Question: “Sometimes our boss gives everyone on our admin team $100 to spend on things we can use to improve our skills. This quarter, that $100 can go toward whatever I can think of that might help me become a better writer. Does anyone have suggestions on what books or software I should order? It’s a case of use it or lose it!” – Clara, Vendor Relations
April is National Stress Awareness Month, making it a good time to take stock of how you feel at work and figure out if you’re dealing with stress properly so you don’t burn out or wear yourself down.
Question: “Any tips on how to organize my day to be most effective? Also, how do you keep abreast of new changes in the admin world—concerning tasks like how to fold letters for envelopes or how to place your initials on correspondence; the kinds of general administrative duties we all have?” – Angela, Administrative Assistant to an Associate Dean for Academics and Student Service Specialist
Question: “Last week at my new job I made an oversight when putting together a package of materials for my boss. It was the worst possible mistake to make and led to a ruined presentation, which in the end lost us some good business. I felt so miserable, I could barely get out of bed the next day. I think it will take me months to win back any kind of trust (my boss is not the most forgiving person). Is it ever better to just start over somewhere else rather than try to slowly erase a track record that’s gone wrong so soon?” – Cass, Documents Specialist
Question: “My company doesn’t have a dedicated receptionist. Instead the six members of our admin team are on a rotating schedule to cover the front desk. To me it’s always felt like a lost few hours. Things are usually pretty quiet at the desk, but I just can’t be nearly as productive—or as comfortable—when I’m answering phones and handling the other duties of a receptionist. Our boss seems to think we really shouldn’t miss a beat. Has anyone figured out a way to make this work?” – Nancy, Word Processing Specialist
When you’re communicating with your colleagues, managers or clients, it’s important to keep these four modes—conceptual, analytical, social and structural—in mind and tailor your message to reach each one of them.
Question: “Last week a group of people our admin team has never worked with made a request of us, and from the reaction of a couple of my co-workers, you would have thought it came from space aliens. We just don’t know what some of the departments in our company are really about because we barely interact, so when we do, sadly our first thought is, ‘Who are these people to make this request of us?’ As the team leader, I want to start making everyone familiar and comfortable with every department here, but how do I do that?” – Hanna, Administrative Supervisor
Question: “I’m wondering how many admins out there use Salesforce on a regular basis. In my office, we’re looking for a tool to wrangle all our sales leads, but we’re not sure what else it can do, or how widespread its use really is. Anyone have experience using this software and can clue me in?” – Gil, Admin Trainer
Question: “In the space of six weeks, our admin team lost two consecutive new hires—they left very quickly. Here’s what I think the problem was: They were totally overwhelmed. We have a million things going on, we’re understaffed, and we can’t take the time to bring people along slowly. A new person has to face a ton of work from day one and there’s no way around it. So how do we somehow hold onto the next admin who gets hired?” – Nadia, San Antonio
Question: “Not that I want to be out of work, but it seems to me that technology has now given my boss plenty of tools to fend for himself in a lot of areas. Outlook does pretty much everything I can in the scheduling department, and it just takes a few clicks to book a flight or rent a car these days. Is anyone else worried that there’s less and less that we admins seem absolutely necessary for?” – Vicki, Executive Assistant