Koala-T Assistant (MyKTA)

If you haven’t signed up to receive this online magazine, you are missing out. It provides great information for the administrative professional, relevant, and great reading. I keep a link on my sidebar for my readers to access the archives, but the archive contains prior magazines starting a year ago. So if you want to be kept up-to-date with current magazines that are distributed monthly, you will need to subscribe and you will be sent an email with the link for each month’s issue.

The month of February contains the following articles:

1. Katherine Sauser-Kriegerl, Assistant Extraordinaire
2. Job Search Myths Debunked
3. Getting Ahead How to Make Your Boss Love You
4. How to Resign Professionally
5. Sick Leave vs H1N1 Virus – Can You Afford to Stay Home Sick?

You can even download the magazine and read it offline. As a professional, it is your responsibility to stay abreast of your trade and industry. This is a great resource to include in your reading materials. You can sign up here.

Sometimes life is a circus and everyone else is the Ringmaster. Don’t let that deter you from getting what you are after. Push through and enlist help whenever and wherever you can. Most people are more than willing to help, 1. if they can, and 2. if it costs them nothing more than a little bit of time and effort, without burden or expectation.

Over the past month I have been focusing on couple of my goals. At times, there are moments that seem to be effortless. At others, I feel stuck and frustrated. I feel like I have hit a wall and my progress has become stilted. It is in these moments that I must remember to forge ahead, think of alternate and different methods of getting to the next desired step of the process.

In getting a task completed, I must talk to various personnel in different state departments. Some people will have an attitude right out of the gate. Well, a less than helpful one anyway. I believe that there are many people who do not appreciate what they do or do not see the value in what they do. Instead of being helpful, they go to lengths to make it difficult for the person on the receiving end to get what they are looking for. So it is my goal to get them on my side by letting them know that I appreciate everything they are doing to help me. They probably feel unappreciated, underpaid, overworked, and undervalued. Well, I appreciate and value what they are doing for me even if in the end I still need to seek out another resource to get the task completed. And, I will let them know that too by thanking them for their time and effort at the conclusion of our conversation.

When enlisting help or getting someone on your side, tell them what you are trying to do and why. Sometimes it brings out the cheerleader in them. It creates purpose instead of just doing the job. They now have a reason to help you succeed and who doesn’t like seeing someone achieve their goal. They get to be a part of your success. And, to be honest, we really can’t do it all on our own without the help of others doing what they can on their side to get to the finished result.

If they are not able to provide you with what you need, ask questions. Ask them where or who you can talk to get the information you need. Ask for suggestions or solutions. Ask for names and phone numbers of possible resources. If they have information, but need some time to collect or process it, follow up with them later. Let them know that you will be following up and when so they don’t feel like you are taking up their time when there is nothing else they can do on their end. They will let you know if they have done everything they can and a nice courtesy would be to thank them for their time and to let them know that you will not be contacting them until you have the information you need to provide to them.

You may feel like you are running around in circles. It is possible that you just might be. Forge on. Move on to another portion of your task and it is possible, with time, the information you are seeking will appear. Sometimes, things need a little bit of time to work themselves out and come together.  I call that,

Giving it time to marinate.

I have found that many things work in an ebb and flow kind of manner. Some things seem to just roll through and you find yourself speedily getting what you need done. Then there are the times when you are at a standstill or even lost in the process. Take those times to recharge, come up with creative solutions, ask for help, and muster up determination. Also, start your day out with a positive affirmation. Something like,

Today is a great day. I will get so much done and everything will come together perfectly for me.

Create a positive attitude in that if you do not get what you need at that instantaneous moment, there is a perfect time that it is supposed to be resolved that is to your advantage. Pushing harder on something that doesn’t give just elevates frustration and stress. Step away and take a look at the situation in a different perspective or angle. Just like a wall, you might need to dig a tunnel to go under it, or you may need to go around it, or find a way to climb over it. Many times our biggest hurdle is our own attitude.

You are the Ringmaster of your life. Don’t let others make you feel like you don’t have the controls. You get to make the decisions and that includes how you treat people along the way. Be gracious, helpful, and accommodating and they will do whatever they can on their end to help you get through the hoop.

Would you like to streamline and create processes for your routine emails? Here are a couple of tools in your Outlook you can use to create your emails in advance and send them without you even sitting in front of your computer.

