How to Excel as an Administrative Professional Rockhurst University Continuing Education Center, Inc.

Transcription

1 How to Excel as an Administrative Professional

2 Learning Objectives 1. Identify ways to project a professional image. 2. Distinguish passive, assertive, and aggressive behavior. 3. Construct a powerful relationship with the boss. 4. Arrange and organize priorities. 5. Discuss strategies for being more productive.

3 Learning Objectives, continued 6. Demonstrate powerful communication techniques. 7. Practice handling difficult people. 8. List ways to gain credibility in your organization. 9. Design a program to promote a work/life balance.

4 Definitions Cutting edge the foremost part or place Extraordinary going beyond what is usual, regular, or customary Merriam Webster Dictionary

5 First Impressions First impressions go all the way to your feet. Fifty five percent of first impressions are based on sight. It takes ten different encounters to change a first impression.

6 Power Robbing Mannerisms and Behaviors 1. Facial expression 2. Voice tone 3. Fidgeting 5. Head 6. Posture 7. Other patterns 4. Eye contact

7 AA Skills for the 21 st Century 1. Project management 2. Organizing and maintaining multiple schedules 3. Internet/Intranet communications and research 4. Document preparation, storage, and retrieval, with emphasis on electronic recordkeeping 5. Customer service and public relations

8 AA Skills for the 21 st Century, continued 6. Purchasing office equipment and supplies 7. Planning meetings and special events 8. Creating and giving presentations 9. Interviewing, orienting, and supervising other staff

9 Proofreading Tips Read from hard copy. Double space your drafts. Read backward for misspelled words. Separate editing from proofreading. Have someone else look at your work. Read aloud.

10 What Is Assertiveness? Assertiveness is the ability to honestly express your opinions, feelings, attitudes, and rights, without undue anxiety, in a way that doesn t infringe on the rights of others.

11 The Benefits of Assertiveness 1. Communication becomes clearer and more concise, which reduces misunderstandings and clarifies expectations. 2. Resentment, frustration, and other tensions that block peak performance are minimized. 3. Employees become problem solvers rather than victims of a system they believe they can t control.

12 The Benefits of Assertiveness, continued 4. Employees concentrate on what s within their control, rather than what s beyond their control. 5. Assertive behavior can actually reduce physical and mental stress in the workplace.

13 CAMP Debrief What was easy about this exercise? What was challenging? What was a surprise? How will it be different in the work world? Where can I apply this technique at work and at home?

14 Although fate presents the circumstances, how you react depends on your character. Anonymous

15 9 Great Deceivers That Keep You Powerless to Prioritize 1. I have no control. 2. Everything is important. 3. I don t know my boss s priorities. 4. I ll do it all myself. 5. I ll just work late to catch up.

16 9 Great Deceivers That Keep You Powerless to Prioritize, continued 6. Piling it on my desk will remind me to do it. 7. Setting a goal will help. 8. I have to do everything. 9. I have to meet everyone else s deadlines.

17 Time Matrix Urgent and Important Not Urgent and Important Urgent and Not Important Not Urgent and Not Important

18 The 20 Biggest Time Wasters, from The Time Trap by Alec Mackenzie 1. Management by crisis 2. Telephone interruptions 3. Inadequate planning 4. Attempting too much 5. Drop in visitors

19 The 20 Biggest Time Wasters, from The Time Trap by Alec Mackenzie, continued 6. Ineffective delegation 7. Personal disorganization 8. Lack of self discipline 9. Inability to say no 10.Procrastination

20 The 20 Biggest Time Wasters, from The Time Trap by Alec Mackenzie, continued 11. Meetings 12. Paperwork 13. Unfinished tasks 14. Inadequate staff 15. Socializing

21 The 20 Biggest Time Wasters, from The Time Trap by Alec Mackenzie, continued 16. Confused authority 17. Poor communication 18. Inadequate controls 19. Incomplete information 20. Travel

22 Information Control System Refer Act File Toss

23 Finding the Right Filing System to Weather the Paper Blizzard Subject Alphabetical Priority Chronological Numerical Geographical

24 The Hazards of Multi tasking Loss of time and productivity switching between tasks Decreased memory ability Problems communicating with co workers Potentially fatal lack of attentiveness Increased stress

25 Voice Mail Messages Begin voice mail message with your name, phone number, and a headline that encapsulates the message. Include action steps. Be concise. Conclude every voice mail by leaving your phone number a second time.

26 How to Appear Calm and in Control When You re Feeling the Opposite Breathe Visualize Take a time out

27 Character is what you have when nobody is looking. Marie Dresslar