Productivity Skills for Executive Personal Assistants | Mackenzie Wilson | Skillshare

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Productivity Skills for Executive Personal Assistants

teacher avatar Mackenzie Wilson

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Taught by industry leaders & working professionals
Topics include illustration, design, photography, and more

Watch this class and thousands more

Get unlimited access to every class
Taught by industry leaders & working professionals
Topics include illustration, design, photography, and more

Lessons in This Class

10 Lessons (59m)
    • 1. Introduction to the Course

    • 2. Working with Your Manager

    • 3. Administrative Soft Skills

    • 4. Effective Time Management

    • 5. Tools of Trade Part 1

    • 6. Tools of trade Part 2

    • 7. Being an Effective Gate Keeper

    • 8. Organizational Skills

    • 9. Confidentiality Guidelines

    • 10. Special Tasks

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About This Class

Executive personal assistants perform routine clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.

The key difference between an Executive PA and a regular PA is that Executive Personal Assistants work with higher level managers.

Generally, this will mean working with CEOs, as well as various other company directors and high-level staff.

As most administrative tasks are taken for granted at this level, the main focus of their job involves taking initiative and complete control over their workload.

Executive PAs usually work in a corporate setting spend much of their time on a computer a college education isn’t required for this position, but …employers increasingly prefer to hire those who have completed some training.

Certain skills, such as time management and attention to detail, will be a given for almost all Executive PAs. So, productivity skills is critical for personal assistants.

There are many advantages of the career path, including increased exposure to senior management, as well as more varied work experience.

For example, you may get the chance to organize events or manage larger projects, and work with other areas of the business, such as the product or digital marketing teams.

Many Executive Personal Assistants are even finding that this exposure is opening more doors to move into other high-earning careers, and go on to become Product Assistants and Project Managers as a result of their Executive PA experience.

What will students learn in your course?
Understand how to apply tools of the trade
Learn Effective Time Management
Understand How to Become an Effective Gate Keeper
How to Work with Your Manager

Are there any course requirements or prerequisites?
No previous experience required
Desire to become a PA
Open mindedness is required

Who is this course for?
This course is for anyone who wants to succeed in the executive administrative role.

So, do you think this is a career for you? If yes, let’s get started.

Meet Your Teacher

Hello, I'm Mackenzie.

I specialise in the area of Alternative Health, Anti-Aging, NLP and Nutrition.

My classes are designed to help you heal your physical and spiritual self.

In my classes here you will learn diets, clean eating, how to improve your sleep, skin, health, detoxify, give up smoke, alcohol and prolong your life span.

I am driven by our belief in the power of flexible education to improve or build new skills and transform and change people’s lives for the better and help them to achieve their life goals.

