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For those of you celebrating the long Labor Day weekend — Have a great one and throw one on the BBQ for me! For the rest of you, hey it’s still Friday! Relax and read your favorite blog for a while.

 

Every week here at The Executive Assistant’s Tool Box, we post “Cheat Sheets” with links for different articles and sites that provide valuable information relevant to 5 of our core subjects -  communication, career and/or personal growth, organizational skills, people skills and productivity. Enjoy!

 

1. Communication:

If everyone in the world followed these wonderful rules about How to Construct the Perfect Email Subject Line, my life (and probably yours) would improve to the power of twenty!

 

2. Career Growth: 

Check out Know How to Ask For What You Deserve and Break the Glass Ceiling from Edith Yeung’s personal development site. It’s a great motivator that reminds you that yes, you too deserve success and here’s how to get it.

 

3. Organizational skills: 

This post - How to Pare Your To-Do List Down to the Essentials - has a couple really smart ideas including my favorite: choose one time for email. Personally, I know that if I did this, my efficiency would skyrocket. But it’s just so tempting! I’ve recently turned the sound down so it doesn’t ding and get my attention. It’s helped but I’m still an email addict. I love it and hate it at the same time!

 

4. People Skills:  

The Career Counselor does it again with this article about How to Make Interesting and Engaging Small Talk.  A great supplement to our post earlier this week,  8 Tips for Better People Skills.

 

5. Productivity: 

Life Learning Today provides us with 25 Tips to Become More Productive and Happy at Work - a great supplement to our post earlier this week 15 Ways to Enjoy Work (a little) More. Nothing boosts productivity like finding more happiness at work.

 

If you found this helpful, please consider subscribing to our feed (or subscribe for a daily email!).

In my opinion, social skills are a must for anyone seeking personal or professional success. How you interact with people will open (or close) doors in every aspect of your life. Not a people person? Not a problem! Introverted people should not fear social situations. There are a few basic tricks that can help you “work the room” in almost any situation.

 

1.  Ask questions

Be inquisitive and really listen to how people answer. Open ended questions are the best for getting people talking.

For example:

“I was living in Peru.”

“Wow. What was that like?”

Pretty easy. They can’t respond “yes” or “no” so it gets them talking.

 

2. Show genuine interest

I’m not saying to fake it but try to remember that people are fascinating. They all have stories and they all have little funny quirks. Keep your eyes and ears open and you’ll be entertained. Show your interest by smiling, nodding, and asking more questions.

 

3. Remember names

You won’t make any new contacts if you can’t remember names. You can’t say, “Hey you” and expect people to feel liked or respected. And that’s what most people want from a new friend or contact. So remembering someone’s name is a wonderful and easy way to show them that you listened to them, valued them, and cared enough to commit their name to memory. If you need help coming up with a strategy for how to do this, check out One Easy Way to Remember Someone’s Name (from the Positivity Blog) or Tricks to Remember People’s Names (from Dumb Little Man). They both offer some great ideas. I also use rhymes or other silly word tricks. Like when I meet a funny girl named Sally she’s “Silly Sally”. Or a weird guy named Todd is “Odd Todd”. You get the idea.

 

4. Steer the conversation towards positive topics

No one likes to get stuck with a downer. Don’t complain and don’t throw a pity party. Keep it light, especially at social functions. At business functions, it’s ok to talk business but try to have fun with it. Tell funny stories from work but don’t get too deep. If you’re not in the office, most people don’t want to get into a heavy work conversation.

 

5. Find common ground

Be on the look out for things you have in common with others. Share that bond with them. “Oh you like jazz? I love jazz!” You’ll be talking jazz all night. Likewise, steer clear of arguing. “You like jazz? Are you nuts? I hate jazz!” Not a good way to go. And don’t forget the three no-no’s: sex, religion, and politics. There are too many points of view on these topics and you can’t tell just by looking at someone what theirs will be. Even when you know someone quite well, they can surprise you on their views with these things. Don’t walk into that battle.

 

6.  Beware of T.M.I.

Too Much Information is a sickness and some people suffer greatly with it. You know you’re one of those people if you find yourself telling all the gory details of the stomach flu you got last week. You know you’re one of those people if you find yourself detailing every step of the car accident you had, complete with drawing a diagram of the pile up. Stop yourself before you alienate another potential friend or business associate. No one wants to get stuck in the corner with Mr. or Mrs. T.M.I. Leave something to the imagination.

