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© 2010 Administrative Sparkle Blog
My current book of reading is “Business and Administrative Communication” by Kitty O. Locker and Donna Kiengler. I decided to mindmap my notes of information I would like to be able to easily refer to. You will find a pdf link below the graphic of what I’m learning for Chapter 1.
Download the MindJet Viewer
Any user is free to download the MindManager viewer application. This is a standard Windows installer which is installed directly on the system. The viewer will open any MindManager .mmap files in read-only status. The viewers are capable of reading notes, utilizing hyperlinks, opening attachments and standard navigation of map files. The viewers currently do not perform other more advanced functions. The standalone viewer version is based on MindManager 7 for Windows and MindManager 7 for Mac but can open files created in MindManager 8. For a Mindmanager 8 version viewer, use the standard trial of MindManager 8. When the trial expires, it will still function as a read-only viewer.
Business Communication Management and Success (pdf)
Business Communication Management and Success (pack & go zip file for Mindjet)
I need a little feedback here. I tried loading a dynamic pdf, but was unable to. I then converted the completely expanded version. I have separated the topics onto additional PDF pages for a less cumbersome view. Special note, unfortunately, with the PDF version, you will be unable to view the notes and links. Personally, it’s big and you will have to “zoom” in to get it at a readable size.
I did load the “Pack & Go” version and you will need to download the MindJet Viewer (link above) to see the notes and hit the links.
This is my test version to figure out the best way to share my MindMaps. I would appreciate your thoughts on this.
Be looking for the forthcoming chapters and I look forward to your comments and thoughts.
My latest challenge involves using distribution lists when all users access the same “Global” directory.
THE SCENARIO
I work for the State of California. One of my tasks was to manage the Branch’s distribution lists. Adding new staff and removing staff who have left. Quite a few months ago IT created new distribution lists, distribution lists that I did not have permissions to edit in order to keep them current. The distribution lists recreated in the “Global” do not reflect the continual revolving door of staff leaving and coming on. So, in the interim, till IT is able to resolve the issue by giving me the necessary permission or, in the alternative, maintaining the lists themselves, I created distribution lists that I could send to the entire Branch staff for use.
This fix however does not resolve the issue for outside departments and units who do not receive my distribution lists, which are sent by email as attachments and saved in each person’s personal Contacts directory, such as the Receiver’s office.
Nevertheless, I was asked by someone from another department how I was able to send my distribution lists to other people to use and directions on how to transfer them into their own personal Contacts directory. And, yes, I have created a reputation for knowing how to do really unusual computer stuff to people outside of my own department, even so far as departments in other locations outside of my direct sphere of contact, network, or relationship to my department. Word gets out and people let their colleagues know a resource they find valuable. Strange, but true.
So here is the step-by-step on how to save a distribution list that has been sent to you by email.
DIRECTIONS
While in your opened email with the attached distribution lists, using your mouse, you will need to “drag and drop” each distribution list, individually, onto your “Contacts” tab in Outlook. If you hold down the Shift key and mouse click on each distribution list, this will allow you to select them all and drag them collectively to your “Contacts” tab in one fell swoop.
We will use the following example distributions lists as the attached:
- Centralized Hiring (contains individual emails addresses from the “Global” directory)
- Education & Training (contains individual emails addresses from the “Global” directory)
- Planning Northern (contains individual emails addresses from the “Global” directory)
- Planning Southern (contains individual emails addresses from the “Global” directory)
- Recruitment Outreach (contains individual emails addresses from the “Global” directory)
- Selection Services (contains individual emails addresses from the “Global” directory)
- Workforce Development Branch (contains individual emails addresses from the “Global” directory, as well as the six distribution lists above). This will be the master distribution list for the entire Branch.
DIRECTIONS FOR WORKFORCE DEVELOPMENT BRANCH
This distribution list allows you to send to the entire Branch without having to select each unit distribution lists individually because we are consolidating all of them within this one distribution list. Did that make sense? I hope so.
This particular distribution list will require your edits; otherwise, it will not recognize the referenced distribution lists.
- With the Workforce Development Branch transferred into your “Contacts,” double-click on it to open it for editing.
- Delete the existing distribution lists (they are bold). The reason for deleting the existing distribution lists is because your system is looking for them on the global and they don’t exist there. What we need to do is replace them with the ones you transferred to your personal Contact list.
- With the Workforce Development Branch distribution list still open (only individual names remaining), first, select the tab titled “Select Members.”
- The “Select Members” dialog box will appear. At the top right hand side of the dialog box, just below the big red X, a drop down menu called “Show Names from the” will display your various directories. Select “Outlook Address Book: Contacts.” This is your personal directory. The “Select Members” dialog will refresh to display all the names and distribution lists that you create in Outlook.