Create Your Distribution List

If you haven’t already done so, this is accomplished by going into the Contacts section of your Outlook. Select New and click on Distribution List. You can either add email addresses with Select Members or Add New. You can enter in Notes the purpose of that distribution list, assign it a Category, as well as other nice little features. Give the distribution list a Name and then Save & Close.

Create your email message.

Sending a Message at a Specified Time

In Outlook 2007, once you have completed the content and addressed with your distribution list:

1. Go to your Options tab and select Delay Delivery.
2. In the Deliveries options portion of the form, check Do not deliver before: and indicate a date and time and Close.
3. Send.

You may want to edit your Outlook frequency for sending and receiving.

1. Select Tools and then Options.
2. Click on the Mail Setup tab and then click the Send/Receive button.
3. Check Schedule an automatic send/receive every and enter how many minutes. Every ten minutes would keep you pretty current with incoming and outgoing mail.

That’s the really simplified version without getting overly complex and time intensive, but very easy and gets the job done. However, you will need to make sure that you have Outlook open and are able to send and receive for this to work.

Please feel free to let me know if you find this helpful.  Also submit your suggestions or ideas on how you simplify your emailing process.  Everyone has a set of circumstances that brings into account different techniques. Would love to hear what yours are. Also, don’t forget to share with your colleague if this is the perfect information they may be looking for.

We understand the value of lists, but do we really use them to our best advantage? Is your life complicated? Lists can uncomplicated it and give it more structure. Is it uncomplicated? A list can give you direction in where you want to go in life. Is your life controlled externally, making you feel like your days are dictated by the urgencies of others or circumstances? Make a list.

There are lots of different kinds of lists:

• The To-Do List
• The Christmas List
• The Wish List
• The Shopping List
• The Goals List
• The Procedures List
• The Master List

What got me to thinking about lists were a couple of things:

1. During the week, I work my 8-hour shift, eat dinner, and go to the gym. Needless to say, my place blows up through the course of the week and I am left with lots of cleaning and organizing through the weekend.
2. Two things I need to make a priority to do each day is going to the gym and sending out resumes for promotional positions.

This would consist of a list for each day.

1. Create lists of goals.
2. Break those goals down into their respective tasks of what it takes to achieve them.
3. Incorporate a task from each important goal into the list for each respective day.

Doing something small each day removes it from being a large task later on.

Here would be an example of my Monday:

As you can see, from 7:00am to 5:00pm and the end of the day would be pretty consistent. If I workout 2 days on and 1 day off, that would give me Wednesdays to run an errand during that time, write on here, get in some reading time, or go out with friends or family. My weekends would have room to go to the lake, ride my motorcycle, go to a museum or gallery, have coffee with a friend, have a spa day, or do absolutely nothing. I will be accomplishing all the things that are important to reaching my goals without making me feel like I don’t get a day off to just relax. Those days are important too.

So start creating your lists.

Create a list for:

• Work
• Family
• Home
• Social
• Community
• Spiritual
• Health / Fitness
• Educational
• Fun

You will be amazed at the progress you make in only a couple of months, how much you will rediscover and nurture you, and how much more joy you will bring into your life by living more consciously. You will still have time for the spontaneous, probably more time by living your life with purpose and on purpose.

What a great day… and it’s Valentine’s Day! It is a beautiful day outside and I get to hear the horse carriages trotting around my corner waking me up this morning with an Old World feeling. There are days when it is so amazing to get to wake up in Old Sacramento. All the lovely couples will be down here treating their sweetie to a gorgeous day of interesting shops and restaurants and either sitting alongside the river or sitting on the deck enjoying a cocktail on the Delta King overlooking the river. Old Sacramento really gives you that Old West feeling when women were ladies and men were gentlemen.

In two days, the 16th, it will be my birthday and I feel kind of spoiled today. I usually take the whole week for my birthday because I have Valentine’s Day, President’s Day, and I take the week off from work. Yes, I have this week off. Also, this year starts the 2010 Winter Olympics and the United States is doing pretty good and we’re ranking pretty decently. So grab your cup of coffee because I’ve got something for you. My gift to you. I know it’s my birthday, but I love to share great things.

