Question: I'm looking for a basic administrative-assistant outline format; something I can refer to for most outlines. Occasionally, I have to set up an outline for routing schedules, chairman responsibilities, time lines for other departments, etc.  -- Gina

Question: I'm the HR representative in a small financial-planning firm. We're looking for a really good executive assistant to support our three principals, but we're having trouble weeding out the candidates who sound good from the ones who really are.

Has anyone used a type of skill test to give at an interview, or can you point me in the right direction?

We're not asking for anything more than a very good, competent, organized person, and I know they're out there. Does anyone have any advice for this situation?  -- jodietz

Question: I would like to know what options others use for travel arrangements. I'm new to my position as Administrative Assistant and I want to make sure that I'm getting the best rate along with all of the qualifications that my boss asks. Does anyone have any suggestions? -- Gina

Question: I wish to start a monthly meeting to include as many of the Administrative Assistants throughout the organization as possible. Does anyone have any hints on if monthly meetings are a good idea, if one hour is enough time, etc.?

I envision these meetings not only building relationships among all the assistants, but also giving all assistants an idea of what each area is currently working on and, if they're working on similar projects, allowing them to share feedback. Also, they can update one another on any major process changes in their departments. (We have a problem with one unit deciding to disband some information that is needed for reports, not aware that other departments are counting on it all being located in one place.)  -- Wisconsin

Question: I'm trying to find an essential tool I use every day and can't find it anywhere, and am hoping my fellow admins might be able to help me.

I have accumulated well over 600 3" x 5" Rolodex cards over the years. My problem is, I have room for only 500 on my open "flip"-style Rolodex. I've had to start rubber-banding the extras together or they all fall out whenever I need a phone number or address.

I would prefer a rotary metal Rolodex (the metal ones with a knob you twist around to the card you need).

The only 1,000-card Rolodexes I can find are:

1. A rotary one with MUCH smaller cards. (I'm not going to retype all 600 cards just so they fit on the new 2 1/4" x 4" cards!)

2. A 1,000-card "open file" holder like the one I have.

Does anyone know of a rotary-style Rolodex holder that holds 1000-plus 3" x 5" Rolodex cards?

Thanks, in advance, for your help.  -- Busy Executive Assistant, Rochester, N.Y.

Question: I need help organizing/cross-referencing file folders. My boss writes the name on the material and keeps it in either his office or mine. The problem occurs when he has a new or follow-up meeting that some of this information could pertain to; we can't locate everything because different names of folders may apply to similar information, etc.

This has been ongoing but now is occurring more frequently. Please help. Thanks.  -- Donna

Question: We currently have a problem with documents that need several signatures taking an unacceptable length of time to obtain those signatures. 

I have been assigned the task of finding a more efficient way in which to move these documents through the system. I am looking for any suggestions or ideas to achieve this goal. 

If anyone has dealt with this problem, I would appreciate hearing the solution.  -- Lori

Question: Does anyone have information on "admin pools" (when a group of administrative assistants work together as a team and report to a senior assistant)? If you are a member of an admin pool or the supervisor of one, I would love to hear your feedback on what you feel are the pros and cons of this type of arrangement. How do you like it in comparison to the traditional arrangement of working solo, reporting to management?  -- Amy, Massachusetts

Question: Annually, our division has a special doctors lecture, and we invite a prominent physician to speak. I've been assigned the task of creating the program and invites for this event. The invites mailed out need to request that the invitees RSVP and select their preference for dinner.

Does anyone have any samples to e-mail me for programs and invites? Any information would be greatly appreciated.  -- Sherry A. Cobbins, Chicago

Question: Does anyone use a Travel Request Form for the people you support? I have used them in the past, and they make life easier. This would include "Must arrive by," "rental car/size" needs, etc.  

I could create one.But if someone has one they like, it would save me from reinventing the wheel.

Thanks!  -- Jen

Question: Someone on the Forum suggested using a controlling calendar. Where can I find information on/templates for this type of calendar?  Is there an electronic version? It sounds like it might be of great assistance to me.

I have To Do lists. I have my planner. I have my calendar at home and at work. How does everyone else try to keep track of their duties for work and home? I don't feel comfortable putting my personal items on my work calendar. Yet, I've read in several places that it's best to keep all the information in one area. How do you accomplish this?   

Thanks for your help.  -- An overwhelmed Jeannette

Question: Is anybody out there  involved in a job share? How did you make it happen, and how well is it working?

Alice Bumgarner
Editor
Personal Report for the Administrative Professional
admineditor@nibm.net

Question: We are discussing how to alphabetize our file folders, and our problem is twofold:  First, some people are good about putting files away as soon as they’re done with them; others just toss them anywhere until it becomes an all-day project for someone (usually one of the two administrative assistants in the office).

Second, not everyone agrees on “rules” to follow. Should “The John Smith Company” be filed under “J” or “S”?  We’re a fairly small office (20 total) that has grown significantly over the past few years. When there were fewer people, everyone knew that if you needed to find the “XYZ Corporation’s” folder, it might be under “Bob Jones,” because he owned it!!  We’re trying to convince people that newbies can’t be expected to know that.