 

7.  Know when the conversation is over

It’s ok to let a conversation come to a natural end and then say, “Please excuse me. I think we’re expected to mingle.” Don’t feel like you have to continue talking to the same person all night.  Check out How to Exit a Conversation from Lifehack for some more ideas on how to end a conversation.

 

8.  Make eye contact, laugh appropriately and smile

Looking friendly goes a long way. I’ve found that, if I’m standing alone at a party and I smile at anyone who crosses my path, I will always end up in a conversation. It just happens. People know it’s not fun to stand alone at a party. They see you smile and it’s an invitation to come over and chat. I also threw “laugh appropriately” into this last tip because I think it’s nice to give a courtesy laugh when someone attempts a joke, even if it’s not funny (unless it’s offensive, in which case you can just glare instead). But when someone gives a crack at comedy, yuk it up for their benefit. It keeps the mood light and keeps them talking. If you don’t laugh, they’ll clam up quickly.

 

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Oh, Frankie is so handsome and wise…..I love him so! And apparently, so do several of our readers. What would we do without our Franklin Covey Day Planners and all of the other fun organizational accessories FC has to offer?

 

Today’s P.O.W.E.R. Tool is the wonderful world of Frankie. Personally, I’ve used a Franklin Covey day planner ever since I attended a two day  FC time management workshop several years ago. If you have a chance to do so, I highly recommend taking one of their classes. The trainers are professional and knowledgeable and I left with a long list of proactive and tangible things I could do to start managing my time more effectively.

 

Franklin Covey offers a wide variety of paper-based and electronic organizational tools. In my opinion, nothing really beats the good old fashioned paper day planner. As one of our readers puts it, “It will become the control center of your life.” FC even lets you build one yourself  and add customization in loads of different ways so you can literally make it suit all of your organizational needs. You pick the style of page, the format, the design, additional sections, special forms, etc.  Plus, for fashionistas, most of their stuff is really cute  (or professional, or sophisticated…whatever you want)! Check out their website to get an idea of their offerings. It’s also a wonderful resource, with a list of Recommended Reading that contains links to 30 articles on a variety of subjects including communication, personal effectiveness, time management, and family. Many of these were written by Stephen R. Covey (author of the highly acclaimed book “The 7 Habits of Highly Effective People“)

 

I know that there are a lot of high tech electronic calendar systems out there but I guess I’m old fashioned. I definitely use Outlook as well, but I consider that a back up. In my Frankie these are the things I couldn’t live without: that little plastic pouch at the back for receipts, the “master task list” at the front of every month where you can list personal and business monthly goals, the “key information” section which gives space for making conversation notes and marking follow-up items, and the millions of blank pages I pile up in the back for notes and ideas that come to me in the spur of the moment.

 

I believe today’s P.O.W.E.R. Tool helps improve our lives in all 5 of our key areas - Purpose, Opportunity, Workmanship, Effectiveness, and Results.

 

Please submit your ideas for a P.O.W.E.R. Tool via e-mail and check back every Wednesday for the next one is this weekly series.

 

Make sure you don’t miss any by subscribing to our feed (or subscribe for a daily email!)

 

 

 

Yesterday, I wrote an article for Zen Habits entitled, “How to Be Your Own Executive Assistant in 3 Easy Steps”. It’s a nice post about organizing your day. It was intended to help people who are self employed (and can’t afford to hire an assistant) boost their productivity. Towards the end of the day, I read a response to that article that made me consider exactly what I had said and what I actually believe. As a result, I decided to write my feelings here and ask for more input from you readers.

Let me start by saying this: I think being an Executive Assistant is an awesome job. Yep, I said it. I’m proud of it. I enjoy doing well and striving to do even better. I love supporting a person I find inspirational and wise. Every day, I work to make his life easier and more rewarding. I keep my mind open, ask questions and try to learn as much as I can when I’m in his presence. I started this site as a way of gathering my own thoughts on productivity and also as a way to communicate and share ideas with others in my same (or a similar) position.