Goal setting and evaluating my accomplishments and my “stupid” moments really hit me around my birthday. That is why I joined the gym in November and set the goal to weigh 145 by my 45th birthday (I am super duper close) and weigh 125 by the end of May (that’s my daughter’s birthday). Also, big decades are motivators, this being 2010. So my big reflective milestones every 5 years.

I failed to mention this to you at the beginning of the year, but you still have time to catch up. My first gift is for you to check out Darren Hardy’s blog at the Success blog (this is one of the links I share on the sidebar). He is literally giving away his Designing the Best 10 Years of Your Life for FREE. I actually paid for this last year and it is the exact same material, with accompanying worksheets (downloaded PDF), for all who register for their blog feed. What I love about this idea is that it is like joining a massive Mastermind group. You can read and participate in the comments. With the written material, this interaction isn’t available. So how awesome is that?!

If you use Firefox, I do, you can use Add-ons. Here is the second part of my combined gift to you. Grab the add-on called “Read It Later.” I mentioned in an earlier article that I purchased the iTouch for my birthday. I love it and have a technique for utilizing it in your productivity. “Read It Later” can be downloaded as an App to your iTouch or iPhone, and it’s FREE.

I am able to save my Google Reader items that have some length to them and sync to read it later on my computer offline if I choose, but this isn’t where I really need it. If I’m sitting at my computer already, than I can read it. I need it for when I can use it productively away from my computer. Such as, commuting and you are not the driver, waiting in an office, standing in a lengthy line, etc. For me, I use it when I’m on the cycle at the gym.

Yesterday, for my one hour cycle workout, I listened to music in the background for the rhythm intensity to keep my legs pumping me into a sweat and read my Darren Hardy blog. “Read It Later” has you sync for offline. Here is my learning lesson for you after using it yesterday in my workout. You can sync for offline web and/or text viewing. I only had it on web viewing. It’s pretty, but small and on the iTouch you are not able to zoom. So, my suggestion would be to sync the text view for readability.

So with the combination of these various technology items, you can still be productive during your downtime when you don’t have access or it isn’t reasonable to have your computer in front of you. It is a great series and I promise you will get so much information, ideas, and motivation by reading it. You don’t have to sign up to view the blog, but you do to access the worksheets and the worksheets are a great supplement to the program. I highly suggest it. Darren also does videos, which were not a part of the written material purchased last year. So the program has really expanded with how he has incorporated this being a live participation model. Do not leave this site without checking it out.

I promise, you will love what he is doing with this program. Like me, I can’t afford the thousands of dollars it costs to go to week-long seminars, and I don’t have the time. This is like an online education/seminar for everyone who participates for FREE. I know there are some people who don’t tend to value information or things unless they have to pay for it, but I am telling you that it is the same thing and, to be honest, an expanded version of what you had to pay for just a year ago. So I appreciate Darren for offering this to so many people who can use it, but can’t afford to pay for something like this and who need it the most to acquire the skills, techniques, and tips that it takes to be successful.

So, Happy Valentine’s Day to you, Happy Birthday to me, and I wish you all great success.

I would love to hear from you if you decided to join and your thoughts on the program and any other ideas you have that make you productive and encourages your success. I also hope you find information here helpful, so please share with the people who could you positive things in their life. Also let me know how fantastic your Valentine’s Day is. I’m off to see my mom for Valentine’s Day and I texted my daughter to tell her she is my lovely Valentine’s girl. Did you tell your special people how amazing and appreciated they are today? Well… get to it!

With great love and affection to my Sparkle peeps.
-Layne

1. Craigslist. You can search for jobs in your location in “Jobs,” you can post your resume in “Resumes,” you can post your services in “Services,” “Gigs” also offers some interesting opportunities as well, as well as searching by keyword(s).

2. Be specific. Is there a particular industry or company you would like to look for? Go straight to their website. Most companies have an “Employment” page. If it is by industry, make a list of the companies in your area and find their website for their employment page.

3. Search Google for “Best Companies to Work for in [City] [State]. That’s where you put the city and state you are looking to work. In Sacramento we have a magazine called Sacramento Magazine that does an issue called Great Places to Work. Many major cities will have a similar magazine for the locals to get to know and enjoy their city.