Any help or ideas would be appreciated.  -- MK, Massachusetts

Question: I work for a real estate company that manages apartment buildings. Problem: Proper filing as it pertains to our building names. Each apartment building we manage has a name, i.e., The Residences at Morgan Falls.

When I put names in the database, should I be filing those apartments that have the word "The" in their name under "T"? Example: "The Residences ..." Is that to be filed under "T" or "R"?

When people are looking for the name in the database, some people look under "R" and assume it's not in the database, and some people look under "T" because they are including the word "The" with the name. Which is proper?

When we refer to some of these properties, we call them by name, i.e., The Residences, or The Estates, but I thought I remembered that, a long time ago, there were something called "Proper Filing Rules." That's when the word "the" was part of a name. It would be presented like so: "Residences at Morgan Falls (The)." It showed that the word "The" preceded "Residences" but it allowed the name to be filed under "R".

Help me, please. This is driving me nuts as what to do about filing our property names.

Thanks.  -- Anonymous

For busy professionals, every minute you have in the morning is precious, and getting out the door on time is priceless. (That goes double if you have a family to hustle out the door, as well.) What sorts of tricks do you use to make a fast exit and get to work on time? Email the editor your solutions at alice.b@earthlink.net and see them in an upcoming issue of "Personal Report for the Administrative Professional."

Question: I would like some advice on how to train and make my co-worker independent.  He is a complete fresher in this line (admin) and although he has been with the firm for almost 6 months, had a very good orientation, training and also a chance to work things out, I have spent (and still do spend) a sizeable amount of each day correcting his mistakes. I have called him in to watch what I am correcting, hoping that he gets the hang of what exactly is required by the company, but he still hasn't got the idea.

I keep stressing that he must concentrate more, check things more, get into more detail, but all to no avail. I feel drained and am losing focus on my jobs in the process. Am I being over-bearing, and should I just let him figure it out? I am worried that if I do it that way, I will be left either to do the reports myself or to correct them when he hands them in, almost like doing it again.

He seems enthusiastic and hard working, so I ruled out disinterest in the job. I tried asking him if he has a personal problem or any issue that makes him lose focus, which he denied. How much more time do I have to spend on him? Am I doing something wrong? What should I do instead?  -- Anonymous

Questions: Does anyone have any forms or guides for administrative staff to use or send out for annual reviews? I am a new senior admin and have two employees to supervise who have annual reviews coming up.  -- David Kaulbars

We'd like to hear from someone who has coordinated and successfully pulled off an office-wide move. What sort of checklists did you use? What tactics worked well in tackling all the details? And what sort of unexpected pitfalls did you encounter? If you've got a good story to tell, I'd like to interview you for an upcoming issue of the newsletter. Contact me directly at alice.b@earthlink.net.

Alice Bumgarner
Editor, Personal Report for the Administrative Professional

Question: Our problem is that, when various offices have items that need to be surplused, many times, they end up in the basement entry-level alcove right in front of the elevator area. It doesn't block the walkway except on rare occasions when too many items are left there.

These items should be surplused by individual offices, but it just seems convenient to roll them to this area. I usually end up having to fill out surplus forms for each item to have them picked up. They've been told but they eventually start again. How would you handle a problem like this? Thanks.  -- Annette

Question: I am in charge of archiving documents within our office. I use storage boxes for the papers, but what is the best way to group them by appropriate topic (i.e. financial reports, board members’ backgrounds, etc.)?

I now have them in closed manila envelopes, some in hanging folders (which hinders closing the lids) and others in plain flat file folders.  Suggestions?  -- Terri L. Michael

Question: It would be fun to hear from other admins about their most embarrassing job-related boo-boo. Things like forgetting to put something big on the boss's calendar, sending a broadcast e-mail when you didn't mean to. I know we all have a few "dirty little secrets" that might make the rest of us feel better about those extremely RARE occasions when we are less than perfect.  -- Anonymous

Question: Our office is about to undergo some reorganization.  Three of my four bosses will soon be moved to other departments within the company.  They'll be "swapping" departments with one another, and I've been asked to facilitate this change.  I'd love any ideas on how to make this a smooth transition for them.  How do you help a boss prepare for his or her successor?  What steps can I take in advance that will be most helpful when the move takes place?  -- Anonymous

Question: Our office is about to undergo some reorganization.  Three of my four bosses will soon be moved to other departments within the company.  They'll be "swapping" departments with one another, and I've been asked to facilitate this change.  I'd love any ideas on how to make this a smooth transition for them.  How do you help a boss prepare for his or her successor?  What steps can I take in advance that will be most helpful when the move takes place?  -- Anonymous

Question: Over the years, we’ve received many questions from readers of Personal Report for the Administrative Professional about how to plan — and pull off — successful meetings and events. Now, it’s your turn to brag. What’s the best single thing you've done that made your meeting or event a success?  -- The editors

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