Question: “Do you have any suggestions on how to take good minutes at a meeting?” — Shawndelle Kurka

Question: “How should employment verifications be handled when an employee is applying for credit, as well as those in which a debt collection agency is tracking down an individual? Can the verification be made over the phone or should it be requested in writing?” — Margaret Williams

Question: “What are the right questions to ask candidates during interviews for administrative aide positions to find out whether they have the technical skills necessary for the job? During the interview, I try to get a good feel of their abilities to perform a specific job. Most claim they have the skills, but when tested, fail or fall well below the expected scale.” — Jonnie Barkley

Question: “We are trying to put together a handbook for our administrative assistant staff. From your experience, what should we include in it?” — Cindy Miltgen

Question: “What’s your favorite technique for handling telemarketing calls? We get several every day and it’s very frustrating. It’s bad enough getting them at home much less at work, too.” — Jeannette Clarke

Question: “What are some good ‘Lean’ tools/reference materials for an admin to use? Our company is taking a ‘Lean’ approach this year, and I would like to incorporate this practice. How can an admin do it?” — Jessica Altamuro

Question: “Our department acknowledges birthdays by taking the birthday person out to lunch. The person gets to choose where to eat and the entire department leaves for an hour-and-a- half, at least. The problems that I have are: I have to surrender my lunchtime; the company doesn’t foot the bill; I have various food that I cannot eat; we take turns driving in groups, which means I have to put extra gas in the car if it’s my turn to drive. I am beyond busy with no slack time. I would rather decline these excursions and acknowledge the person’s birthday directly on my own. How can I tactfully decline without appearing unsociable and not part of the group?” — Anonymous, Los Angeles

Question: “We need a title for a middle-management position. We have used the word “supervisor” in the past, but that implies more power than this individual will have. The person in this position will oversee regular employees and help the department manager with certain duties, but they will not have the power to hire, fire or reprimand other employees. These days you cannot be too careful in using titles.” — Debbie Menn

Question: “I’m a long-time admin, and I need to update myself on correct business and correspondence practices. I also need to train our receptionist to use Word and how to do admin-type work. What business reference and training material would you recommend?” — Linda Smith

Question: “We hold monthly Board of Administrator meetings, and I have tried several ways to organize the packet information: using colored paper with tabs for each discussion section; color-coded tabs only for those items needing approval; binders; and report covers (with agenda on top and reports in order of agenda). I have been raked through the coals several times for not being organized because they have to flip through too much to find what they need. Any ideas on how I can better organize the material?”

Question: “I share an office with several other secretaries.  My director has asked us to create a "project board" to post our assignments on.  Does anyone have experience with this?  We aren't sure how to start this process, what information to post, etc.” — Anonymous

Question: I am responsible for coming up with the holiday gift idea for our board members.  I was given a budget of $250 - $300 and I am, unfortunately, at a complete loss:  corporate wear seems to go unworn; food baskets are given away because they receive more than they can eat; and my boss doesn't like the idea of show/sports tickets because the directors are from different regions.  Does anyone have an idea for something different and useful?  — Anonymous

Question: I’d like an explanation of what ‘real time’ documentation means. — Cece King, M.S.

Question: Recently, I accepted a very challenging new position with my company. I will be supervising five receptionists/secretaries, two at one site and three at another. I will be traveling between the offices each week. This is my first supervisory position. I’m hoping my fellow AdminPro Forum readers with supervisory experience can offer advice on how to lead a group and how to supervise staff located at multiple locations. — Anonymous

Question: With the new fiscal year right around the corner, I need suggestions for three goals that I can accomplish in the coming year.  I have already cleaned and updated my filing system; held quarterly secretarial meetings, brought in outside speakers; held travel training sessions; and arranged for field trips.  I'm looking for new ideas that I can turn into goals for the coming year. - Anonymous

Question: We have a small break room where used personal dishes sit in the sink for days ... even a week or more.  Signs have been posted, but still people ignore it and leave their bowls, spoons, cups, etc.

I've collected the dirty dishes in times past and put them into an empty box with a label affixed on top, "Dirty Dishes."  But, the trash people picked it up and threw it away.  Anyone have other solutions? - Marilee Crowell

Question: My company is looking for a permanent part-time person for two days a week.  The job description is filing, scanning and backing up the receptionist.  We are not having much luck finding someone for the position. The applicants we’ve spoken to seem overqualified, and we think they will get bored easily.  Any suggestions?  We are in Orlando, Florida. - Anonymous

Question: As the purchasing assistant, I have been handling our agency’s phones for more than five years.  This duty will soon be transferred to our IT people.  This is definitely NOT a problem; I’ve got enough on my plate.  I’m just curious to see how other companies work it all out. - Karen, Michigan

Question: I want to learn more about contract management processes, from the perspective of maintaining files and records. Can someone direct me to a Web site, a book or an online course that would help?  -- Marie

Question: Our company president and two VPs (her sons) have a business trip planned to a posh resort in the Riviera Maya, Mexico. They have asked me to reserve private/limo transportation to and from Cancun Airport and the resort. The trip from the airport to the resort is about 45 miles. Their flight arrives late, so they need reliable, comfortable transport and preferably a bi-lingual driver.

I have e-mailed the hotel concierge twice requesting transportation information, with no success. How can I locate a reliable transport provider? I’ve searched the airport’s Web site and they offer private transportation, but no business name or contact information is provided, just a PayPal link.

Does anyone have contacts in the travel industry that might be able to assist me with this request?  -- Travel Planner

Question: It is my job to order the food for our board meetings. We’ve had several complaints about ordering the same types of food for each meeting. My boss generally requests Caesar salads or sandwiches with small sides. Does anyone have any ideas as to what else we could serve for our board meetings? I need to keep the cost reasonably low.  -- Gina

Question: I read your Admin Pro Forum - Dealing with Divas, and I’m interested in obtaining a job description for a Sr. Admin Assistant. I am an executive assistant doing Sr. executive work. I’d like to see other job descriptions in order to help establish my own senior job description and present it to my boss. Having input from another senior admin assistant would be helpful.  -- Cindy

Question: I am organizing a meeting in Coventry UK for a large group of top level executives and quite naturally it needs to be close to perfect. Does anyone have a meeting checklist (preferably for large groups) that I can use to make sure everything I need to consider is taken care of (travel, room reservations, equipment, meals, etc.)?  -- Anonymous

Question: I work in the audit department of an accounting firm. We've recently undergone many changes, and now I'm responsible for all aspects of audit administration, from typing to copying, binding, invoicing, shipping and keeping track of audit status on all audit clients.

Since we didn't have someone already doing everything, I have no set procedures in place on how to do things. I like to be organized and efficient, and I'm trying to create a tracking system to keep track of all audit clients, from engagement letter to completion. Could anyone help me with these three things?

1. General procedures for audit administration or audit secretary.
2. Audit-tracking system or template.
3. Contacts for assistance, such as Web sites, books, seminars, training, etc.

-- Diana