Admin Pro Forum

Share best-practices with your administrative peers. Pose a question, offer advice, or just be a fly on the wall.

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Question: We are currently having difficulty getting new sales people.  We have placed ads in a major newspaper and a more local newspaper.  One of the ads also came with an online ad.  I even placed an ad with a local state office.  We are looking for new and better ways to advertise our current job openings in the sales department.  Does anyone have any suggestions as to what’s out there that works?  -- Anonymous

Question: We have three offices in our building and each office has a secretary.  One of our secretaries is a wonderful person but is too loud.  When I am around her, her laughter is so loud it hurts my ears.  It is disruptive to those working nearby and actually embarrassing when visitors are in the office.   Her immediate supervisor has skirted around the issue without addressing it directly, so she really has no idea what the problem actually is.  How can I help her and ease the pain on our eardrums?  -- Anonymous

Question: I just returned from a professional conference.  I've heard of people designating certain times as quiet time (or do not disturb time).  We discussed it, and the trainer suggested doing it on a daily basis, if needed. Each morning, just let your office workers know when you will not be available unless it is an emergency. I've heard of managers using this.  Do any of you admins use it and, if so, what is your process?  -- Jeannette, Rhode Island

Question: How did you find your current job (newspaper ad, online ad, personal contact, etc.)? Tell us your story!  -- Amy Beth Miller,
Editor, Personal Report for the Administrative Professional

Question: What advice do you have for an admin who is new to supervising others?  -- Anonymous

Question: I work for a company of about 1,700 employees, spread out among about 50 different locations around the U.S. and the world.  My boss is a director of the largest finance department of the company, and is constantly needed in various teleconferences.  He depends greatly on his Outlook calendar to keep him informed of what's going on, but it is always inaccurate.  His executive assistant is the person who has access to his e-mails and to his calendar, and whose responsibility it is to keep them updated.  I am an assistant secretary to her, and a project assistant for the 45 other people in our department, from whom the majority of my work comes.

One of my job responsibilities is to regularly check our various Share Point sites, through which the departments of our company work together on different projects.  Meeting schedules are usually posted on these sites when they first put them up, but after that, meeting changes/announcements are made via e-mail (which I never see).  My boss is constantly asking me whether or not I am completing my job duties, because he doesn't believe that the updated meeting information has not been posted to the sites.

It is really the executive secretary's responsibility to keep his calendar up to date, as she has the access to all of his information.  However, when we have talked about this issue, she says that it's not her fault; it's that the people sending out the updates do not always include my boss on the "Send To" list!  Additionally, three different people might send out e-mails about the same meeting, the meeting might be referred to in three different ways, and also, the time zones are not always stated and are never consistent.  (So, she finds it difficult to always be on top of this).

I don’t know how to make sure that my boss's calendar is kept properly.  He seems to be blaming me, even though I have no control over or access to the information.  How do I help him with his schedule, and how do I show him that I AM doing my job well?  -- Anonymous

Question: I’ve been trying to think of ways to increase my workload around the office.  I do the usual assignments, but many times, I find myself without enough work to fill the entire day.  Do you have any suggestions?  -- Anonymous

Question: My boss is a saver. He saves just about every e-mail, needed or not. He is a physician and vice president of a very large health care system. Thus, I understand why he feels the necessity to save everything. The problem is that he "drags and drops" into different folders set up in an archive (.pst's) e-mail tree within MS Outlook. Unfortunately, the .pst files are very vulnerable to self-corruption. (MS Outlook is a very good e-mail system but not such a good "filing cabinet.") He recently lost all of his files due to self-corruption of the .pst files. Our Information Technology department was able to get most of them back after running back-up files.

I’m looking for ideas on how others save their e-mails. My boss loves the drag-and-drop feature due to its ease of use and efficiency. He’s also open to changing his ways on how he saves these e-mails but I need to figure out a better way without using the unstable .pst files. I do know that you can do a "save-as" on e-mails and save them as Word documents, but that takes numerous steps and isn’t very efficient. I’m working with an IT tech and we’re trying to self-educate by getting ideas from others. I am at a loss for what else to do.

Thank you for your thoughts.  -- Michelle G

Question: The policy on my job is that employees cannot be paid money outside of their regular salary. An employee will cater a training session, but because she is a regular employee, this is supposed to be a no-no. She will be paid through a separate check (other than her paycheck). It was pushed through the director and finance manager, even though they know the policy.

Now, I have to have a training session catered and I’m using an outside caterer. I now look like the bad guy even though I’m following the company policy. I'm looking for other employment, but how do I handle this situation?  -- Anonymous

Question: I recently attended a seminar for administrative assistants and one of the participants described a program she initiated at her workplace. Corporate travelers are asked to bring any unused travel-size soaps, shampoos and lotions from their hotel stays back to the office. The products are collected and donated to local homeless and domestic-abuse shelters. I'm interested in beginning a similar program for my employer. Does anyone have any background information about related programs or advice on how to start?  -- Ann, Wausau, WI

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