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Admin Pro Forum

What do your admin team meetings look like?

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Question: "Where I work, there are six admins, but in the ten months I've been here, we've never met as a group once. Everything gets done and nothing falls through the cracks, but I think it would really help us all get on the same page if we have regular meetings just like any other department. Before I talk to my boss about this, what's an efficient (and enjoyable) structure and frequency for an admin team this size? Any tips to make our meetings productive?" - Barbara, Wholesale Operations Team

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{ 10 comments… read them below or add one }

Laurie December 19, 2017 at 11:40 am

We have a standing 1 hour meeting which always starts with a warm up questions – can be a personal or professional answer to keep it light. We usually schedule a TED talk discuss as a group about a said topic, give unit updates, new job opportunities, Admin conferences, email groups, blogs, apps that we find useful and usually will have a show and tell on how to use. In addition we’ll do a brown bag lunch for professional development together at least once a month. When we first started meeting our goal was to create our own SOP and decided who could cover who if we needed one of us to step into their role. The Sr Exec Admin is the driver behind getting our group of 12 admins together and creating the agenda.

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AAinDMV December 18, 2017 at 9:00 am

There are 3 AAs (1 Sr AA, 2 AAs) in our immediate department. We currently meet as a team for 1 hour once a week to plan for upcoming projects, events, and share what each of us has on our plate. We also have individual meetings once/week with the SAA to further see how we can help each other and distribute the workload when times get busy. Since we work at a school, there are certain times of the year when we need to meet weekly, but when it’s somewhat slow (no upcoming events, projects, mailings, pressing deadlines, etc.), we may meet as a team every other week. Aside from meetings, we communicate well with each other and if any of us need anything, we’re able to reach out to others – our own team and AAs in other departments – for help if needed.

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Dona Carlisle December 15, 2017 at 7:11 am

We 9 Admins but we are spread throughout the building so there is not really a “back-up” for any of us. We meet once a month for 30 to 60 minutes and each of us share what is on our plate for the month that we might need help with, including when we will be out of the office. The challenge comes with keeping the atmosphere positive and not letting it become a gripe session.

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Debbi Tank December 14, 2017 at 8:20 pm

We have a weekly stand up meeting, 15 to 30 min depending on what is going on. We each cover big things (travel, visitors, big projects) basically anything that would impact others. We find it very useful to stay on track and connected about what’s going on. We have 3 Admins and combine with our Facilities group to do this, so about 6 people.

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Judith December 14, 2017 at 6:55 pm

We schedule a bi-monthly support staff meeting. This includes the finance techs, the admins, the exec.secretaries and the HR Director. We talk about what’s on our plates, where we are hitting snags, how we can benefit from support from other staff, and just for fun, we bitterly complain about the copier – the last one doesn’t change much but it allows us to blow off steam. This also allows us to compare notes and find out where the hiccups are coming and find ways to alleviate these concerns. There is a great mix of people and talents in our office and, when we all get together, it’s amazing what we can do!

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Teresa December 14, 2017 at 4:39 pm

In my company the Admin team is a close net group that started with a social outing. Now we have grown to 18, this includes Executive Assistants, Admin Assistants and Department Coordinators. We have a monthly stand up to share what each department is doing, birthday lunches where all are invited and gifts are not expected. When any one in the group travels out to conferences they return and share what they’ve learned in a meeting setting. We have a Christmas party at one of the Admins houses and this year the Founders and the CEO are having it catered. The past parties we all brought a dish and a white elephant gift. We have also started doing small community service projects. We are a strong bond and support each other even though we work for different department and have different responsibilities. If I am overloaded with a project I know I can email the group and know someone will call, email or show up at my office immediately willing to lend a hand. Our office culture is rare and I am very thankful for it. Perhaps you could be the one the start it Barbara. I wish you success!

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Joan December 14, 2017 at 4:19 pm

There are nine administrative professionals in our company. A few years ago I started meeting with the group periodically then it dropped off the radar. A year ago, after attending one of the conferences, I started up the meetings again. We meet monthly. It started out for 1/2 hour, but not expanded it to an hour. I take care of all of the details since I work for the executive director and items flow from my boss to everyone else in the company. Everyone submits topics for our monthly meetings. The agenda only includes only one or two items because of the time constraints. We are very creative in how we utilize that hour. Here are some of the agenda items: information sharing between the departments on things coming up; if someone attended a conference or webinar, they share what they learned; we participate in a group webinar; we invite guests who are “specialists” in a certain area in our company (i.e., finance, facilities services, project management, etc.) so that we are updated on any policies or procedure changes; and sometimes we introduce a topic for discussion that we all participate in. These have really helped us build a stronger group and it has also provided additional training that is important but overlooked.

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Meredith December 14, 2017 at 4:18 pm

A while ago, we went to a structure where all the admins is our division (6 of us) reported through the exec they supported and me. We started meeting monthly. I got permission to purchase food, so it was usually a lunch or breakfast meeting. I did not want to appear to a “boss” so I merely facilitated the meetings. Each month someone was responsible for presenting a tip and running a fun activity (my favorite was the admin purse’s scavenger hunt – it just proved we were always ready for almost anything!). I also had each one fill in a goals/professional growth plan so that I could advocate for them with leadership. Each month we talked about what was currently on our plate and any big projects we had upcoming (we were better able to help each other this way, either with the big stuff, or taking on smaller things during the big stuff), as well as big things going on across the company. One thing that I really liked, we made a “Brag Poster” which was printed poster size and hung up around the office that showed things like: did you know that your admin staff speaks 4 languages, do you know that your admin staff has travelled to 6 countries, do you know that your admin staff had 32 years of college with 4 associate degrees, 3 bachelor degrees and one master’s degree? (happy to send our link of items if you’re interested). It was great to see everyone in the organization recognize the talents that admins held..

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Cathy December 14, 2017 at 4:04 pm

We have four admins in our company. We meet with our supervisor once a week at 10:00 for about 15 minutes. Each of us takes a turn saying what we have on our agendas, if we’re scheduling time off in the next week, if there are any problems we’re having, if we have any suggestions to assist each other, etc. We keep it short and relaxed. This way, we know what each other has worked on & what’s coming down the pike later in the week. It works for us!

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Donna December 14, 2017 at 4:01 pm

I work for a growing company (10 to 60 employees in 18 mos) and even when we had only 3 admins the admin staff met monthly. One admin maintains the agenda and the rest of us email her topics during the month that we wish to discuss. The agenda is shared a few days before the meeting so everyone is aware of what we will be discussing and can come prepared. We treat the admin staff as a team just like every other team in the company and we are stronger and more productive because of it.

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