4. Attend Chamber of Commerce events. There are events that you can attend for free and you don’t have to be a member. You will be able to get to know some of the businesses that are out there and what they do. It is also an opportunity to network. Just look up your local Chamber of Commerce’s website “Events” or “Calendar.”

5. Network with the people you know. Let them know that if they hear of any opportunities to keep you on their radar. Or if you like the company or industry they work in, ask them questions on what you need to do to apply.

6. LinkedIn. LinkedIn is a social networking site for professionals. You can join groups related to what it is that you do, you can list on your page that you are looking for job opportunities. There is a tab for jobs that relate to keywords that you list that will populate on your Home page if anyone lists a job opportunity. There is a “Find Jobs” tab to search job opportunities posted on LinkedIn. In the “More” tab you can find Events.

7. Government. Check out your local government. There is city, county, state, and federal. There is a bit of hoop jumping to these and the process can take some time, but it is well worth pursuing just to add more opportunities to your basket of eggs. You can also go to the USAJobs website. They won’t list everything available to the city, county, state, and federal, but the details of the job will provide you with links you can go to in the different areas of government service. Search Google to go directly to each government’s website by typing in, “State of [state] jobs,” “County of [county] jobs,” “City of [city] jobs,” and so on.

8. State Employment Office. California has a department call Employment Development Department that has offices where you can use their computers to take a typing test (at no charge for the speed test certificate), use their computers to create your resume and cover letter, and provide you with valuable resources for job and training opportunities.

9. Search. Two really great keyword searches is “[City] job banks” or [City] job listings.” These will provide you with a wide range of links to search.

10. Use your college resources. Many colleges have an employment department and being part of their alumni allows you to have access to their resources. Which reminds me, check out local college and business school websites in their employment section. They are not listed in the government sites and you won’t always find them in newspaper ads. I have rarely come across them in the conventional employment searches, so look up their direct websites. The perks with working for a college or university can include continuing education classes.

There is also the “old school” method by checking out your local newspaper, as well as looking at the smaller papers. Sacramento has a great paper call the Sacramento News & Review that is published weekly with information, event listings, and job ads. Also Yahoo and Monster. I wanted to give alternatives that would not necessarily have quite the volume of response, but would not discount these resources. The problem I have with using Yahoo, Monster, and newspaper ads is that, more than ever before, the ads listed are from employment agencies or temp services and wanted to minimize those in your search.

I hope this list gave you some ideas that you would not have thought of and expands your job search base. Jobs aren’t in just one place anymore, being the local newspaper back in the day. They are all over. Part of the responsibility of finding a job is seeking out and researching all your available resources. It is up to the job seeker to do their due diligence in what it takes to find your job.

Ultimately, make sure that you have your resume done well. It does not need to be done “professionally,” but it does have to be clean, organized, and error-free when it comes to spelling and sentence structure. Make it easy for the employer to scan over your resume and quickly assess the skills and experience you have to offer. Also, make every effort to have it reflect in your background what they are looking for in the position you are requesting to fill. With regards to the cover letter. A standard letter is fine as long as you have identified it well to personalize the content for the position, industry, and person you are sending it to.

There are still a lot of opportunities out there. Don’t take it personally if you are not selected. Keep going and keep your confidence intact. I never see it as a competition, its about finding the right opportunity and fit that is as individual as each one of us.

If you know someone who would love some additional ideas to get them motivated, take time to send this over to them. They’ll appreciate it. Also, I encourage your comment to give others ideas on what you have found helpful in searching out job opportunities. And, if you could use someone to look over your resume and give you suggestions, it is a service I provide and would be happy to discuss.

I attempt to lead a relatively simple and, to a certain degree, quite a minimalist lifestyle. Sometimes that makes me feel like a bit of an outsider at times. Not always going with the direction of what would be considered “normal” or necessarily mainstream. Not so much a follower of the population, but I do try to follow my heart, listen to my intuition, and keep my eyes open for “signs.” I don’t mean to sound metaphysical, just to express that, with all the craziness of trying to keep up, I make every effort to retain my perspective, the idea of who I am and want to be, and my sanity by not getting bogged down by all the activity that takes place around me that can steer me off of who I inherently am inside or question the greatness that is within me and provoke me to act in a way that is against my best judgment or call into question my morals and values of what I believe is right. Living my life with integrity that represents the core of who I am, the contribution that I make with the people I interact with each day, and the appreciation I receive when I am authentic.