I do not believe, nor have I ever said, that being an Executive Assistant is only about organizing. I have never intended for my writing or my site to encourage people to “limit” themselves. Yes, I think being a “good” E.A. is something to take pride in. I don’t think it makes you lazy and I don’t think it is counterproductive. Personally, I am not a hungry, climb-the-corporate ladder type of person. I went through that phase earlier in my life and didn’t like where it got me. If I was still that person, I wouldn’t have gotten the job I have now. My boss doesn’t want someone who is just looking to get on his good side or grab his ear for a minute to rattle on about their big idea. He gets enough of that. He wants a confidant and someone who truly cares about making his life easier, not just getting promoted.

 

Yes, being an E.A. is a huge opportunity to get in good with “the boss”. Your ideas can get heard. You can really make a name for yourself. You can get noticed and get promoted. These things are all true. But if you love what you do, and you do it well, being an E.A. can, and should, be seen as a job to take enormous pride in – not just a stepping stone to something bigger. You can still take advantage of all the wisdom you stand to gain working beside “the boss”, but don’t feel that if you are focused on being a good E.A. you are limiting your potential.

 

The fact of the matter is this: we all have different goals. The person who wrote the post that got me so wound up obviously has a different idea of “success”. He wanted to get moved up and out of the E.A. position. Apparently, he worked hard and did it. I respect that. But that’s not currently my goal. Maybe that will change in the future. For now, in a way, I consider being an E.A. a goal I’ve achieved – my reward for working hard and being loyal even when times were tough. If your goal isn’t to be a corporate climber, don’t let anyone make you feel like you’re lazy or not trying hard enough. Maybe it will be your goal in the future. Or maybe you’ll be happy being the assistant to an amazing executive for the next ten years. It’s your choice.

 

I realize not all of you are E.A.’s but I think the point remains the same. Whatever your job, please share your feelings. I truly am interested in knowing your situation – Is your current job just a “waiting room” for you until you can get promoted? Is it the result of a lot of hard work and something you take pride in? Is it something you fell into and can’t get out of? Or is it something completely different? Don’t be afraid to answer honestly – obviously, there’s no right or wrong answer. And no one will hold you to it. Goals change, we all know that!

 

 

There are definitely days I enjoy my job more than others. Some weeks are rough. Ok, some months are rough. But overall, I tend to enjoy the time I spend there. I’m in that office, with those same people, more than forty hours a week. I better enjoy it. Sure, it’s not a day at Disneyland. But mostly, it’s interesting, rewarding and a pleasant environment.

Even with the rough days, there are things we can do to make life at work (at least a little) more enjoyable on a daily basis. Here’s a few. And please, if you have other tricks up your sleeve, share!!

1) Decorate your office or cube

A little touch of something personal can go a long way. Bring in photos, plants, little knick knacks that bring back positive memories. If it’s appropriate at your company, put out some holiday decorations just for kicks - a Jack-o-lantern at Halloween brings a certain amount of light-hearted pleasure to a stuffy office.

2) Go to lunch with co-workers

Nothing breaks up the day better than getting out of the office and chatting it up with your co-workers. Getting to know people outside of the work atmosphere is completely different. Most of the time, you end up liking them much more.

3) Play music

Most offices are fine with people playing light music at their desks. You can bring a small stereo, an i-pod and a docking station or stream online radio. Music naturally boosts endorphins in the brain and adds a nice, comforting feel to your workspace. Personally, I can only work to music that doesn’t have words so I stick to classical. But listen to whatever stimulates you without distracting you. And of course, steer clear of anything that might be deemed “inappropriate” if your boss walks in.

4) Organize

Working in an organized environment is much more pleasurable than trying to be productive in a cluttered, confusing mess of an office. Who can keep a positive outlook when they can’t find anything? Keep your workspace (and your work processes) neatly organized to avoid frustration. Also, consider the client’s perspective when looking at a messy office.

5) Kisses!

…chocolate ones of course! Keep a bowl of kisses or some other chocolaty goodness at your desk and your day will improve tremendously. Not only are you within arms reach of one of the world’s greatest gifts, but you’ll find yourself a lot more popular too. Everyone wants to visit the office with the candy!

(And, for those of us looking to avoid excess sugar, we can always switch to sugar-free candies or even a bowl of seasoned almonds. People tend to congregate around food so you’ll still get nice drop-in visits from co-workers.)

6) Remember the goal

Why do you come to work each day? To support your family? To climb the corporate ladder? Whatever the reason, remember why it’s important that you’re there. Put your life and your work into perspective. Think of the big picture and remember how going to work each day plays into it.

