25 top tips of highly effective PA's
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Transcript of 25 top tips of highly effective PA's
25 TOP TIPS OF HIGHLY 25 TOP TIPS OF HIGHLY EFFECTIVE PA’sEFFECTIVE PA’s
Presented by Shilpa WymerManaging Director & Principal
High Holborn, Notting Hill & Paddington
Tel: 020 7025 4700web: http://www.holborntraining.co.uk
WHAT’S THE DIFFERENCE WHAT’S THE DIFFERENCE BETWEEN A SECRETARY AND A BETWEEN A SECRETARY AND A
PA?PA?
““A secretary is told what to do, whereas a A secretary is told what to do, whereas a PA tells the boss what to do”PA tells the boss what to do”
1. MAKE IT YOUR BUSINESS1. MAKE IT YOUR BUSINESS
Get an induction:Get an induction:- - What does the business do?What does the business do?
- Who are the clients of the - Who are the clients of the business?business?
- Who are the principle people in - Who are the principle people in other other departments? departments?
- How do all the departments work - How do all the departments work together? together?
2. CHOOSE CAREFULLY2. CHOOSE CAREFULLY It’s a Yin/Yan relationship!It’s a Yin/Yan relationship!
3. BE ALL EYES & EARS3. BE ALL EYES & EARS
Keep asking questions.Keep asking questions.
4. THINK PINK4. THINK PINKLearn about the world of business• Balance sheets• Profit & Loss• How the Stock Market works• What influences share prices
GUIDE TO FINANCIAL MARKETSBY MARC LEVINSON
5. POLISH UP YOUR 5. POLISH UP YOUR COMMUNICATIONCOMMUNICATION
How do you sound?How do you sound? Slow downSlow down Keep your communication simpleKeep your communication simple Get to the pointGet to the point
6. SAY IT LIKE IT IS6. SAY IT LIKE IT IS
Practice assertivenessPractice assertiveness
“When you use assertiveness you can negotiate reasonable changes by stating directly what you
think, feel and want”
6. SAY IT LIKE IT IS6. SAY IT LIKE IT IS
When stating your preferenceWhen stating your preference
““My Preference is__________.”My Preference is__________.”
““What I’d like is____________.”What I’d like is____________.”
6. SAY IT LIKE IT IS6. SAY IT LIKE IT IS
When expressing your feelings:When expressing your feelings:
““I feel ______ when_________.” (make it specific)I feel ______ when_________.” (make it specific)
6. SAY IT LIKE IT IS6. SAY IT LIKE IT IS
When making requestsWhen making requests
““The pay rise is not what I hoped for. I was The pay rise is not what I hoped for. I was expecting at least a 10% increase.”expecting at least a 10% increase.”
6. SAY IT LIKE IT IS6. SAY IT LIKE IT IS
When disagreeing with someoneWhen disagreeing with someone
““I disagree with you when you I disagree with you when you say__________.”say__________.”
6. SAY IT LIKE IT IS6. SAY IT LIKE IT IS
When saying yes or no without excuses.When saying yes or no without excuses.
““I am unable to attend that function” I am unable to attend that function”
(say no more)(say no more)
7. EASY AS ABC7. EASY AS ABC
Managing TimeManaging Time
Plan at the same time everydayPlan at the same time everyday Use one plannerUse one planner Write a to do list everydayWrite a to do list everyday Prioritise your to do listPrioritise your to do list Start with the A’sStart with the A’s Cross off itemsCross off items Leave time for emergenciesLeave time for emergencies
7. AS EASY AS ABC7. AS EASY AS ABC
Managing PaperworkManaging Paperwork
Block out timeBlock out time Handle paper only onceHandle paper only once Reduce filing traysReduce filing trays Bin business cardsBin business cards
8. TAKE TWICE DAILY8. TAKE TWICE DAILY
a.m. Meetinga.m. Meeting What are they doing today?What are they doing today? What are you doing today?What are you doing today? What other tasks need to be included on What other tasks need to be included on
your list?your list?
8. TAKE TWICE DAILY8. TAKE TWICE DAILY
p.m. meetingp.m. meeting How did their schedule How did their schedule
go today?go today? What were the outcomes What were the outcomes
of your tasks that day?of your tasks that day? Anything they need to be Anything they need to be
aware of first thing before aware of first thing before your a.m. meeting?your a.m. meeting?
9. TWO WAY STREET9. TWO WAY STREET
Treat their PA with respectTreat their PA with respect Ask them how they are each dayAsk them how they are each day Invest in their personal and Invest in their personal and
professional developmentprofessional development Listen to themListen to them Say “thank you”Say “thank you” Realise their PA has a life outside of Realise their PA has a life outside of
workwork Keep their PA in the loopKeep their PA in the loop
10. CREATE RULES10. CREATE RULES
Automatically perform actions on incoming Automatically perform actions on incoming and outgoing messagesand outgoing messages
11. PLANES, TRAINS & 11. PLANES, TRAINS & AUTOMOBILES (& HOTELS)AUTOMOBILES (& HOTELS)
Window or aisle?Window or aisle? Special dietary requirements?Special dietary requirements? What hotels do they prefer?What hotels do they prefer? What sort of room do they prefer?What sort of room do they prefer?