See full profile

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1. Introduction to the Course: Hello and welcome to our Personal Assisted course. My name is Kenzie and in this course, I will share with you my knowledge and expertise in becoming invaluable PA, executive and personalised systems have always played an important role in business. This rules and responsibilities have evolved, but assistants are still vital to the profitability of any organization. Training to become an if assistant will make you a valued employee who assist management on the road to success. With that in mind, let's review our goals for today. At the end of this course, you should be able to adapt to the needs and styles of the management. Communicates through written, verbal and nonverbal methods. Improved time management skills. Manage meetings effectively, act as a film gatekeeper. Use the tools of the trade effectively. So are you ready to get started if yes, join me for this class and I wish you a happy learning. 2. Working with Your Manager: Working with your manager, all the systems work to make life easier for their employers. This requires assistance to be adaptable. While you should work in an unsafe environment, it is imperative that you adapt your communication and work style to the style needs in responsibilities of your boss. This will help ensure that you have a predictive in amiable work relationship. Adapting to their style, to not always get to choose your manager. While there is every responsibility that you will find your manager's style amiable. You must prepare yourself for a manager who presents more of a challenge, you will have to work with people you find difficult. However, you may be able to turn a negative into a positive if you take the time to understand your manager, this understanding will allow you to adjust responses appropriately. Common, difficult management styles. Authoritative commander. This management style does not respond well to criticism and expects things done a certain way. Additionally, outcomes matter more than the task itself. Approach, phase concerns, ask questions. Do not say no directly, do not volunteer information about projects unless asked. Pessimistic. This type of manager can never see the bright side of life. Time is wasted second guessing, and it is easy to become a free counselor approach. Effectively listened to determine if the negativity is justified, offers suitable solutions, but remain professional, provide positive updates whenever possible. Control freak, also known as the micromanager. This type of a person has trust issues. Every action you make is questioned in double checked approach. The best way to gain trust is to deliver projects that are complete and on time. Additionally, you should provide updates on work without being asked to anticipate their needs. Your job is to reduce the number of distractions or minor tasks that your manager has to handle. You should not expect every need to be clearly outlines for you. For example, your employer should not have to explain that. They should not be interrupted during a meeting with the CEO. You should anticipate this need and disappearing managerial needs is an essential skill that every assisted should learn. Anticipating needs requires using carmen says With each task. For example, if you schedule a flight in book, a hotel may need for printed boarding pass and a map with directions should be anticipated. By anticipating attention to the demands placed on your manager and disappearing needs before they arise, you will make yourself an invaluable employee and respected assistant. Getting your responsibilities defined while your job description will provide most of your job responsibilities, it is necessary to clarify certain aspects of your job with your employer. Much of this is based on their personal preference. You should initiate a discussion to clarify information. If your manager does not, your responsibilities will change with each manager. So you should have a conversation whenever you work for a new manager. Responsibilities to define its phone, email, or face to face communication preferable. Do you have a reminder system? Do you schedule meetings with or without consulting your employer? Is any training necessary? Once you have responsibilities outlined, you need to write them down. This will ensure that you do not forget anything. One, to take the initiative. Managers expect assistance to take initiative. However, it is important that you do not overstep your bounds. The key is deciding when it is appropriate to take the initiative. The answer will be different in every solution. Understanding when to take initiative requires you to know your employer's needs and expectations. Some managers are more comfortable with employees taking initiatives than others. So you should act slowly regardless of who your manager is. You need to begin with small tasks until you earn a sufficient level of trust. For example, you could conduct research for a project manager needs to complete. Later. You could create a PowerPoint presentation or volunteer to draft correspondence and weed out emails. Remember, only to take initiative when it is appropriate in based on your managers wants and needs. It will be easier to see when it is appropriate to take initiative the longer that you in your manager work together. However, if you believe your manager could be uncomfortable with you taken on a project, you should discuss it before taking action. Case study. This is Susan's second position as a personal assistant. She is sure that her new manager will be pleased with her and does not feel that she needs to discuss her responsibilities with him. Susan chooses to communicate with her boss using email, which her last employer preferred. She also takes over scheduling meetings because it had always been her role. Her manager soon called her into a meeting and expressed unhappiness with her perform is he only checked email at the end of the day and he considered several scheduled appointments to be a waste of time. Susan took this opportunity to clarify your manager's expectations. 