What You Already Know

There are things that you already know about yourself. What you like, what you don’t like. Do you find when you do something that you already know you don’t like, you find yourself disappointed? I do. So why do we keep doing it? Is it thinking that there will be a different outcome? Or that the situation deserves another chance? I love trying new things, new foods, new styles, new destinations, meeting new people. That’s different. When you continue to do things that you know doesn’t work for you, what does it take to make you clear your closet of that and replace with something that doesn’t work for you with something new that may be even better.

Moments of Epiphany

It dawned on me that I don’t look good in grey. I love black and white, those are always my classic colors, but grey completely washes me out and makes me look and feel drab. I know I have a pair of grey pants, so why do I keep them? To reduce the clutter in my life for what doesn’t work for me it is time to get rid of the grey in my life. I also have a wide array of lipstick colors, but there is only one that I always “want” to wear, because no matter what I wear it always looks great. I do have a second color that adds a little punch, and I stroke a bit of my favorite over the top of that. I can also wear just about any gloss over the top of my favorite and it looks fabulous. So why do I hold onto the rest of the colors? I keep thinking if I wear pink, the pink lipstick would look good; or I would wear red during the Christmas holidays, but when I do, I don’t think it is my best color. What I should do is toss all the lipsticks that are taking up space and stick with my “classic” and splurge every once in a while on a fun gloss to mix things up. I’ve also come to realize that black eyeliner is just too much for me and the browns always make my blue eyes that much more bluer. The solution… get rid of the colors that don’t make me feel good, get colors that do make me feel good, and try some new colors that just might make me feel good.

You Have So Many Choices

I loved working in law, I also loved working in engineering. I find both industries to be dynamic, interesting, intellectual, and challenging. I’ve worked in other industries and find them rather boring in comparison. So why haven’t I focused on finding more work that is in line with law or engineering? I guess I never took the time to realize some of the specifics about what I love about being a executive professional other than being really good at getting things done and how to get things done. Still, the industry in which you work can provide passion in the details of what you are doing and why.

Create a List of You

I’ve written in the past about making a list of what you want to accomplish and listing what you need to do to get there. But, I never suggested, starting your list of assessing who you are and what you already know you love or what makes you feel good. If you use this as a starting point, you are able to hone in on what activities or goals are really a perfect match for you, instead of chasing after what you think you should be doing. You will avoid a lot of wasted time and disappointment by going after things that really make your spirit sing. I don’t regret working in the various different industries. After all, that is what helped me discover more clearly what I do love in the work I do. I can also expand on the skills I provide because I have become more conscious of what I naturally have a knack for, what I struggle with, or what I’m really not very good at.

Make It Work For You

I work out at the gym five or six days a week. There are times when I can’t wait to get into the gym that day and am actually looking forward to it. Other days, I have to literally drag myself to the gym, but once I get there, I am full steam and motivated. I didn’t think I would like the elliptical, but found it to be less stressful on my knees and, after a while, now find myself enjoying it as I get into the rhythm of the music for the pace that makes me feel pumped up. I didn’t think I would enjoy the cycle because I am sitting down, I think I could be accomplishing much more aerobically by doing something else. Now I find the cycle almost meditative, I’m able to decompress on the cycle and even watch a movie, and still break a sweat. I also spend an hour on the elliptical and a half-hour on the cycle to offset my thinking that I am not pushing myself like I should. I tend to feel intimidated by weights, but have found that I can get through them very quickly and find myself already done. So I have found ways that make my workouts enjoyable, makes me look forward to going in each day, and feel like I’m missing out when I don’t go. The pros: I feel more fit, my weight is more manageable, and I’m reaching health goals. The cons: being early in the year, the gym is sometimes pretty crowded and it is almost like “Where is Waldo?” when looking for a piece of equipment. I don’t care for crowded locations to a certain degree and would prefer a lighter amount of traffic that makes me feel like there is more air and space flow that surrounds me. So I go as late as possible without getting out of the gym at midnight when I have to get up early in the morning.

Just Do It!

