Owner: The Professional Assistant URL:http://www.theprofessionalassistant.net Join Date: Thu, 11 Oct 2007 11:27:48 -0500 Rating:0 Site Description: Would you like to know some tips and tricks of the trade? Look no further. I will provide you with up-to-date information on organization, prioritization and even some technical information on keeping your work and life organized, without losing your marb Site statistics:Click here
Health & Safety: Simple Rules 2007-10-11 09:34:53 Here's an interesting article I found on another Administrative Assistant's blog:Health
& Safety
: Administrative Assistants.Ergonomics have been around for many years, but most people don't realize that this can eventually be bad for your health, if you don't follow the steps mentioned in this article.You can find more tips on health care benefits by clicking on this link to this article.If you have any questions, suggestions or comments, please feel free to click on the "comments" link below and leave some feedback. If you are reading this via feed or e-mail, please click on the title link and post your comment via web.Until next time,Take care - of your clutter!
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, Simple
, Simple Rules
Getting Annoying E-mail Alerts? 2007-10-10 09:44:46 Do you receive annoying e-mail alerts through your Outlook that pop up every time someone sends you an e-mail? You probably noticed that small somewhat transparent window that pops up at the bottom right corner of your screen.This can actually cause more stress and less productivity. If you really need this, so be it. If not, you can allow only a small envelope to show up, which doesn't display the from and subject fields.Here are 4 simple steps to do this:Open Outlook (if you haven't already done so).Click on Tools, Options, E-mail Options, Advanced E-mail Options.Than you will get a screen like this:Un-check the Display a New Mail Desktop Alert (default Inbox only) box and make sure to have the Show an Envelope icon in the notification area box checked.This will definitely decrease your stress level and remember not to check your e-mails every minute, unless that's part of your job.If you have any questions, suggestions or comments, please feel free to click on the "comments" link Read more:Annoying
8 Steps to Archiving E-mails 2007-10-09 15:28:28 Do you archive your e-mails in Outlook? You really should, since it's become the norm for many companies that have the Sarbanes-Oxley Act.Just imagine that a client calls you up and states that they never ordered your product/service and doesn't want to pay for it. What do you do? Well, you can go back to your old correspondence that you and your client had via e-mail, to show that they agreed to this.Here are 8 simple steps how of you can archive your e-mails. I will also explain on how to retrieve these, if you ever need to back to one of them.Click File, then Import and Export.Click on Export to a File.Click on Personal Folder File (.pst).Click Filter.Now, you can search for particular types of criteria, such as time frames, who you received/sent e-mails from/to, etc. - it really depends on what you want to archive, which you specify here.Type in the file name that you want to use as well as the location and choose the option that best suits your needs below. It's always best to
7 Ways to Great Customer Service 2007-10-09 09:32:44 Do you find that the term "The Customer
is Always Right!" seems to be the important part of your job? Well, unfortunately, this is true, since if a client is happy with your service, they will refer other clients to your firm. Then those clients will refer other clients, etc. Then, of course, there's the opposite effect of this, which can really hinder your company.Here are 7 ways to make and keep customers happy:When a client comes to you with an issue, make sure to take the time to apologize (sincerely) and deal with the issue as soon as you can. Don't shift the client to another colleague, make sure to take care of the issue yourself.Make sure to keep a professional demeanor towards the client. The last thing you want to do is go on ranting and raving about the issue or their attitude.Ask the client if you can send out a comment or survey form, so that the client can truly voice their opinion about what happened. They might even think of some suggestions on how to rectify the prob Read more:Great
, Service
Viral Linking for Blogs 2007-10-08 08:32:13 If you are looking for ways to improve your GOOGLE PAGE RANKING and TECHNORATI RANKING, I recommend that you give ViralLinking
or Viral Tagging a chance. All you need to do is follow these four simple instructions and you're on your way to increasing the number of links to your blog.Copy and paste the entire matrix of “ViralTags” below.Substitute the Host Tag and one of the “ViralTags” in the matrix with your anchor text of choice containing your blog’s URL. Please keep anchor text to a maximum of 4 words to keep the matrix size manageable.When you get a ping back from someone that has your link in one of their “ViralTags”, practice good karma by copying his/her Host Tag’s anchor text (automatically the associated link will also be copied) and paste it over one of your “ViralTags” below.Encourage and invite your readers to do the same and soon this will grow virally.==== Copy and Paste below this line ====Host Tag: Office Trends & TipsBlogging Mix - Blog About Read more:Blogs
Binder Label Tip 2007-10-05 09:48:51 If you are in a bind for binder labels, here's a quick tip I found on a blog article that will definitely help you in the interim:Secretaries helping Secretaries...: Binder label tipIf you have any questions, suggestions or comments, please feel free to click on the "comments" link below and leave some feedback. If you are reading this via feed or e-mail, please click on the title link and post your comment via web.Until next time,Take care - of your clutter!