3. Administrative Soft Skills : Administrative soft skills in assistant also functions as an administrator. Your job requires you to work with different people in administrative soft skills are essential for success. Developing social intelligence, business acumen, office management skills, and active listening will improve your working relationship with those around you and make your life much easier. Social intelligence. Social intelligence is the empathy, understanding in cognition that is necessary to be effective in social settings. It allows us to identify and interpret social cues in react appropriately. Empathy is the ability to understand or share feelings. Some people are naturally more empathetic in others, however, it takes more than empathy to have effective social intelligence. You run the risk of creating animosity if you react inappropriately in social situations. This requires an understanding of social norms and cultural customs. Remember that different cultures have different social cues. So you should take some time to research cultural customs when working internationally. Ways to improve social intelligence. Pay attention that to others. It is easy to become caught up in our own lives. Paying attention to others, particularly your manager, will improve your social intelligence. Practice cuz practice interrupting social cues that you see in others. Learn to interpret facial expressions and become culturally aware of those around you. Self-monitor before you blurt out a response in a social situation, think about its appropriateness. This will improve your social intelligence. Basic business acumen. Business acumen is the ability to look at the big picture and make the necessary decisions for the good of the organization. While many executives practice business acumen, assistance must also develop business acumen to be effective. Developing business acumen requires you to stay informed about the different aspects of the business in industry. Educate yourself on the financial equations and their meetings. This will allow you to see the impact your role has on the organization. Ways to improve business acumen. Research using the internet, books, and journals, network within the organization. Take classes when necessary. Practice interpreting financial reports. Pay attention to how your role affects other department's. Office Management in assistant must also operate as an office manager. This requires you to take on specific roles that are necessary in order for the department to move forward. Poor management skills will impede productivity for everyone. Skills required. Plan. Plans are essential for success, but the assistant must drive the plan forward by making sure this steps are executed. Schedule. The schedule and its details are typically the domain of the assistant. For example, you would make a list of people to attend a meeting, contact them and book The location of the meeting. Organize. The assistant must keep everything by old, organized and accessible. This includes paperwork, schedules, travel, financial papers, et cetera. Order. You will be responsible for ordering supplies. This requires you to keep a careful inventory order at the correct time. Active listening listening skills are essential for the assistant. Listening in understanding everything that is said may be difficult in a fast paced environment. This is where active listening will help. Active listening allows you to connect with and understand this beaker. Additionally, it is a skill that may be owned. Improve active listening. Pay attention faced this peaker and make eye contact. Let the speaker know that you are listening. Turn off distractions and focus on what is said. Respond. Do not Listen in silence. Respond when it is appropriate so the speaker knows you are listening. Body language will speak for you, so be aware of how you present yourself. Remain open-minded, avoids preconceived ideas when speaking with someone. The speaker to finish, do not interrupt, even if you have something to say. Paraphrase, restate what speaker says to make sure that you understand. Answer. Be respectful when you answer this speaker. Case study. Roberts was in charge of the details of accompany conference. He had to talk to a lot of people when making the plan. The keynote speaker gave him an agenda, but he was trying to multitask while he took down the information. Somehow, he managed to write down the wrong allowable time and no one was there to pick her up. Both his manager in this beaker where unhappy and Roberts had the problem of fixing the issue at the last minute. 4. Effective Time Management : Effective time management. Calendar management is essential to your time management. It is important that you keep both a personal and professional calendar in sync them in order to prevent overlap and confusion. Fortunately, there are countless applications that allow you to easily manage your calendar at home and at work. Outlook is popular and provides a color coded system and pop-ups that help you keep track your schedule. If you are in charge of your manager's calendar, be sure of what you are allowed to schedule. Steps to manage. Schedule recurring meetings and tasks for each month. Include time to travel and follow up for each activity. Include personal invocation time early or you never will. At the end of the day, review tomorrow's schedule. Schedule daily tasks, scheduled single meetings or tasks, scheduled time to reply to emails and return calls. Prepare for changes in surprises. No matter how carefully you plan, there will be surprises and changes that disrupts your schedule. While some surprises in changes or emergencies, most are interruptions that eat up your time. In the case of an emergency, you will have to change the schedule. Most of the time. However, you can take