25 top tips for ultimate pa
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Transcript of 25 top tips for ultimate pa
25 TOP TIPS FOR THE
ULTIMATE PA
Presented by Shilpa Wymer
Tel: 020 7025 4700
web: www.pitman-training.com
The Ultimate PA
16% - Boss regularly takes their recommendation on business
decisions
17% - Stand in for their manager at meetings at least monthly
29% - Undertake projects for wider organisation weekly
Survey by Hayes of 1700 PAs
1. MAKE IT YOUR BUSINESS
Get an induction:
- What does the business do?
- Who are the clients of the business?
- Who are the principle people in other
departments?
- How do all the departments work together?
2. CHOOSE CAREFULLY
It’s a Yin/Yan relationship!
3. BE ALL EYES & EARS
Keep asking questions.
3. BE ALL EYES & EARS
“My role is to know as much as I
can about what is happening in the
business and to make sure I know
everything that is going on around
me within the divisions so I can
make my boss aware of the key
issues and develop action plans.”
4. THINK LIKE YOUR BOSS
Learn about the world of business
• Balance sheets
• Profit & Loss
• How the Stock Market works
• What influences share prices
Use Google Alerts!
4. THINK LIKE YOUR BOSS
Two essential Pitman Training Courses:
• Introduction to Business Structure & Law
• Understanding Business Accounts
5. POLISH UP YOUR COMMUNICATION
How do you sound?
Slow down
Keep your communication simple
Get to the point
6. SAY IT LIKE IT IS
Practice assertiveness
“When you use assertiveness you can negotiate
reasonable changes by stating directly what you
think, feel and want”
6. SAY IT LIKE IT IS
When stating your preference
“My Preference is__________.”
“What I’d like is____________.”
6. SAY IT LIKE IT IS
When expressing your feelings:
“I feel ______ when_________.” (make it specific)
6. SAY IT LIKE IT IS
When making requests
“The pay rise is not what I hoped for. I was
expecting at least a 10% increase.”
6. SAY IT LIKE IT IS
When disagreeing with someone
“I disagree with you when you
say__________.”
6. SAY IT LIKE IT IS
When saying yes or no without excuses.
“I am unable to attend that function”
(say no more)
7. EASY AS ABC
Managing Time
Plan at the same time everyday
Use one planner
Write a to do list everyday
Prioritise your to do list
Start with the A’s
Cross off items
Leave time for emergencies
7. AS EASY AS ABC
Managing Paperwork & Emails
Block out time
Handle paper only once
Reduce filing trays
Emails – create Rules (more on this later)
Bin business cards – Use CamCard
7. AS EASY AS ABC
Quickly Scan
& Store
Business
Cards
7. AS EASY AS ABC
8. TAKE TWICE DAILY
Your role is to manage your boss!
Communicate with them about
What YOU are doing and what
THEY are doing.
8. TAKE TWICE DAILY
a.m. Meeting
What are they doing today?
What are you doing today?
What other tasks need to be included on your
list?
8. TAKE TWICE DAILY
p.m. meeting
How did their schedule go
today?
What were the outcomes of
your tasks that day?
Anything they need to be
aware of first thing before your
a.m. meeting?
8. TAKE TWICE DAILY
Keep it Brief
Face to Face or Over the Phone
Between 10 – 30 minutes
9. TWO WAY STREET
Treat their PA with respect
Ask them how they are each day
Invest in their personal and professional
development
Listen to them
Say “thank you”
Realise their PA has a life outside of work
Keep their PA in the loop
10. CREATE RULES
Automatically perform actions on incoming and
outgoing messages based on criteria you establish ie:
Forward to your manager all messages sent by a specific
person when it arrives in your inbox
Automatically assign certain emails to folders or sub-folders
Set up on-screen alerts when you get a message from your
boss
Flag each meeting request or meeting update you receive
from your manager
10. CREATE RULES
Flag message in Outlook with coloured Quick
Flags to help classify them or mark them for
action
Use the 6 different colour flags to identify items
for different kinds of follow-up
10. CREATE RULES
How to set-up on screen alerts when you get an email from VIP
10. CREATE RULES
11. MEMORY MASTER
Just make
sure
you’re
data is
backed-up
regularly!
