Question: “I’m always looking for time-savers. What are your favorite keyboard shortcuts that you use every day?” – CN
 

Question: “I work for an accounting firm with about 65 employees. We have a receptionist, and her sister (Sue) is her back up. Sue has other job duties as well. Myself and another admin process all of the tax returns, financial statements, letters and all other support duties. When the receptionist or Sue is out, it is my job to back up Sue.

I have complained several times that doing all of my work and Sue’s work is too much.  When Sue is in the office, she doesn’t like to answer the phone so she waits for someone else to answer it; she doesn’t like most of her job duties, so she wonders around and I am told that I need to do her work. When I am out, Sue does not have to do my job. Favoritism seems to be at play here, so how should I handle the situation?” – Numbers not adding up

Question:  “My boss gets at least 25 calls a day. He does not want the phone messages written down on paper; he wants them e-mailed to him.  However, he gets hundreds of e-mails a day, and he complains that his phone messages get lost in the shuffle. How can I resolve this and make it simple for him and me?” — Laura Sanford

Question: “I'm an older student, in an internship. I'm seeking advice on how to deal with immaturity in my fellow interns (they are in their 20s, I’m in my 50s).  I didn't realize they were ganging up on me until I was recently informed by another intern.  Also, they brown-nose the supervisor, while I'm more independent.  So, as I'm beginning to express anger at the interns' treatment of me, I'm looking like the difficult one.  Even if I believe there's some ageism involved, it won't make me popular with management to state this. How do I handle the situation? Can you recommend any books on baby boomer/Gen Y interaction?” — Anonymous

Question: “My boss is somewhat disorganized, so I track requests sent to him and then meet with him every few days to make sure he hasn't let anything fall through the cracks. This takes a considerable amount of my time. I have become very disheartened the past few weeks because every time I go into his office he is playing solitaire! The company measures our success by department responsiveness. How should I approach him about how this affects our accomplishments? This reflects poorly on both of us.” — Anonymous

Question: “I see so many letters today with the RE line directly below the inside address. I learned that anything below the inside address should pertain to the address. I also learned that anything pertaining to the body of the letter should be placed in the RE line, and it should be directly below the salutation. Have the rules changed?  Does the RE line now go under the inside address and above the salutation?” — Betty Dotseth

Question: “Recently, my boss was signing paper letters and asked if it is still proper to write “Dear” in the salutation instead of just the person’s name. And for closing is "Sincerely" and "Very Truly Yours" passé or is “Regards” OK to use? Are handwritten or typed letters more formal than correspondence sent via e-mail?” — Naomi

Question: “I have a co-worker who is quite chatty.  Even if I am submerged in my work she will say, “I don’t mean to interrupt,” but she interrupts, and it is always something insignificant.  It is so bad that every time she walks by my desk she has to stop and talk, which is  several times a day.  I have told her many times that I can’t chat every time she comes by because I am busy and need to concentrate.  I have even told her that my boss might frown upon it if she thought I was frequently socializing instead of getting the work done.  Each time, she says she understands and apologizes, but then the next time I see her, she does it again.  I don’t have a private office, so I can’t just close a door.  How do I stop “Chatty Cathy”? — Anonymous

Question: “After meeting with a customer or supplier, my boss often asks me to send a follow-up e-mail. I always debate whether or not to copy him in my e-mail. I want him to know how and what I said to the person, but I’m not sure how it makes him look. What is the appropriate thing to do? Should I copy him on the e-mail? Should I forward the e-mail to him later? Do I need to copy him since he asked me to handle it?” — E.J.

Question: “My company does not have a dedicated receptionist and has assigned receptionist duties to four assistants. It’s difficult for the four of us to get our regular work done with the added duties of answering incoming calls, transferring calls and logging them into the customer management system. How can we persuade management to consider hiring a full-time receptionist without jeopardizing our own jobs?” — Upset in the West

Question: “I work with someone who has a strong diva personality.  She is a good worker, but believes she is better than everyone else, and points that out on a regular basis through her actions. To top this off, she is constantly interrupting others.  How should I deal with this without insulting her or raising a big fuss?” — Caron Mosey

Question: “Does anyone have a recommendation for Project Management utilizing an already existing SharePoint system?” — LaNash Wallander

Question: “I oversee the contract janitorial crew. How do companies deal with the problems of keeping the lunchroom and refrigerators clean during the day? I struggle with the time between the daily cleanings. Anyone have any suggestions?”—Rachel
 

Question: “I’m wondering how other companies handle this situation: A worker is out on vacation leave (paid) and she gets sick during some of the vacation. Do companies allow employees to exchange those vacation days for sick days and let the worker take the vacation days another time?” — Belinda

Question: “I need help communicating with a younger boss. As I am over age 50, most of our managers are younger and think they know everything. They tend to listen to the younger, fresh-out-of-college administrators. I don’t have gray hair, I dress appropriately for my age and always act professionally. Any other ‘experienced’ administrators with the same issue?” — Anonymous

Question: “I am a female executive assistant who works for a female boss. When I answer her telephone line, the callers often mistake me for her. I have been answering the phone, ‘Dianne Smith’s office, this is Mary Lynn speaking.’ Does anyone have a better suggestion?” — Mary Lynn Burrows

Question: “A co-worker uses the monthly staff meeting as a forum to openly criticize my work unnecessarily. Unfortunately, when put on the spot, I become defensive rather than putting an end to her bullying. What can I say to her to stop these monthly put-downs? Should I tell her that if she has something to discuss with me, the staff meeting is not the proper forum and she should address her concerns to me privately?” — Anonymous

Question: “How would you file the business name William Starck Architects? Is it Starck, William Architects, or Starck Architects, William, or something else?” — Lisa

Question: "My CEO asked me to look into the feasibility of requiring employees to be 'tobacco-free' off the job as well as during working hours. He thinks we could save a lot on health insurance if none of our employees smoke. Has anybody done this ... or considered it?
What issues do I need to consider before I make a recommendation on how we should proceed?" — Anonymous

Question: “We have a co-worker who is nearing 80 years old. Her performance is starting to slip, and we’re too busy to cover for her when she creates more work than she accomplishes. Is there an alternative to termination?  We’d like to help her depart with dignity, but there are no indications toward that end.” — Caroline

Question: “I’d like to update my Microsoft Office skills. If I have limited staff development funds, but would like to get some advanced training, which program would be the most beneficial to me and the company? In other words, what’s the best bang for the buck?” — Anonymous

Question: “One of my co-workers is jealous of me. I am young but very valuable to this company, and I get along with everyone but her. Lately, she’s been snooping around my desk, even though there is no reason for her to be at my desk. Any suggestions as to how I should handle this nosy and annoying co-worker?” — Anonymous

Question: “What would be a few good agenda items to discuss at our next administrative professionals meeting?  No one really wants to say anything, and therefore, the individual departments do not share any new ideas or updates on their activities. Do you have any sample agendas to share?” — Victoria

Question: "I have hard copy files labeled under "Dr." Do I file first under “D” or do I file under the doctor's name?" — Anonymous
 

Question:  “A friend who works for a local law firm has been asked to lay off some people. One employee has threatened that if she walks others will go to. How should my friend handle the situation?” –Tori