control of the situation. If you plan ahead. You need to schedule a time to handle surprises in your day and take a few steps to limit the interruptions in your work day. Steps to take. Analyze the surprise, determine if you need to address the interruption immediately or if you can wait? No. Obviously, you have to use this one carefully. However, is appropriate when an employee wants help with a minor project while you are in the middle of a major project with an upcoming deadline. Schedule, plan time when you will not be available to handle surprises and times that you will limit time. If someone does surprise you, the amount of time that you spend with the person gets straight to business and do not chat, keeping others on track. As an assistant, It is your job to help keep other people on track, particularly your manager. As the person in charge of scheduling, you, are responsible for making sure that your manager arrives at meetings on time. You need to remind your manager about meetings and help keep them on schedule. Reminders can be sent through email, given in person, or over the phone. You may also need to extend the reminders to other people attending the meeting. Project. Updates will probably be sent to you as well. You establish timelines for update and checking in with employees when if the update do not show up on time, it is not your job to hold a rover other employees, but staying aware of update of the timeline will help you keep other employees on track to complete their projects on time. And important matrix. Being able to differentiate the urgent from the important is essential for a time management. The urgent slash important matrix is a useful tool that will help you identify which tasks need to be addressed first. Urgent tasks such as picking up dry cleaning or fixing the printer, often take up too much of our time. Urgent tasks do not help you meet your goals and can become distractions. Important tasks help you meet your goals in the activities that reach the goals for the best productivity and time management give priority to the important tasks. However, you have to identify the important tasks. First, case study, Jane scheduled her calendar every day, but she was never able to stick with it. She felt like she spent her time putting out fires, but today was going to be different. Jane planned on checking email in voice messages in the first 15 minutes of her day. One of the employees caught her on the way in and he was in a panic. He told her that he lost the temporary for the meeting the next day and did not know what to do with his calendar. She retrieved one for him and he spent the next 20 minutes asking her questions about the meeting. As she was checking messages, someone ran in and told her that the printer was low on toner and she needed to change it. By the time that was done, she needed to remind her manager about a meeting. He left her with a project to research while he was gone. She would need to work through lunch to complete it along with her regular tasks. Once again, her schedule seem to be a waste of time. 5. Tools of Trade Part 1: Tools of the trade. It is impossible to be an effective assistant if you do not use the tools of the trade. The tools of the trade for an assistant, go beyond simply printing violin and taking messages. You need to become more familiar with machines, computer programs in Medicaid to become a successful assistant. If you are unsure about any job related tools, you should take the time to educate herself. Email protocol. Today, email is a necessary form of communication. Emails allow people to respond when convenient, and it is easy to save e-mails to servers and prevent the loss of valuable information. Understanding basic email protocol is essential considering that it is the main method of communication in the business world. And email is similar to a business letter, but it does not require a heading with a date in address when sending or replying to emails. There are a few basic guidelines to follow. Double-check the address. Make sure that the wrong address was not accidentally use, not double-checking, good cause problems. Cc carefully. Do not carbon copy your entire address book. Only copy people on emails when the issue concerns them. You may also blind carbon copy to protect the privacy of your recipients. Subject. Choose a subject heading that is professional in pertains to the topic. Salutation. Use Sandra greetings like a letter. Introduce yourself. If you have not met the individual body, maintain a professional tone and proofread for mistakes. Do not use all caps because that is considered yelling. Formatting. Do not overthink formatting. It is a message, not a webpage, and a basic paragraph format is typically all that is required. Additionally, you should avoid distracting fonts and emoticons. Sign-off, sign-off like you would a business letter. Office machinery. Being an assistant requires a basic understanding of office machinery. The company that you work for determines the machinery that you will use. Each organization has different needs in purchases equipment accordingly. However, some devices are more common than others. Comment office machinery includes faxes, scatters, copiers, printers, postage machines, shredder, and telephones. It is not enough to simply know how to use a piece of equipment. You should familiarize yourself with ways to troubleshoot problems. If you do not have the manuals for a full team machine, you can always look up the item online. Computer and software skills. Every Assistant needs to have basic computer and software skills. Do not expect anyone in your organization to teach you how to use a computer. The computer and software that you use will depend on the organization. You should be familiar with the basic computer skills, such as keyboard and mouse. Use external devices in retrieving files. Most companies require an understanding of Microsoft Office, which includes words for documents, excel for