Read more:Label
Label Clips for Filing Piles 2007-10-03 14:17:08 If you are having trouble with your filing system, here's a great way to lighten the load and organize your files a little better.PileSmart label clips can be used to label piles by topic, subject or whatever you would like to use them for. You can even write directly on the labels with a pen or pencil. These are availalable in packs of 24.To check out more details of this product, visit the Pendaflex website.If you have any questions, suggestions or comments, please feel free to click on the "comments" link below and leave some feedback. If you are reading this via feed or e-mail, please click on the title link and post your comment via web.Until next time,Take care - of your clutter!
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, Filing
, Label
A New Domain Name 2007-10-03 07:56:38 An update on this blog. I have changed the domain name for my blog to www.theprofessionalassistant.net. This will make it easier for everyone to remember.If you know of anyone that would be interested in reading or subscribing to this blog, please pass on the word.If you have any questions, suggestions or comments, please feel free to click on the "comments" link below and leave some feedback. If you are reading this via feed or e-mail, please click on the title link and post your comment via web.Until next time,Take care - of your clutter!
Wristband Flash Drive 2007-10-02 14:14:55 Here's an interesting product that I found in a magazine. It's basically a USB flash drive that you can wear as a wristband. It's actually an older model, since it can only cary up to 256MB, but they do have other sizes available at Imantion.If you have any questions, suggestions or comments, please feel free to click on the "comments" link below and leave some feedback. If you are reading this via feed or e-mail, please click on the title link and post your comment via web.Until next time,Take care - of your clutter!
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Main Job Priority - Poll 2007-10-01 11:24:03 The first voting poll for this site has been completed. Here are the details:Money was the number one reason of what people's main priority.Other factors came in second, vacation time was third and no none was interested in benefits.Benefits should actually be one of the more important aspects of work, second to money (of course). The reason behind this is that if you don't have your health, you won't be able to work. You can find more information on a recent post about insurance benefits through work.If you have any questions, suggestions or comments, please feel free to click on the "comments" link below and leave some feedback.Until next time,Take care - of your clutter!
Pen & Highlighter - All in One! 2007-09-28 12:52:46 Here's an interesting product I found in a magazine. I know it's for those who like nifty little gadgets, but this does make life just a little easier for you.The new Bic Duo ball pen and highlighter - all in one!Whether you are taking notes or wanting to highlight something or both during the same time, this fits the bill. It's available in black or blue ink.If you have any questions, suggestions or comments, please feel free to click on the "comments" link below and leave some feedback.Until next time,Take care - of your clutter!
Read more:Highlighter
7 Steps to Improve Your Filing System 2007-09-27 13:03:20 Are you having trouble with your filing system? Don't know how to organize yourself and things are starting to pile up?Here are 7 simple things you can do to improve your filing system:Try filing your documents into file folders, then put them into hanging file folders. This will prevent clutter, but don't put too many file folders in the hanging file folder, since it could break over time. If you really do have to put a lot of files in a folder, place a rubber band around the folder.Place your most current files in the front of each file folder, for easier access. This will also help you find information faster and help you be more organized.Try using colour tabs or colour file folders for different categories that you have.Make sure you file your file folders in alphabetical/chronological order, depending on what works for you.If your filing cabinet gets too full, take out the oldest files and store them in a box or even archive them off site (if you have this option). Make sure t Read more:Filing
, Improve
, System
Networking Office Documents 2007-09-27 11:52:03 Do you have trouble getting onto your company's network while out of the office? Do you need to access that spreadsheet or presentation right away? Here's a quick solution for you - Google Docs.If you need to change or create any new Word, Excel or Powerpoint document, this is the place to do it - anywhere you are, as long as you have an internet connection. You can share the files with anyone that you want in a very secure manner.If your boss is asking you to change some information on a spreadsheet, you can simply log into the website, make the changes and your boss would be able to see them (in real-time). Just make sure that you provide access to the person that needs to see these documents. You can open a chat window to discuss with your boss of the changes that you've made or are going to make. You can even present information from these documents to everyone that's signed on at that time.Click here to see a video of how Google Docs works. The video is not of high standards, Read more:Documents
No Spell Checker? 2007-09-27 11:51:21 Don't have any access to a spell checker? Why not use Microsoft Word!This is the simplest way to make sure that you don't have any spelling mistakes. Just copy your text directly into Word and run the spell check - simple as that.You can also take a look at my post on "How to Not Write E-mails", which has a section on using the spell check function. Remember, you can't always rely on it.If you have any questions, suggestions or comments, please feel free to click on the "comments" link below and leave some feedback.Until next time, Take care - of your clutter!Update:A reader has pointed out that proofreading your document is the last step, which is the most important step.