By eliminating what doesn’t work for you and replacing it with the things that do, you create more balance in your life. Believe it or not, many times it is the “things” in our life that we don’t let go of, knowing that it isn’t right for us, that clutters our minds and our life. By removing these things, you allow better things to come into your life, whether you know it or not. And you become more particular and more focused on what you already know works for you to allow them in. This includes friendships and relationships. You and I are sometimes the very people who set up our own roadblocks by letting the unimportant take up space in our lives. We allow it take up residence in our psyche thinking we have a reason for letting it be there.

Don’t! Get rid of what is unnecessary. Make room for what makes you feel good. There are some things that you just can’t change at this very moment, but you can make a concerted effort to step away for a moment to clear your mind space and come back centered and focused. Sometimes you may just need to let what is going on around you just sort of flow past you. To let the energy around the activity sort of pass by with very little reaction from you. To just not take that day so seriously. And, sometimes, to just take a personal day and step away to shake off and let some of the intensive energy settle in order to get back in, hopefully with your perspective, your energy, and your authentic self to reemerge.

Thank You

We are continually on a journey of self-discovery. Find appreciation in the things that make you remarkable; find appreciation in the remarkable things around you; find appreciation in the little things that come your way; find appreciation in the challenges that you take on and overcome along the way that make you stronger, wiser, and more patient.

Find the Grace of God in each day, whenever you can.

If you find this article helpful, pass it on to someone who can use a boost.  If you know someone who always seems overwhelmed or a bit harried in life taking over, this article might remind them of their value and the importance of taking the time to appreciate themselves.  And, if you liked this article and it really kind of hits home with you, leave a comment and let me know.  I would love to hear from you and hear about what keeps you authentic.  And thank you for stopping by to visit with me.

I have come across a great resource worth sharing.  It is located on the Office Arrow website and titled, The Effective Executive Assistant, A Guide to Creating Long-Term Career Success.

When I first started writing on my website to give tips, ideas, suggestions, and information for the professional, it was because I tried looking for information that related to the administrative field.  I couldn’t throw a stone and hit anything worthwhile to inspire me in my profession.  This blog has opened up a wide range of other websites to come into my radar and I am grateful to be able to share some of these with you.

The publication that I speak of here is a 61-page PDF.  To download the document, you must sign up to their website.  Don’t worry, the sign up process is simple and easy, very basic.  There are choices for membership, but I chose the Basic and the Basic is free, which gives you access to a lot of information and various templates, so you will find the information definitely worth the “free” price of signing up.

The document breaks down the various elements of the field as an Administrative Professional.  If you are looking at it as a career option, it will tell you what an assistant is and does, what core competencies or characteristics and skills it entails, and the types of assistants there are.  It will give you an idea of the type of setting and environment you would be working in, as well as covering the various myths associated with the position.  The final portion details great suggestions in creating a successful career as an Administrative Professional, concluding with an extensive resource listing and a recommended “Reading List.”

They really did a good job putting together a beautiful document that flows well and is chock full of information.  It really gets to the meat.  It is not necessarily a “How-To” reference, that would be more along the lines of an Office Handbook.  So if you are looking for a great resource for information on what it takes to be an Executive Assistant or what you should be doing to elevate what you are doing as an Executive Assistant, this material will give it to you.

So go over to their website, sign up, and check out a great website of information to keep you at the top of your game.  You can be just one of many assistants that are out there or you can be that “one in a million.”

The Question

I received a question that I’m sure most executives want to ask. There are quite a few VA services out there, as well as online services that the executive or business owner can locate and advertise for a virtual assistant. The problem I have with most of these services, is the VA bids on the job, hoping to make, what?, $5 an hour. Not for me. The client does not pay for office space to house me, doesn’t have to provide me with a desk and computer, and doesn’t have to provide me with medical or take care of the taxes associated with employing me. Why would you pay any less than what you would for a traditional assistant.

I don’t really know the track record on many of the assistants on these services. My understanding is many come from overseas and there will be a bit of language barrier. They may be able to speak the language, but the translation and how they may interpret the instructions of the assignment may be less than what you get from a seasoned professional assistant. I’m not necessarily dissing the services, they do provide income for those who are looking for some extra change, and I do mean only “extra.”

My point on this is,

Remember, you get what you pay for.

So don’t pretend to be surprised.