spreadsheets, in PowerPoint, for presentations. You should be familiar with database and the Internet. You may need to use financial software, such as Quicken. Some positions also require a basic knowledge of graphic design. Communication skills, the ability to communicate is necessary for a successful career. You need to brush up on both verbal and written communication skills if you want to make a good impression. While it is true, writing is not the main aspect of your job. You will have written skills. Remember that people will judge your abilities based on your written style. Emails, reports, memos improve reading may fall under the assistance domain. Improve writing, spellcheck, run, spell check, and grammar check on everything that you're right. Proofread. Typos occur after a spell check, proofread for grammar and spelling. Be professional. Use a professional tone in your writing. Avoid slang and informal terms. Use mistakes. Do not become offended if someone points out a mistake in your writing, learn from the mistake and do an odd, repeated. Writing is a skill that you can easily improve. Take a class from time to time to hone your writing and improve your communication technique. Assistance also need excellent verbal skills. You will need to demonstrate proper phone etiquette, plan events, and inform your manager about important topics. You may also have opportunities for public speaking. Improve verbal communication. Think. Consider everything you say. Do not simply respond. Speak clearly. Enunciate, speak slowly to be understood. Do not rattle off as fast as you type. Be confident. Make eye contact, and monitor your body language. Get to the point. Do not ramble, speed, concisely. Be sociable, remain professional while making others feel at ease. Share the conversation. Dominating the conversation will make people feel uncomfortable. Listen, practice, active listening skills. We're not always aware of how we communicate verbally. You can't ask friends and family for feedback. Model your verbal communication on others. Case-study. Jesse had more emails to write and reply to them normal in she was in a hurry. She sent out an email with employee reviews for the department attached to the head of HR. And she cc'd them managers involved. A few minutes later and employee called and asked to talk about his review. Confused by his request, she check the email and realized that she accidentally sent the email to her entire contact list rather than a single group. She sent another email asking everyone to disregard the previous communication, but the damage was already done. 6. Tools of trade Part 2: We shape our tools and our tools shape us. Marshall McLuhan, ever changing technology is shaping the job of the assistant. You must pay attention to the tools of the trade and adapt as social convention and technology changes. Keeping up with the tools of the trade will allow you to become an invaluable assistant, phone and voice mail etiquette. You are the voice of the company. When you answer the phone and make calls, it is necessary to follow basic phone etiquette so that you represent yourself, your manager, in your company. Well, identify yourself when someone calls, ask before placing someone on hold, answer the phone within three rings. Be friendly. Do not eat or chew gum on the phone. Know what you are going to say before you call someone. Limit personal calls. Do not call people before or after business hours unless prior permission is given. Voice mail is a useful tool. However, in a fast-paced work environment, Many people do not check their voicemail as often as their e-mail. You need to decide when a voicemail is necessary. If you have a great deal of information to impart, voicemail may not be the best option. When you do use voicemail, follow the basic etiquette. Prepare, know what you're going to say ahead of time. Do not ramble or the listener might not finish listening to your message. Be concise. Leave a brief message with your name, phone number. In the purpose of the call, speak clearly. Speak into the phone, turn off background noise and enunciate. One, setting up your own voicemail. Avoid cute or silly outgoing messages. Be professional ink. Keep your outgoing messages up to date. Word processing, we're processing is an essential part of any business position. The word processor has replaced the typewriter for creating documents. Common business documents include reports, memos, letters, and legal documents. While most companies use Microsoft Word as the main word processing program, other options are available. For example, Abby worth is an open source application in Google Docs is web-based word processor that you use will depend on your organization. Do not panic if you find yourself working with an unfamiliar word processor. They all have similar operations and most offer tutorials. War processors are more than glorified typewriters. They provide a number of tools including spell check, grammar check the Zara's dictionary, editing, word counts, formatting in alignment to make creating documents easier. Taking advantage of the tools available rule improve your documents, making them more professional. Business writing. Business writing includes emails, memos, reports, and business letters. Each one has its own formatting, but there are a few basic guidelines you can follow with all of your business writing to ensure that the message is clear and effective. Identify your goal. Determine if you need to inform, persuade, et cetera. Understand your audience. Create your message around the expectations in interests of your readers. Your audience will determine the tone that you use. Stay concise. Use short, simple sentences so that you do not lose interest. You should also condense information to keep the message shorter. Structure makes sure that your topics transition easily. Use space to emphasize breaks for different topics. Grammar and spelling. Check your grammar and spelling with the word