Read more:Checker
Getting Paid to Lose Weight at Work 2007-09-25 11:51:54 Do you want to get paid to lose weight during work hours? Would your management adhere to this new rule?Here is an interesting article I found regarding getting paid to lose weight during work. All of us are under a lot of stress during work hours and start packing on the pounds because of it. Well, this article might help you along with getting some of that weight off. You just have to run it by your boss and see if they agree.What do you think of this new plan? Send me your thoughts!If you have any questions, suggestions or comments, please feel free to click on the "comments" link below and leave some feedback.Until next time,Take care - of your clutter!
Read more:Getting Paid
, Weight
Using Your Phone in the Washroom? 2007-09-25 09:24:02 Have you ever walked into a washroom and noticed that someone is either talking on their cell phone or checking their e-mail on their Blackberry?I find this quite unusual, but it's actually quite commonplace to see this more and more often. People are so busy with their lives that they can't even go to the bathroom without having to do some sort of business with clients or chat with their friends. This mentality will get people's stress levels higher and higher, which will cause major health problems.One word of advise - let the phone ring, get to the e-mails when you are out of the washroom! It also annoys people that are in the same room as you. Have some common courtesy for others.What do you think of this scenario? Do you check your e-mail or chat on your cell phone in the bathroom? Send me your comments on this by clicking on the "comments" link below.Until next time,Take care - of your clutter!
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Health Care Benefits - Do You Have Enough Coverage? 2007-09-24 15:45:41 Health care benefits are a vital importance in an employee's life. Having a good selection of benefits through work can help productivity in the office.Life is a balancing act and trying to juggle work and personal life can be difficult for some. That's why it is so important for employers to realize that providing adequate health care benefits to their employees is crucial. Employers would actually spend less on benefits as opposed to down time, such as sick days, if an employee is feeling stressed.Stress is the number one cause of staff members' productivity dropping. This can also lead to depression, which can cause the employer more down time and even short term/long term disability payments. Then the firm has to hire temp help to get the original staff member's tasks going, so they don't fall behind and the company doesn't suffer.The more benefits, such as psychological services, chiropractic services and physiotherapy, you have and the more coverage you have, the better cha Read more:Benefits
, Coverage
, Enough
, Health
, Health Care
Do's and Don'ts of Office Romance 2007-09-24 15:44:55 Have you ever had an office romance with someone? Have you ever witnessed an office romance and thought if this was a good idea? People do it all the time, all across the world. Most people even admit to having an office romance at some point in their career.The advantages:You might meet "The One" that you've been looking for.You get to see the person everyday (this can also be a negative, depending on how you look at it).You get to take lunch and breaks with that person.You share common interests, since you work at the same firm.The disadvantages:Gossip will start around the rumour mill quite quickly and have to try to keep it to yourselves.Spending too much time with the person might affect your productivity. Arguments on a personal nature might even break out.If you get into too many relationships at work, you might be viewed as someone that is displeasing.The choice is yours. But if you do decide on an office romance, make sure to weigh the facts before you start one up.If you hav Read more:Romance
Strangest Job Interview Pitches 2007-09-24 15:43:39 Here is an interesting article that I found on the net about the strangest job interview pitches.It basically talks about odd things that people have said in an interview that are quite different than what you would think of. Some of the comments mentioned here are quite funny. Just remember not to say any of these things mentioned.Hope you enjoy a little laugh from this post.If you have any questions, suggestions or comments, please feel free to click on the "comments" link below and leave some feedback.Until next time,Take care - of your clutter!