- Scroll down to the bolded distribution lists that you added earlier and select all the above distribution lists except Workforce Development Branch distribution list, by clicking on and selecting each distribution list and then clicking on the tab “Members” just below the window of names where it says “Add to distribution list.” Once again, If you hold down the Shift key and mouse click on each distribution list, this will allow you to select them all and add by clicking on “Members” in one fell swoop.
- Click on the OK button located at the very bottom of the dialog box.
- The dialog box will disappear. One last step. On the Menu Bar, click on Save and Close.
That’s it!
REMINDER
Individual names and distribution lists will transfer as long as they come directly from the community-shared “Global” directory. If the names and distribution lists are unique to your personal “Contacts” directory, they will not transfer.
ANOTHER REMINDER
To use these distribution lists in your email, remember to access them from “Outlook Address Book: Contacts,” where it says “Show Names from the” drop down directory listing.
UPDATE
Tami left me a comment that encouraged me to probe the effect of whether my distribution lists sent by email worked when sent outside the “internal” office global directory network. This is what I discovered:
I have to admit this would be a “internal” business tip. In researching the effects when the distribution lists are sent outside the office (or office computer network), I sent the distribution lists to my home computer. Two issues arise:
1. I use MS Outlook Standard at home and MS Outlook Professional at work. My attachments come over as email messages, they are no longer distribution lists containing the contact information. This brings us to Point 2.
2. The names provided in the distribution lists come from the “internal” network global directory. Outside the office, they don’t exist.
For me, everyone starts at 100%. I always wanted to be a teacher. So every student coming into my class would start with a solid A. So instead of feeling like you have to work toward an A, it’s all about maintaining an A. This works the same way with relationships with me. I get the idea of trust being something that you have to work for or earn, but if a person already has that trust, it’s a disappointment when that trust has been violated. Therefore, I believe starting off with a relationship built on trust holds the person accountable and encourages maintaining a level of trust. When done the opposite, a person always feels like they have to establish trust and, in reality, has nothing to lose.
When starting a relationship built on trust, when that trust has been violated, the consequences are more severe. It’s not a “three strikes, you’re out” kind of thing. It’s about rising to expectations of the person you impress upon others by what you say and your actions.
People and businesses are expected to be transparent. The internet has actually made that more paramount than we otherwise thought. Transparency is about your integrity and the quality that you bring to your relationships, whether business or personal. When you talk the talk, you walk the walk. Isn’t it much easier being authentic and appreciated for the individual you are and the unique value you bring to any relationship? I think so. When you don’t, you don’t value the amazing person that you are and run the risk of being a fraud.
Here are some common signals of deceit:
- Dilated pupils
- More pauses in conversation
- More speach errors
- Fewer specific details
- More “allness” phrases – all, always, everyone, none, nobody
- Less eye contact or more eye contact, depending on the norm
- Fewer body movements or more body movements
- Sometimes more self-touching
- Sweating
- Higher-pitched voice
- Shorter verbal responses
- Flushed cheeks (when the conversation doesn’t warrant it)
- Increased blinking
- Hands to mouth, covering it or wiping/rubbing it
- Fingernail biting
- Fake cough
- Nose rub
- Eye rubbing or pretending something is in the eye
- Increased swallowing
- Chewing of the inside of the mouth
- Drying of the mouth
These are things that would subtly stand out because these mannerisms or responses are not their norm. As your sixth sense kicks in, it is natural that your own signals will reflect your doubt and give off cues of what is being said and the body signals that are being conveyed. Keep in mind that when the person lying picks up on this, they will alter their nonverbal cues to come across more believable.
Lies can generally be revealed in the details. It is more difficult to recount details along with consistency when lying than when events or intentions actually occur. Pay attention to mannerisms that are not consistent of their normal behavior and statements that are not congruent. When in doubt, go with your gut.
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I find my job dictated by the urgencies of others. I do a lot that goes beyond assisting to my executive, such as assisting other managers and staff. Here are some things I do that are outside of requests for my manager.
- Collaborating with other assistants outside my department setting up meetings for the executive’s manager.
- Creating an agenda of all-day meetings with all pertinent information.
- Proofreading all documentation to be submitted to my executive; making necessary corrections to format, spelling, punctuation, and grammar; and returning it to the manager for the corrections, as well as answering any questions.
- Contacting a resource for supplies or issues with office equipment.
- Processing new hire documentation.
- Maintaining various logs.
- Entering, tracking, and following-up on travel advance and reimbursement for approval and processing.
- Collaborating with branch units for monthly updates to budget worksheet.
- Assisting liaison to our Southern Workforce Branch.
- And much, much more.
So what can I do when the work starts piling on and it all needs to be done right now? Here are some tips that I find helpful.
Communication.