processor and by proofreading Internet research as an assisted, you will have to do a great deal of research. And the Internet makes this task faster in easier. Our research, however, is not created equal. Basic search engine results are based on clicks in keywords and they will not always provide the detailed information you need. You should familiarize yourself with specialized search engines such as www dot first, a number of databases such as ABI information research also allow you to access information. When you find information. Always determine if you have a legitimate source. A blog based on opinion with little research cited, for example, would be suspect. Case study was running errands for the first part of the day. So he kept his phone close to him. He received a call while he was driving, so he let the phone go to voicemail. He arrived at his destination and listen to the voicemail. It was a caterer calling back with a quote for the next large meeting. There was so much background noise that can, could barely hear the message. Additionally, it took forever for the caterer to get to the point. Ken was solenoid that he raised the message and decided against using the caterer. 7. Being an Effective Gate Keeper: Being an effective gatekeeper, assistance are gatekeepers, it is your job to save your manager that time and hassle of distractions. These may be preventing sales calls or reading unnecessary information. Being a gatekeeper requires you to be savvy and develop the ability to see through tricks, filtering data and information. Filtering data and information is part of your job. You need to determine what your manager needs to see and know and what is unimportant. For example, you don't need to pass along a sales catalog in order to know what information is important, you need to understand your managers, interests, goals, who are essential to project in the names of family members. When determining whether or not to pass along information, you need to ask if you qualifying questions, the exact qualifying questions you ask will depend on your company in your manager, but you can begin with some general questions. For example, is this important? It's the manager, the only one to handle. This is irrelevant to goals. Can I address this myself? Is this source reliable? After you determine what needs to be seen and what does not, your manager will not have to wade through useless information or distracting requests. Learn to say no. Part of your job as gatekeeper is to say no. Your manager's time is valuable and many people will try to make a point, man's when none are available, they will call to distract your manager throughout the day. Sales associates are trained to get Basque gatekeepers, but you cannot allow them access. No matter how hard people try, you need to say no. You do not to be rude. You can offer to take home message. If someone is assistant, sales associates will occasionally attempt to sell to the Assistant directly in befriend them. If this occurs, you need to explain that you do not make such decisions and explained that you will take a message dealing with difficult people. Every assistance has to deal with difficult people. Conflict is sometimes unavoidable, but it is sure to appear when you practice saying no and preventing people from reaching their objectives. When difficult people present themselves unique to repress your fight or flight response and engage in conversation. Handling difficult people, speak assertively. A passive tone indicates that you are uncertain. Be assertive, but respectful. Address the request. Make it clear that you are rejecting the request but not the individual. Avoid sarcasm. Do not use sarcasm in address it when it is used against you. Restate, restate the problem in a different way. For another point of view, compromise. You need to be willing to compromise. In certain cases. Occasionally, difficult people may become dangerous. If you feel threatened, do not hesitate to call security. Recognize these tricks. People trained in write articles about tricks they use to get past gatekeepers. Sales calls, and other interruptions will not always be obvious. People will try to trick you. You must familiarize yourself with common tricks so that you can recognize them. Tricks. They will use the managers firstname him, give the impression that they are friends. They will not volunteer information about why they call, hoping you will let them through. They will be assumptive in not asked to be transferred to the manager. They will see that they have important news that affects the manager. They will say You're firstName and try to be friends you with multiple phone calls. There are many more tricks besides the ones listed. Research additional tricks in shares stories with other assistance. Case study. Laura was comfortable feeling sales calls. She caught tricks every day, saving her manager the hassle of high pressured cold calls. One day, Tom called and asked to speak to Antony. Antony was her manager and Tom was his brother. Laura had never spoken to Tom before, but he was on a list of approved names that anti gave her. So she transferred the call. After a few minutes. Antony called her and told her to be more careful screening HIS calls. The Tom on this call was not his brother, but a sales representative. It was the first time that anyone manage ticket past Laura. 