7) Listen to a friend complain about work

I don’t know about you but whenever I hear a friend complain about work I think, “Wow. I guess I don’t have it too bad after all!” I’ve heard some amazing horror stories (mostly from a friend who’s a nurse - I would vomit on a daily basis if I had that job). Just listen to the things others go through and take a moment to enjoy how good you’ve got it.

Have fun

Do little things to have fun during the day - create inside jokes in the office, share funny stories, just occasionally make your interactions with your co-workers not strictly related to work. There’s plenty of seriousness taking place in any office. Taking a few minutes to laugh and chat will help improve morale, teamwork, and productivity. And it makes work a much nicer place to be.

9) Get outside on your breaks

Don’t get stuck under that artificial lighting! Get outside on your break, even if only for a few minutes. The sun’s rays help lift your mood and energize you. The fresh air clears your mind. Get the blood flowing with a short, brisk walk. By the time you get back to your desk, you’ll be a brand new person.

10) Get a comfy chair

If you sit in a chair all day long, it better be a nice one. Don’t suffer in a chair that doesn’t fit right. “Ergonomic” office furniture is getting more and more popular in the workplace. Employers are realizing that worker productivity and health can be seriously hindered by a poorly designed work space. Most are starting to understand that it’s worth the cost of a nicer chair to ensure that their employees don’t end up with back problems (and on disability!).

11) Keep flowers or a plant in your office or cube

Bring life into your office to help create a more vibrant workspace. Flowers and plants add a freshness to the air and help lift your spirits. Remember to choose a plant that will thrive without direct sunlight.

12) Be yourself

Pretending to be someone you’re not is a tough act to keep up. It’s also tiring and not very much fun. The easiest solution is to just be open and honest about who you are. Of course, you still want to maintain a professional attitude while doing so. But don’t pretend to like golf just because the boss does.

13) Play the game

This may seem like a contradiction after the last point, but you can still be yourself and play the company game. Every company has a “personality”. It’s known as the company culture. If you really want to enjoy your job, you have to “get into” the company culture. You don’t have to fake it, but try to see the positive in it. If you have a morning meeting that ends in a company wide cheer (like Wal-mart), just go with it and try to have fun. Don’t roll your eyes and refuse to take part. Be proud. And if you can’t, maybe the company’s personality doesn’t match yours (meaning: maybe it’s time to find another job).

14) Stress less

Easier said than done, I know. However, the more you can calm down and de-stress, the more you will enjoy your job. If you feel yourself getting wound up, take a breather. Step outside for a minute to decompress. Remember to ask for help when you’re overwhelmed. Many of the above tricks will also help relieve some stress (such an organizing and having fun). Stress is a normal part of any job, but try your best to reduce it.

15) See what’s out there - don’t let yourself feel trapped.

It’s never enjoyable to feel like you have no other choice but to do what you’re doing. Remember that you always have options. Look at the jobs that are available in your field or in your area. Is there something that you think you would enjoy more? Research it. You may find out that what you have is much better than what’s out there. Or you may find out that you’ve waited too long to look around. If so, get out there and get the job you deserve. Otherwise, sit back and relax. You’ve got it good. Enjoy.

Every week here at The Executive Assistant’s Tool Box, we provide “Cheat Sheets” with links for different articles and sites that provide valuable information relevant to 5 of our core subjects -  communication, career and/or personal growth, organizational skills, people skills and productivity. Enjoy!

 

1. Communication: 

Check out this excellent article (7 Phrases Successful People Would Never Say) from Edith Yeung. It’s a straight forward list of things you know you say that you shouldn’t. Words are powerful, take note….

 

2. Career Growth:

Sometimes “growth” comes in the form of change. This article gives you some things to keep in mind when considering career options.

 

3. Organizational Skills:

This is a fabulous article about how to make Outlook work for you. Keep your eyes open for more on this topic in the future right here at EA Tool Box.

 

4. People Skills:

An inspired post about hearing criticism and taking it in stride. As usual, the positivity blog makes me feel all warm and fuzzy.

 

5. Productivity:

Check out this article about keeping an “activity log” to get an idea of what you’re doing all day. No need to download their template, it’s nothing special. But read this quick post and try it out if you’d like. I have the feeling it could be eye opening for some of us (first entry: spent 1 hour reading favorite blogs….)

 

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