12. PIVOT TABLES
Interactive table that allows you to quickly
summarise large amounts of data
Rotate, filter, or display the details for areas of
interest
12. PIVOT TABLES
Month Type Salesperson Sales Units Region
Jan Dairy Jenkins 2868 5611 West
Jan Beverages Smith 8725 6890 North
Jan Produce Jones 67158 2652 South
Jan Dairy James 4356 5636 East
Jan Meat Jenkins 9662 3400 North
Feb Produce Smith 1328 2861 West
Feb Beverages Jenkins 3571 5178 South
Feb Dairy Smith 6758 7817 South
Feb Beverages Smith 4953 5889 West
Feb Meat Jones 4923 124 South
Feb Meat James 1666 744 West
Feb Produce Smith 1450 234 West
• What are the
total sales
by
salesperson
for each
product by
region?
12. PIVOT TABLES
12. PIVOT TABLES
12. PIVOT TABLES
12. PIVOT TABLES
13. STAY IN SCHOOL
“80% of those interviewed used less than 10% of the
functionality that Microsoft Office offered”
14. PLANES, TRAINS &
AUTOMOBILES (& HOTELS)
Window or aisle?
Special dietary requirements?
What hotels do they prefer?
What sort of room do they prefer?
14. PLANES, TRAINS &
AUTOMOBILES (& HOTELS)
Tripit Enter all
travel detail
such as
flight times,
hotels,
dinner, etc
14. PLANES, TRAINS &
AUTOMOBILES (& HOTELS)
Citymapper
14. PLANES, TRAINS &
AUTOMOBILES (& HOTELS)
Wikihood Cool stuff to do
when they get
there!
15. BECOME A PROJECT MANAGER
What’s the objective of the project?
What departments are involved in this
project? And which particular people?
What partners, suppliers and other
parties are concerned in the project?
What is the budget and where has it
come from?
What specific plans have already been
proposed?
15. BECOME A PROJECT
MANAGER
Caterers
Transport
Printing
Visitors
Press information
Venue
Speakers
Equipment
Final Checks
15. BECOME A PROJECT
MANAGER
Evernote Premium
A notebook with all of your ideas,
receipts, links and clipped pages of
venues, caterers, menus contact
information for contractors, bills, notes,
and a project plan, neatly organized
15. BECOME A PROJECT
MANAGER
16. BECOME A CRITIC
www.venuefinder.com
www.opentable.co.uk
www.zomato.com
www.zagat.com
LinkedIn – join Executive Secretary Group
17. MAKE FRIENDS
6 ways to make people like you:
Become genuinely interested in other people
Smile
Remember that a person’s name is to that person the sweetest and most important sound in any language
Be a good listener
Talk in terms of the other persons interests
Make the other person feel important
How to win friends and influence people
- Dale Carnegie
18. LEARN THE SHORTCUTS
Ctrl + 1 – Single line spacing
Ctrl + 2 – Double line spacing
Ctrl + 5 – 1.5 line spacing
Learn to Touch-Type!
19. USE YOUR PHYSICAL SPACE TO
CREATE AN IMPRESSIVE PRESENCE
Body Language - 55% of the perceived
impact of your overall message
20. DID YOU WRITE THAT
“ People who cannot write and communicate
clearly will not be hired, and if already working,
are unlikely to last long enough to be considered
for promotion”
National Commission on
Writing (US Body)
21. MIRROR, MIRROR
Too Low? Probably!
Dress for your shape
Dress for your business
Invest in a good haircut
22. SHHH – CAN YOU KEEP A
SECRET?
23. AT A LOSS FOR WORDS
Instead of “No Comment” try:
“I am unable to reply to that”
“ I will do what I can to help but I can’t
guarantee the outcome when others are
involved”
“I will pass on your comments, but I can’t
promise that he/she will return your call”
24. STAND OUT FROM THE
CROWD
Make time to learn new skills that help you stand
out from the crowd
25. DON’T LOSE YOURSELF
Are you where you want to be?
Are you enjoying it?
What have you done this month
that has grown you?
25. DON’T LOSE YOURSELF
Get to the gym
Go to yoga
Meet up with friends and family
Go to a gallery
Watch a movie
What next?
We’ll email each attendee the presentation
Contact us if we can help
www.pitman-training.com