8. Organizational Skills: Organizational skills with a busy schedule that assistance have to keep. Organizational skills are essential to success. You must learn how to prioritize, plan, and work towards your goals. Organization is a skill that you can always work to improve. However, by implementing the following techniques, you will improve your efficiency as an assistant. Prioritizing your workload. You will work more efficiently if you learn how to prioritize your workload into four tiers, use the urgent important matrix to help you identify your tasks. The tasks will be given priorities based how urgent and important they are. Top priority should be given to tasks that are both urgent and important. These need to be done immediately. This second priority should be given to tasks that are important but not as urgent. If you spend enough time on tasks in the second tier, you will reduce the number of urgent tasks. Plan to do these tasks the same day. The third tier includes urgent but unimportant tasks that should be done today. If you ignore tasks in this tier, they may become both urgent and unimportant. The bottom tier include tasks that are not urgent or important. Label them as tasks that cannot be forgotten. These tasks may carry over to the next day. Goal setting. You need to establish goals to prioritize and organize your work-related tasks. You should establish long-term and short-term goals for your personal and professional life. It is important to align your short-term or goals with your managers. It's also important that you create smart goals. Goals cannot be achieved if they are impossible. Smart goals make it easier to achieve success because you know that success is within your reach. Smart goals, specific goals must be specific. As an example of a specific goal IS reply to all emails. Measurable, measurable goals allow you to realize when they are attained. For example, research for one hour each day. Attainable. All goals, particularly short term goals, need to be attainable. For example, completing a project a week early is probably not attainable. Relevant. Goals must be relevant to your situation. A goal to learn a new language is probably not relevant to a financial project. Timely. Goals require specific deadlines. For example, complete the project by five PM on Friday. Plan for tomorrow. Today, you should schedule the next day when the permanent day ends. Planning each day in the week is not feasible because your tasks and priorities will change. You need to wait until the end of the workday to plan for tomorrow. Lists all of the meetings, appointments in relevant events in your plan. Note unfinished tasks for today to combine with new ones for tomorrow. Make a list of all tasks for the next day and prioritize them at the tasks from the list to your plan according to their priorities. If you take the time to plan at the end of the day, you will be able to save time next morning and stay focused on your plan. Staying on track. Keeping your organizational skills on track is easier said then done. Your life may be organized on paper, but it is easy to become overwhelmed with the problems and distractions come. However, staying on track will make your life easier and increase your productivity. Tips to stay on track, de-clutter. Keep your workspace clean and free of clutter. Put away files and papers once you are finished with them in at the end of each day, use technology. Software and apps are available to keep you on schedule. Two minute rule. If a task takes less than two minutes, such as filing a paper, you are done using perform it. This will prevent tiny tasks from piling up. Balance. Schedule your personal lives needs such as exercise in Hobbes. Be flexible. Your schedule is not set in stone. Be raid adjusted if necessary. Case study. Alan decided that he was going to become organized. He created smart goals, prioritized his activities, and established his schedule. His plane began to fall apart. By the second day, Allen's manager give him an emergency project to finish. His downtime was gone and there is no way that he could be able to keep up with the schedule he created. Alan decided to stop trying to keep himself organized and focused on handling the emergency. His boss gave him. 9. Confidentiality Guidelines: Confidentiality guidelines. As an assistant, you will be privy to confidential information. It is imperative that you learn how to handle this information and key privileged information from leaking to the public. Following confidentiality guidelines will make you a better assistant and improve the level of trust that your employer has in you. Your confidentiality duty. Your confidentiality is one of your basic duties. As an assistant. You will have access to company secrets, employee records, and financial information. Failure to keep information confidential will damage your reputation and the reputation of your organization. In certain circumstances, lack of confidentiality breaks the law. Hr will have information on this topic. You need to treat all information that you come across a word as confidential. Do not share information with friends, coworkers, clients, et cetera. Unless you are specifically told that it is part of the public domain, most breaches in confidentiality are not malicious, while it is true that some people are motivated by greed or revenge, a breach of confidentiality may be caused by attempts to impress rivals or clients. Extenuating circumstances may also cause breaches, meaning that accidentals lives happen. You need to be careful handling confidential information. Never repeat anything that is related to your job, even when people tell you that they are clear that to know, be diplomatic and discrete. As an assistant, you are expected to be diplomatic, indiscreet in the workplace. And when socializing, you are in a unique position because of all the information that you handle, you need to be careful about what you say, who you say it to and where you say it. And do not join in employee gossip and never discuss sensitive information in a public setting. Be diplomatic about refusing to join the gossip, reject the action, but not the people. As you separate important information from the unimportant, you will stumble across intriguing correspondence that you do not fully understand. You must resist the urge to investigate the information or jump to conclusions. Simply pass along information without asking hypothetical questions. Employers expect this level of discretion from a personal assistant. Keeping data secure due to the sensitive nature of the