12. STAY IN SCHOOL12. STAY IN SCHOOL
““80% of those interviewed used less than 80% of those interviewed used less than 10% of the functionality that Microsoft Office 10% of the functionality that Microsoft Office
offered”offered”
13. MACROS13. MACROS
What is a macro?What is a macro?
A series of commands and instructions that A series of commands and instructions that you group together as a single command to you group together as a single command to
accomplish a task automatically”accomplish a task automatically”
13. MACROS13. MACROS When would I use them?When would I use them?
• To speed up routine editing and formattingTo speed up routine editing and formatting• To combine multiple commandsTo combine multiple commands• To automate a complex series of tasksTo automate a complex series of tasks• Inserting standard text into documentsInserting standard text into documents
14. PIVOT TABLES14. PIVOT TABLES
Interactive table that allows you to quickly Interactive table that allows you to quickly summarise large amounts of datasummarise large amounts of data
Rotate, filter, or display the details for Rotate, filter, or display the details for areas of interestareas of interest
14. PIVOT TABLES14. PIVOT TABLES
14. PIVOT TABLES14. PIVOT TABLES
15. BECOME A PROJECT 15. BECOME A PROJECT MANAGERMANAGER
What’s the objective of the project?What’s the objective of the project? What departments are involved in this What departments are involved in this
project? And which particular people?project? And which particular people? What partners, suppliers and other parties What partners, suppliers and other parties
are concerned in the project?are concerned in the project? What is the budget and where has it come What is the budget and where has it come
from?from? What specific plans have already been What specific plans have already been
proposed?proposed?
15. BECOME A PROJECT 15. BECOME A PROJECT MANAGERMANAGER
CaterersCaterers TransportTransport PrintingPrinting VisitorsVisitors Press informationPress information VenueVenue SpeakersSpeakers EquipmentEquipment Final ChecksFinal Checks MiscellaneousMiscellaneous
16. BECOME A CRITIC16. BECOME A CRITIC
www.deskdemon.co.uk
www.toptable.co.uk
www.urbanpath.com
17. MAKE FRIENDS17. MAKE FRIENDS
6 ways to make people like you:6 ways to make people like you:
Become genuinely interested in other peopleBecome genuinely interested in other people SmileSmile Remember that a person’s name is to that person the Remember that a person’s name is to that person the
sweetest and most important sound in any languagesweetest and most important sound in any language Be a good listenerBe a good listener Talk in terms of the other persons interestsTalk in terms of the other persons interests Make the other person feel importantMake the other person feel important
How to win friends and influence peopleHow to win friends and influence peopleDale CarnegieDale Carnegie
18. LEARN THE SHORTCUTS18. LEARN THE SHORTCUTS
Ctrl + 1 – Single line spacingCtrl + 1 – Single line spacing
Ctrl + 2 – Double line spacingCtrl + 2 – Double line spacing
Ctrl + 5 – 1.5 line spacingCtrl + 5 – 1.5 line spacing
19. USE YOUR PHYSICAL SPACE19. USE YOUR PHYSICAL SPACE
Body Language - 55% of the Body Language - 55% of the perceived impact of your overall perceived impact of your overall
messagemessage
20. DID YOU WRITE THAT20. DID YOU WRITE THAT
“ “ People who cannot write and communicate People who cannot write and communicate clearly will not be hired, and if already clearly will not be hired, and if already
working, are unlikely to last long enough to working, are unlikely to last long enough to be considered for promotion”be considered for promotion”
21. MIRROR, MIRROR21. MIRROR, MIRROR
Dress for your shapeDress for your shape
Dress for your businessDress for your business
Invest in a good haircutInvest in a good haircut
22. SHHH – CAN YOU KEEP A 22. SHHH – CAN YOU KEEP A SECRET?SECRET?
23. AT A LOSS FOR WORDS23. AT A LOSS FOR WORDS
Instead of “No Comment” try:Instead of “No Comment” try:
““I am unable to reply to that”I am unable to reply to that” “ “ I will do what I can to help but I can’t I will do what I can to help but I can’t
guarantee the outcome when others are guarantee the outcome when others are involved”involved”
““I will pass on your comments, but I can’t I will pass on your comments, but I can’t promise that he/she will return your call”promise that he/she will return your call”
24. STAND OUT FROM THE 24. STAND OUT FROM THE CROWDCROWD
Make time to learn new Make time to learn new skills that help you stand skills that help you stand out from the crowdout from the crowd
25. DON’T LOSE YOURSELF25. DON’T LOSE YOURSELF
Are you where Are you where you want to be?you want to be?
Are you enjoying Are you enjoying it?it?
What have you What have you done this month done this month that has grown that has grown you?you?
25. DON’T LOSE YOURSELF25. DON’T LOSE YOURSELF
Get to the gymGet to the gym Go to yogaGo to yoga Meet up with friends and Meet up with friends and
familyfamily Go to a galleryGo to a gallery Watch a movieWatch a movie
Want the notes?Want the notes?
Log on to:Log on to:
http://www.holborntraining.co.uk