Don’t expect anybody else to know what you do every day or every minute of the day. If you are working on a full plate when someone comes up to ask you for something, let them know what you have going on currently. It doesn’t have to be in great detail, essentially informing them if it is something that you can help them with that day or later in the day. What do they need, by when, and what is entailed of the request? This way you are able to make an informed determination in when you can attend to the request.
Start your day right.
I’ll start with the obvious. Eat breakfast. I start my day with an egg and toast and, as I walk through downtown on my way into work, I pick up my cup of coffee and exchange pleasantries with people who start my day off so nicely. Upon arriving at the building I work at, I always smile and say good morning to the security staff who monitor and direct all building visitors. Then, as I begin my stroll through the halls to my little cubicle in the world, I have a ready smile and quick hello to the people I cross paths along the way. It takes me probably 15 minutes to get from my home, get my coffee, and get to my desk every morning. All that includes my ready smile and brief interactions along the way, starts my mornings off with positive momentum.
Once I take my seat, I’m like a pilot doing his/her preflight check. I boot up my computer, get documents together that are my first priorities of the day, check for voice mail, print out my executive’s calendar, get a peek on what the damage (how many) emails have surfaced since the former day, all while sipping away at my morning coffee.
I’m not a big morning person, functioning mentally anyway. That is why setting up routines are my modus operindi. My morning cup of coffee is a big part of that. The taste and smell perks me up. Setting up my office makes me feel organized and on top of what is to come.
Focus.
Focus on one thing at a time. As much as an assistant multitasks, it is still important to focus on the task at hand. For every time you are interrupted, it takes several minutes to get back the flow and concentration to an assignment. It is unavoidable to have to take phone calls, periodically check emails for prompt responses, and manage the traffic that comes through your desk, but managing and diverting distractions are an acquired and necessary skill.
Smile and don’t take it personally.
Sometimes we deal with people who are none too pleasant. It isn’t about you, it is about them. Don’t let them suck you into their world and don’t let them project their issues onto you. Remain pleasant, objective, and listen. You may not need to say anything, maybe you are just along their path of where it is they are trying to go. Be pleasant and courteous and, you never know, maybe that is all they needed to switch their own attitude.
It’s amazing how we can let other people or circumstances turn a day into crap. Don’t take it personally. For example, I actually believe I, generally, get “green” lights when driving through traffic, but every once in a while I seem to get a day where every light seems to turn red just as I approach it. It’s at those times that I remind myself that I will get to wherever it is I need to be a the right time for me, those lights are signaling me that they are keeping me from what is up ahead that could pose further delays, crazy drivers, or an accident. I keep the attitude that everything is in its perfect time and, if I try to press it before its natural course, I could very well suffer the consequences.
Walk away.
Not from the job of course, but to take a moment to step outside into some sunshine and fresh air, maybe a secluded spot to meditate for five minutes or a brisk walk around the block to do a “brain dump” and return to your desk refreshed and clear-headed.
I have read that if your job has you sitting at your desk all day to make efforts to get up and stretch every hour. That’s easy and brings you back to your surroundings. Focus is important but, like driving, you need to be aware of what is going on around you.
Take lunch.
You deserve it! I must admit, I am really bad at this. I tend to bring my lunch to my desk, thinking I will enjoy my lunch while doing some personal reading or going through some personal stuff that I brought with me. I rarely do. I end up eating and going through work email or other job-related stuff. So, if you can, try to do lunch away from your desk. It’s your time to do whatever you want and not account to anybody for but yourself. Or make a list of what you want to accomplish during your lunch hour, whether going to the gym, meditation, walking through the shopping center, paying bills for that month, visiting and enjoying a restaurant with a friend, anything that puts the focus back on you.
End your day right.
Take a few minutes to create the desk and environment you want to walk into the next morning. I realize that after a long day all you want to do is shut down your computer and go home. It is worth a couple of minutes to put things where they belong so you don’t come in the next morning facing an unorganized day first thing walking into your office. It could very well help change how you view the rest of when you first get into work.
Do something you love once you are out of the office. I call it my time to decompress. Sometimes it is coming home and cooking because I already have something interesting planned to to cook that evening. Going to the gym, I am able to vent frustrations or that feeling of being wound up. Visit with a friend who doesn’t work with you, both of you will want to talk about anything but work. With the warm weather and summer close at your heels, go to the pool and get some sunshine now that daylight is lasting longer.
Enjoy the moment.
Enjoy each moment of each day. It is easy to lose the days. It all kind of blurs past us. Life isn’t worth living like that. By enjoying the process of what you do in each moment, you create exceptional experiences. You also project a quality around yourself that others can get a feel off of, it can be a feeling that they want to be a part of that, or it makes them feel comfortable, or they just feel good when they are around you. It is just something that can’t be really identified because it comes from within. Remember to feel, touch, taste, and hear what is amazing in the moment. Live in the moment, create in that moment what you want it to be, be the exceptional person you visualize in each moment.