Read more:Pitches
5 Benefits to Hiring a Virtual Assistant 2007-09-24 15:42:59 Have you ever wondered what the term "Virtual Assistant
" means? You keep seeing "VA" mentioned quite a few times, but not sure what it is.Basically, a Virtual Assistant is an Administrative Assistant that works usually from home or out of the office setting, as a freelancer. He/she would perform the same tasks and duties as any other Administrative Assistant, but in quite a few different ways:Getting paid only for the work being done, so there's no downtime.There is no time spent on breaks and lunches, so you don't end up paying extra for these.No benefits to pay.Learns and understands your business as they go along.You advise them of what tasks need to be done and they complete it in a timely manner, of which you only pay what services need to be done.They understand the concept of entrepreneurship, since they own their own business as well.If you are thinking of hiring a Virtual Assistant, go to the Canadian Virtual Assistant Connection site to find one that would suit your busines Read more:Benefits
, Hiring
Why Lock Your System at Work? 2007-09-24 14:44:15 Do you feel that your colleagues might do something through your computer? Do you feel safe enough to leave your computer on and everyone can see what you are doing?If not, here's a quick technical tip for you:Hold down the "Windows" key (located between the CTRL and ALT keys) and hit the "L" key. Your account will be locked and only people that know your password as well as any Administrator can log into it.This function will only work with Windows Professional versions.If you have any questions, suggestions or comments, please feel free to click on the "comments" link below and leave some feedback.Until next time,Take care - of your clutter!
Read more:System
Blog Action Day - Help Save the Environment! 2007-10-15 09:34:08 Are you interested in helping the environment? If so, here's your chance to help out by spreading the word. Click on the image on the left to find out more information.My company actually has a few ways to help with recycling. We always ship old toner cartridges back to the manufacturer, which doesn't cost us a penny. We also recycle all paper products and shred any confidential documents, just in case.One of the best programs that we've implemented was to ask all employees within the building of any ideas that could help recude waste. One person thought of enabling the screen saver and power down functions on everyone's computer. Imagine how much money we can save each day!If you want to enable your screen saver and/or power options, follow these simple steps:Right-click anywhere on your desktop (that doesn't have an icon in that area).Click Screen Saver and then you can adjust the settings there.On that same screen, you have the Power... button, which can help you adjust your co Read more:Action
, Environment
Office Functions - Should I Donate? 2007-10-12 09:33:45 Do you find yourself having to dish out cash for a function that you either don't want to attend or feel that you haven't known the person that's retiring, having a baby, etc. for a long time?Most people actually feel this way, since if they just started working with the firm, it can be quite embarrassing and uncomfortable. Just tell the person that's in charge of the event that you would like to contribute something, but feel that you haven't known the person for long enough and would not like to participate. Make sure to do this as a one-on-one conversation and ask the person to keep it confidential.If, on the other hand, you are willing to participate in these functions, here are some quick guidelines to keep things in line:Ask staff members to contribute a voluntary amount, instead of specifying an exact figure. This will make them feel more comfortable by contributing what they want.Send out an anonymous envelope or general e-mail to all staff members, so they feel more comfo Read more:Donate
, Functions
4 Ways to Keeping Your Desk Clean 2007-10-19 09:29:23 Do you find that you have too many things on your desk? Papers keep piling up and you can't seem to get organized?Here are some sure-fire ways of getting your desk cleaned up and being able to find what you are looking for at a snap of a finger:Once you receive incoming mail or documents, make sure to file them appropriately, throwing out any parts that need to be recycled or thrown in the garbage. Clipping mail together and filing them either on your desk or in trays will speed up the delivery process.Arrange your workstation (if possible) in a manner of where you would be able to access supplies in arm's reach distance, such as stationary, filing cabinets, etc. Also, try to purchase a computer tray that goes under your monitor for more room and a chair that has wheels, so you can move around quickly and easily.When you receive documents to file or need to file documents after you've completed the task at hand, make sure to file them either right away or at a designated time each d Read more:Clean
Post-It Sortable Cards 2007-10-18 09:44:56 Do you find it difficult to organize and/or prioritize your tasks? Do you need to assign tasks to others in meetings but not sure how to start?The solution is 3M Post-It Sortable Cards
. Here are some of the uses for this great product:Write all tasks to be completed on each card with a timeline of when it needs to be completed. Then just sort in priority order.You can carry them to your meetings and provide quick reference information.Break down projects into manageable pieces by allowing everyone to contribute what their tasks will be on each card.All staff members involved in these meetings can bring back their cards and advise of what tasks are complete, partially complete, etc.These cards will make your and your colleagues' work lives much simpler.If you have any questions, suggestions or comments, please feel free to click on the "comments" link below and leave some feedback. If you are reading this via feed or e-mail, please click on the title link and post your comment via web.
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