Nevertheless here is the question:

Layne,
Is it possible to provide such a service virtually? I work all over the world, and I’m not so sure.
W

This Was My Response

Sure. Having worked in the standard “cubicle” world for years, the majority of communication, tasks, and assignments go through email now. Email has become so prevalent that you will find that there is less direct communication with the administrative assistant in today’s office. Most of the time I feel I can get more done working from home without the interoffice distractions. With IMing such as Yahoo, if you need to get the attention of your assistant, that would actually work more efficiently because the boss does not have to interrupt their work flow by personally walking to the assistant for requests. Documentation is all electronic as the office has become more paperless to a certain degree.

So you have the ability to communicate on different levels, have less disruption in your own work processes, and receive documents quickly through electronic transfer. You not only get the actual electronic documentation for your records and files, if necessary, all you should have to do is send to print or forward electronically to the party that needs it. You can even permit to have your assistant use an electronic signature and lock up the document or convert to PDF.

There are some tasks that require someone to be in the office, such as filing or meeting and greeting clients. The end result is, when working with a trusted and highly skilled assistant, you save time, money, and the need to babysit the time and activities that an in-house assistant does. When an assistant isn’t busy in the office, you pay for that down time. Sure there is busy work, but the point is, you pay for only the time it takes to get the assignment done. Just communicate clear objectives on the details, expectations, and any deadlines so there is less likelihood of misunderstanding or receiving an assignment that does not meet the criteria you expect. Start with simple projects, develop a relationship, and work up to the more complicated assignments as the you and the assistant become familiar with each others style.

I hope this helps.

Further Thoughts & Costs

I actually got to think about the further details that went into retaining a quality assistant after I posted this.  I wrote a college paper that detailed the cost of hiring an employee.  Let me list a few:

1. Time (is money) for partners to discuss the need to fill the position.
2. Time spent putting together the ad to list for hire.
3. Cost for the various mediums to use (i.e., want ads in the local newspaper, Monster.com) or if using a medium that is free (i.e., Craigslist), the time to repost until the position is filled.
4. Time spent taking and assessing each resume.
5. Time spent setting up interviews.
6. Time spent in interviews (is there more than one manager included?).
7. Time wasted on no-shows (this still happens).
8. Time for second interviews.
9. Time for hiring process and paperwork.
10. Time spent training.

This is just the hiring process.  I must admit if you choose to go with a virtual assistant, many of these costs are eliminated or greatly reduced.  A manager can research Virtual Assistant services and, as I mentioned above, start them out on simple tasks.  Also the work is contracted.  You don’t have to keep them for a month to work out the bugs if you don’t want to because you feel that you have invested so much time, energy, and money on hiring this individual, you would have to do the process all over again. Ugh!  Also, when it is time to let the person go, with an employee you have to pull a Donald Trump, “You’re fired!”  Working with a virtual assistant, at least in the beginning it is understood that the first project or first several projects are a sort of analyzing of whether or not to continue with their services.  You can always move on if it’s not the right fit.  No hard feelings (if done professionally of course on the sides of both parties).

Working with a virtual assistant is a partnership.  Something like dating or marriage.  As long as both parties are satisfied with the quality of the relationship it will continue.  Keep in mind that the virtual assistant is a business owner as well, they can decline to provide service if they feel that it is not a good match as well.  What I like about this scenario is we are talking about providing a relationship that encourages trust and respect.  We could all treat each other that way.

What are your thoughts? I thought it was interesting that this person actually works all over the world. Wouldn’t he/she in essence be working virtually anyway? Participate in your comments with your thoughts on the pros and cons of an assistant working virtually or is it really necessary to have someone in your office to get an assignment done properly. Interested in hearing different views.

I am an electronic techie geek.

I actually fell into this by accident. I actually started out as a hairdresser in California. I have always been creative and hair, beauty, and style was always interesting to me. And, it seemed, I was pretty good at it. I always had friends and family who wanted me to do their hair or change their look. Soon after getting my Cosmetology license, I met the man of my dreams, got married and pregnant, and we were soon moving to different states when he decided to leave the Air Force. We moved to Ohio, where he was from; then off to Pennsylvania, for his college to work on airplanes (he used to work on fighter jets); and then to Minnesota where he took a job with one of the big boys (at the time) with Northwest Airlines. The excursions that took us outside of California eliminated my ability to work as a “beauty consultant” as each state requires its own licensing. I was moving around to too many different states to keep up.

