave of action. During these lulls, be sure to use your time wisely. It can be tempting to just sit back, relax and pat yourself on the back for all your hard work. But don’t forget that this period of stillness is only temporary. Take some time to reflect on what is working well and what isn’t. Consider what projects/tasks are coming up on the horizon. Can you avoid any pressure in the future by doing some preemptive work now? How can you improve your organization system to make the next flurry of activity less stressful?

Slow Down

It can be tempting, when dealing with a heavy load of pressure, to move into “speed demon” mode. Remember that you often end up sacrificing accuracy and quality when you concern yourself with trying to move at lightning speed. It also increases your anxiety level making the pressure that much more intense. Take a minute to breathe deeply and keep your composure. Don’t allow the need for speed to rule your behaviors in critical moments. Be smart. Snap decisions aren’t always the best way to go. Don’t allow time pressure to push you into doing mediocre or unsatisfactory work.

Following these key tips will help you decrease the amount of pressure your under and better handle it when it comes along.

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As an Executive Assistant, I face the challenges of managing up on a daily basis. It seems to me that most office professionals – from administrative assistants to office managers – have to do at least some level of managing up. If you don’t know exactly what it means, you probably still do it. It’s an almost essential part of any career. And mastering this delicate art can be tricky.

What Does Managing Up Mean?

Most high level executives have a lot on their plate. They need help staying on track, managing time, and prioritizing tasks. That’s where we come in. Office support professionals are there to help them do all of these things. It can be awkward though. After all, telling your boss what he should and shouldn’t be doing at any given moment is a daunting task.

Managing up means doing just this. It’s a continuous process of knowing and understanding the needs of your boss. To effectively manage up, you must always be aware of the most critical tasks, projects, meetings, and other items on your boss’s agenda at any given time. It’s a matter of filling in the gaps, keeping the most important items in front of him and clearing away the unnecessary junk in the middle.

It can feel strange at first. At times, it can feel like babysitting. I sometimes think of myself as a professional nag because I’m constantly hounding my boss to do things or pushing him out the door so he won’t be late for a meeting. I used to consider this the worst part of the job. Now, I think it’s the most fun!

Addressing the Challenges

Obviously, the process of managing up can be challenging. There’s a delicate balance that must be achieved so that you strike the right note. The goal is to create a position for yourself as your boss’s right hand – that indispensible cohort that makes all things possible. You want to command your boss’s attention and manage him without making him feel like he’s being…well…managed. Done in the wrong way, managing up can backfire, making your boss feel stifled and out of sync. At the same time, you don’t want to appear like a complete suck up to the rest of the office. Trying to manage up by schmoozing won’t make you very popular.
So, how do you manage up effectively?

Try the following:

Communicate

I value communication as one of the most essential skills for professional success. And it’s absolutely critical for managing up. Talk to your boss about how he’d like you to handle day to day activities. Don’t guess. Ask whose phone call he’d like to be interrupted for. Ask what pressing projects he has on his plate. Ask what meeting simply cannot be rescheduled no matter what. Until you’ve worked with your boss for a long time, you won’t be able to just figure it out without some guidance. Even though he may expect you to be a mind reader, you’re probably not. Asking questions and really listening is the only way to understand your boss’s needs.

Recognize Weaknesses

Every boss has a few weaknesses (whether or not they freely admit it). It’s your job to minimize the appearance of them. For example: my boss is a pack rat. It’s incredibly frustrating and it can cause major disorganization. I have to manage this and I do so in many different ways (forgive me, I can’t share all my secrets here…). My point is this: don’t be afraid of seeing your boss for what he really is – a human being. Recognize his weak spots and do your best to “fill in the gaps”.

Be Assertive but Remember Who You’re Talking To

As I said before, managing up can sometimes feel like babysitting. But don’t forget where you are. Managing your boss is not the same as managing a 2 year old (though it sometimes feels that way!). If your boss’s weakness is that he is perpetually late for meetings, you must manage that by keeping him on schedule. However, you can’t act or sound like his mother. Chances are that won’t go over well. Be confident and assertive but watch your approach. With some people, you can push it. With others, you just can’t. You have to know who you’re dealing with.

I often have to practically push my boss out the door so he won’t be late for meetings. I have a very well rehearsed approach: about 30 minutes before he has to be out the door, I stroll casually into his office and remind him that he has a meeting coming up. I might hand him the materials or briefly review the purpose of the meeting. This is just a casual early reminder for him to start wrapping up what he’s working on. At 10 minutes before he has to be out, I’ll poke my head in the office and give him a 10 minute warning of some sort. If it appears that he’s engrossed in something and that I’m going to have to bug him, I’ll do the same thing at 5 minutes. When it’s time for him to leave, I’ll go in his office and ask if whatever he’s working on can be handed over to me instead. I’ll stand by his desk until he stops working. I’ll pack up his briefcase and clear off his desk if I have to. If I don’t, he’ll continue being absorbed in his work and he’ll never leave. My little routine probably wouldn’t work for everyone but my boss knows that being late is his biggest downfall. He’s even said that, no matter how mad or annoyed he gets, he needs me to be demanding about getting him out the door on time.

It’s your job to determine the level of assertiveness that will get the job done without completely frustrating your boss.

Build the Relationship

Overall, I think the most important piece of managing up is building an incredibly strong professional relationship with your boss. Be dependable, honest and trustworthy. Your boss will learn to truly rely on you if you are consistent. Don’t hide mistakes – discuss them openly and honestly and resolve them together. Build a relationship of mutual respect. Honor commitments and recognize that your work reflects on your boss. Help him look good and you’ll look good. You’re a team. Be a reliable, dependable support player and together, you’ll win the game.

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