information that you handle, you need to take steps to make sure that you keep the data secure. The company should have security to protect physical copies of the information. And you may have to log your files. The data on your computer, however, needed additional security. Take if few simple steps to make sure that your information is safe. Steps to take, check with IT, to make sure that the security and software on your computer is up to date. Do not open emails. If you do not know the sender, create a strong password with numbers and symbols and do not save it to your computer. Enable password that protection. Lock your computer, encrypt files that are sensitive, work to do in sticky situations. You will find yourself in sticky situations when you work as an assistant. You need to handle them carefully. The situations will vary. No matter the situation, you will need to implement problem-solving to handle it. Possible solutions and employee gossips in dreams, productivity. Your manager, friends, you on Facebook, and employee shares too much information. You believe someone is stealing from the company. Problem-solving follows a basic pattern. Identify the problem, look at the problem objectively. Brainstorm ideas, identify risks and benefits of each solution. Make a decision. Case study. An employee is brought in to help launch a new product. She is in charge of monitoring focus groups in reporting the feedback. The product is not complete. Heat in is still a secret. Everyone has been warned not to discuss new project. One day, the employee is seen discussing the changes in design with some co-workers during lunch. The coworkers are not part of the project. When reprimanded, the employee explained that her friends wouldn't betray the company. It was safe to talk to them, and she did not provide detailed information. What do you think about this case? Think about it. 10. Special Tasks: Special tasks. As a valued assistant, you should be prepared to take on special roles and tasks. You will find yourself interacting with clients and managing social media. You may be managing projects and hosting trade shows with a little practice in research, you will be ready for any situation. Project management, meeting assistance also play the role of project managers for their employers. You need to understand the basics of project management to be successful. The five steps of project management are start, plan, execute, manage, and end. This chart does not include you because it involves choosing a project and project manager plan. At this phase, you determine this tabs that are necessary for the project. This includes a risk analyst says estimates of resources, work breakdown structure, activity sequence, schedule, budget, risk analysis in communication systems. Much of this will be decided for you. Execute. At this phase, you are responsible for making sure that the tasks for the project are completed on time. Manage. You manage a project by creating status reports on the progress. The status reports are sent to the manager and complete the project by writing a summary of the project that includes its scope, changes, lesson learned, impact and success. Trade shows, It's reached show is a chance for a company to display the product or service the organization provides. Trade shows are the perfect venue for finding new customers in generating interest in the product. Your role in trade shows may vary. You will probably have to schedule and coordinate the trade show, but there is a chance that you will have to attend. If you do attend, prepare the following tasks. Assist with booth set-up, developed, and or present demonstrations, interact with potential clients. Show demonstrations are advertising opportunities. You need to tailor the presentation for your audience. For example, you should play up money saving opportunities for CEOs and innovation, for IT buyers. Interacting with clients, assistance, have to interact with clients in person, on the phone and through email. It is important to be friendly and professional in your communications. Build rapport with clients by remembering their names, interests in needs. Keep a reference list to help you. You are already familiar with email and phone advocate. Now, your personal interactions needed to be honed so that you can become the face of the company. Face to face interactions. Grooming, be well-groomed and dress professionally. Body language. Do not fidget it. Pay attention to your stance and facial expressions. Right side influence people by standing on their right sides. Hand gestures. Use open but limited hand gestures to appear trustworthy. Posture. Lean forward with an open posture to indicate interests. Social media management. Social media is an important tool on a personal and professional level. You may be responsible for managing the company's social media, but you will definitely have to manage your own. No matter the platforms you use, you must be careful to present a professional persona. Once you join a platform, choose the necessary security and follow pages and people that interests you. Now you are ready to develop relationships. How to develop professional relationships. Post links about your job, create compelling status updates. Link company blogs, link pictures and videos. Praise others, celebrate all success. Use social media carefully. People have lost their jobs because of questionable postings. If you wonder whether or not something is appropriate. On the side of caution, case study, Jenna was nervous about meeting new clients at a trade show. She was fidgeting and biting her nails. Before the show began. She memorized the demonstrations and was ready to answer any questions. When the show began, Jenner had trouble concentrating. She's chartered in, she shifted her weight while talking. She did not make any cells. And after the show, her manager told her that she needed training to deal with the public before he would bring her to one other trade show.