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: I have taken on the task of creating an internal newsletter.  We have 14 employees (4 professional engineers, 7 consultants and 3 admin staff) located in 7 different states.  Our internal communication is very weak due to workload and the geographical distance.   Our company consisted of 5 employees in the same office until 2 years ago.  I feel that an e-mailed newsletter would be a good way to communicate with everyone.

I created the first newsletter in Dec 2004. The content varied, with Christmas funnies, a calendar of coming events, family information, a note from the president and a few other things along this line.  There wasn't much response.  However, the response I did receive was negative: "The newsletter was not informative."  I spent approximately 3 weeks (on/off) developing the newsletter in Microsoft Publisher.  I'm not giving up yet but would appreciate any advise from someone who performs this task.  -- Tressie Escamilla, Richardson, Tex.

Question: I'm an executive assistant to the president & CEO who, in his 23 years of business, never really had an assistant before. He's mentioned once or twice that he doesn't know how he ever did it without me.

I think he understands the benefits of having an assistant, but he still does not "keep me in the loop" as I expect he should, mainly concerning his schedule. I sit in a room directly behind the receptionist and next to his office. He'll walk right by me and tell her where he's going to be. I thought maybe it was because she's been here for so long, but he also does that with the temp who is currently filling in for the receptionist.

From the road, he'll call everyone else—rarely me—and tell them what he's doing for the day. I have told him that to successfully perform my job duties, I need him to communicate his schedule to me. I even set us up on a shared MS Outlook calendar to make it easier. He said he would try harder to keep me informed, but it's not working. I'm thinking about calling him every morning to check in. Is there anything else I can do?? Please help!  -- A.S.

Question: During certain times of the year, one of my co-workers is supposed to take over the responsibilities of my normal job a couple days a week because I’m working in a different department. This co-worker doesn't seem to care to do that, however, leaving either our boss to pick up the slack or me to continue with my duties on top of my assumed duties.

Well, it’s that time of the year again and my boss has said that she will pick up the slack. “No,” I told her. “It’s not your job.”

I have not directly said anything to my co-worker but did remind everyone it was that time of year. Having to do these jobs on top of my other tasks can be hectic, and some of my everyday duties are put off until the next day, which directly affects other co-workers.

We have always had trouble getting the president to act on any issues with this co-worker, so I don’t know what to do.  Should I ask my boss to remind my co-worker of the change in responsibilities? Should I go to my co-worker myself? Or should I do nothing and let it fall on my boss, since she chooses not to say anything to this person?  -- Anonymous

Question: I manage several administrative support assistants in an executive, senior management environment. One of the assistants has difficulty separating emotions from her job duties. She internalizes many business decisions either as personal attacks on her or reminiscent of personal relationships not related to work. Her feelings factor into many of her business decisions. As you can imagine, it is difficult to manage her performance.

Her interpersonal relationships with her co-workers and me are occaisionally strained. For lack of a better word, she is almost a bullying personality and is frequently moody. She is making minor mistakes on a more frequent basis, and appears to increasingly resent my corrections of them.

When confronted about her performance, she appears willing to accept and make changes, but is very emotional (crying) during these meetings. And as each issue corrects itself, it seems another one appears.

What is the message I am not understanding from her? What am I not doing that I need to do? How can this situation be corrected?  -- Anonymous

Question: I have just recently been assigned to train our student workers for the receptionist job in a counseling center of a major university. The job requires them to do data entry and general office duties. I would like some ideas or forms I can use to track training problems. Any assistance will be greatly appreciated.  -- Anonymous

Annual review

by on March 18, 2005 10:30pm
in Admin Pro Forum

Question: It's "annual review" time in our office.  Each year, my supervisor asks me to write my own review and then we discuss it before he writes the final version.  Since I know my job so well, I work independently and require no supervision.  One of the questions on the evaluation form asks for "outstanding accomplishment(s) since the last review."  I've been working at the same job for 27 years and am running out of adjectives to describe how great a job I do.  There's nothing "new" to report and I'm concerned that I won't get the raise I think I deserve.  How do you handle your annual evaluation without repeating the same things year after year?  -- Anonymous

Question: Our company doesn't have one set of written travel guidelines. What is allowed for the production lab differs from what is allowed for the sales force or for an executive. Through the years, the company has grown, and administrative staff and managers have changed enough so that we lost the verbal guidelines once used. I have found four different documents that were written to cover different departments. I would like to pull them together into a company-wide guideline, but would like to see what other companies are using first.  -- Anonymous

Question: What are the first things you do when starting a new position? -- Anonymous
Question: What are your favorite sites or techniques for Internet research?  -- Anonymous

Potluck Rebellion

by on February 25, 2005 11:00pm
in Admin Pro Forum

Question: I work in an office where traditionally worker birthdays have been celebrated with a potluck lunch. My position is responsible for organizing the event.

When I started two years, ago, workers seemed enthusiastic about the potlucks. However, some people are now saying that potlucks are too much hassle and they do not want to do them anymore. This does not offend me, but it does present some problems.

1) My director likes doing the potlucks, and she and I thought that clearly making them voluntary would ease the tension. However, those who dislike the potlucks have been complaining instead of excusing themselves.

2) Transitioning away from potlucks into just a cake-and-ice cream-style event may offend people who are expecting a potluck lunch party.

Therefore, I need suggestions for easing the transition and any suggestions for potluck lunch alternatives.

Also, if anyone wants to comment on why the itty biddy petty things set people off at work, that would be informative as well. Thanks!  -- Anonymous, California

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