So off to college I went to attain knowledge in a profession that was more “practical” with my circumstances. So I chose the certificated program, “Legal Secretarial Specialist” at Rasmussen Business College in Minnesota. I chose to take the most difficult administrative program with the thinking that I could work in the administrative field in any industry and any state. This was the time when home computers were starting to take off and my little nomadic tribe of a family decided to get one. The days of DOS.

That is where it all began. Whenever we had problems with the computer, I was the one who was asked to fix it. Most of the time it was about how slow the computer would run. So I picked up books on DOS and learned the various macro systems that would increase the speed, ran the defrag program, and tweaked his games so they seem to run seamlessly as he enjoyed shooting things up.

I got a job with a law firm who represented several cities as the “City Attorneys.” They did a large amount of criminal documentation that was given to the assistant as dictation. Before I came on board, every word was typed in. Most of the information was for the offenses and redundant, used over and over again in most of the Criminal Complaints. This was when WordPerfect was the only choice for word processing and most law firms still use this software today. This is where I honed my skills in creating templates and macros. After that, we were able to get the Complaint done within days instead of weeks. This was also when “reveal codes” was a necessity to examine because you did not always print what you saw onscreen. This was before WYSIWYG. I still use reveal codes to see the details of what is in a document today with Word.

That is the evolution of my electronic techie geekiness. I have since built my own desktop computer, that is still wicked fast today, even though most of the time I work on my laptop.

I am always surprised when I come across administrative assistants who still use the computer and various applications as a glorified typewriter. The programs offer so much functionality and access to creating truly creative and dynamic ways of presenting information. Most have a handle on the more intermediate applications of programs today. You have to in order to keep up with the needs a company has in presenting information.

Today.

I continue to keep up with technology by visiting the various sites you see on my sidebar to learn new skills and applications that the various programs can do. I don’t go out and buy the really big books like I used to, but would like to. I also keep up with the new programs shortly after they are offered. I usually give a little bit of time for the company, usually Microsoft, to work out the bugs. And then I am off and running.

I find the program that I probably live in the most in today’s technology age is the Calendar. I use the “Task” function a LOT and should probably do a write up on that because there is so much you can do with it. The Calendar also houses the email system. Email has become the method of communication. No longer is the boss coming to you with the request of a project or task, it is now being sent via email.

On my quest to seek out technology that simplifies my life, I was greatly interested in the new iTouch with the Apps feature. I had put it off for quite some time as I was hoping they would come out with one that had the same GB as my current one, which they now call the “Classic.” However, I decided to go for it.

There is a bit of a back story to the reason why I ended up getting it before they hit 120 GB. I thought I lost my “Classic” at the gym. I know, God forbid. On my way to Best Buy, I stopped by the gym and, shocking to me, someone had turned it in. YAY! So I began to reassess my purchase. I started thinking, “Well this month is my birthday. You wanted to get this in the past, so what would you get yourself instead for your birthday?” I could get a nice pair of shoes, or maybe go to the bookstore, or maybe something that I needed. I decided on the iTouch.

One of the reasons I actually wanted the iTouch was for the functionality that of a PDA (Personal Digital Assistant). I used to have a Palm, but something went crazy on it. I also had a Palm phone when I was on Verizon. I could carry all my information with me wherever I go. I realize that many of the phones have the various features, but I didn’t find the features to be quick and easy to use on the phone. After all, that isn’t their primary function. The iPhone has all of this, I realize, but I am not with AT&T. However, I am a big fan of Apple and have had the iPod for many years. So getting the iTouch was upgrading, again. I still hope to get a Mac. Maybe next year’s birthday gift.

I downloaded some Apps and am really interested in getting back to you on my impression of a free app called “Intuition: Mom’s Assistant.” I also read about an app called “Siri Assistant,” which I hear is phenomenal, but can only be used on the iPhone. Oh well.

I would love to hear from you what programs, features, and technology you just can’t live without. What makes your job and life easier? What helps you to be more efficient, productive, organized, and sane?

Don’t forget to take a look at the sidebar for websites that offer tutorials and tips on making you the “go to” person in the office when something techie needs to be done.