I believe what we do is significant. We attend to details that create ease for the executives we assist. We are not always appreciated or valued for what appears to be simple details, but in reality makes someone else’s job easier. In my own personal life, at times, I wish I had someone who did the research, set up the appointments, and processed the paperwork so all I have to do is show up. Also, unless you actually do it, you don’t realize all that goes into making it so seamless and easy. That is what you do, under the radar.
With great affection to all my professionals,
I don’t like to reinvent the wheel. Besides, it is time consuming and unnecessary. Take letters, reports, memos, legal documents, invoices, specifications, etc., any document that is used on a regular basis for your business, both internal and external. Your company should be using a standard look that represents the image they want to portray to their customers and the public. This is where templates come in. You want your documents to have a consistency that identifies the professionalism of your company.
Some people will take a report, memo, or letter that already exists and use that. This works, but there is that possibility that you will save over it and no longer have electronic documentation of the former document. If you are good about backing up your data, then you have no problem. However, in a large company, that is a hassle to request from IT to retrieve.
What a template will do is house the formatting specifications, any graphics (some companies use them on their letterhead without having to order stationery), and some of the standard language (such as used in memos). It will also prompt you to Save As, alleviating the possibility of saving over the document. There is no other choice.
To Create a Template
- Create the document just as you would any other document.
- Save As.
- Save as type, select Word Template.
- It will automatically go into a specified directory according to your Word Options. You can change the directory of your stored templates by making that change in your Word Options.
To Retrieve and Use a Template
- In the menu bar, select New. In Microsoft Office Word 2007, I have an Office Button in the top left corner of the Word Program that takes me to printing, saving, and opening documents.
- From this menu, you can select Blank Document and templates.
It’s that easy! You will love it once you get the hang of it. You will also find that you are preparing your documents much more quickly and easily than before. No more searching for the document you want to replicate, all your documents will retain consistency, and you will now be the forms and templates guru of your office.
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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:
- Go to your Options tab and select Delay Delivery.
- In the Deliveries options portion of the form, check Do not deliver before: and indicate a date and time and Close.
- Send.
You may want to edit your Outlook frequency for sending and receiving.
- Select Tools and then Options.
- Click on the Mail Setup tab and then click the Send/Receive button.
- 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.
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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:
- Time (is money) for partners to discuss the need to fill the position.
- Time spent putting together the ad to list for hire.
- 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.
- Time spent taking and assessing each resume.
- Time spent setting up interviews.
- Time spent in interviews (is there more than one manager included?).
- Time wasted on no-shows (this still happens).
- Time for second interviews.
- Time for hiring process and paperwork.
- 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.
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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.
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I just finished reading an article about whether or not blog comments are essential to a site, such as this, or not. The biggest issue that comes up from having a comment section on a site has to do with controlling spam, self-advertising, and just random crap. I take a couple of precautions for this. One is that I moderate comments seeing that it reflects what is written, as well as information that contributes to others using a plugin called Diques Comment System. I also use the WP-SpamFree plugin. I have found these two tools to be very helpful in managing the degree of random comments and allows me to focus on the quality comments. It is an extra step, but it also allows me to stay on track and respond in a timely manner.
I don’t plan to discontinue them at this time because I believe there is more than one point of view. This allows others with similar experience in what I write about to contribute or an alternative way of doing the same task. It also allows a person to disagree and detail why, an alternative point of view. I use Feed Reader to manage quite a few blogs that I like to keep up with that provides me lots of ideas and suggestions, and some purely for entertainment. Personally, I find the comments entertaining and informative.
It could be viewed as self-aggrandizing that is if you are merely looking for a “pat on the back.” I appreciate the comments for two reasons, the opportunity for someone to give their feedback and the opportunity for others to provide their experience and suggestions. Personally, I comment on someone’s blog when I feel I have something of value to contribute. Many times, as I generally read through my Feed Reader, I don’t get to view the comments, but can quickly read through the articles. I will click on the article link if I am interested in what comments others have made or would like to contribute a comment myself.
At this point, I don’t believe that a comment section is a “make or break” option for a website. However, I believe it is the quality of the content that dictates a websites traffic. If you provide quality content that is written well, your followers will come. I must admit that I don’t believe I get that much commenting. I don’t know if that is good or bad, but do find my website traffic increasing over time. This I track with both a Google Analytics plugin and FeedBurner. If people find your information interesting, they will keep coming back and will refer others who may enjoy it as well. As you will see on my sidebar, I share many of my favorites to you as I love sharing really great things, opportunities, and ideas. As if you couldn’t tell by the information that I write on here to share.
I would love to know your view on comments, whether you use them or not, and your personal experience with them. So feel free to share your experience on both the commenting and the moderating sides of commenting.
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