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Executive assistant forum 2011

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A very demanding profession which there is no room for trade-off. It is the art of management when your boss always has high expectation on you to make every assignment possible - meet Executive …

A very demanding profession which there is no room for trade-off. It is the art of management when your boss always has high expectation on you to make every assignment possible - meet Executive Assistants.

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  • Value Creator Make/propose improvements to work products, services or processes Establish self as expert or key contributor Establish or expand relationships with key individuals Increase client/customer or user satisfaction People Developer Build skills needed to execute current responsibilities Build skills of others Assist others in completing their work Provide feedback to improve performance Contribute to a positive work environment and promote teamwork Effectively coach/counsel others Lead/participate in people initiatives Effectively participate in Performance Management process Business Operator Ensure high quality work products and processes Meet deliverable requirements/service level measures/specific targets Maximize personal productivity Structure own or others' activities to improve productivity or minimize delays/rework Coordinate a multi-step process or activity Reduce dependence on supervisor's input
  • Value Creator Make/propose improvements to work products, services or processes Establish self as expert or key contributor Establish or expand relationships with key individuals Increase client/customer or user satisfaction People Developer Build skills needed to execute current responsibilities Build skills of others Assist others in completing their work Provide feedback to improve performance Contribute to a positive work environment and promote teamwork Effectively coach/counsel others Lead/participate in people initiatives Effectively participate in Performance Management process Business Operator Ensure high quality work products and processes Meet deliverable requirements/service level measures/specific targets Maximize personal productivity Structure own or others' activities to improve productivity or minimize delays/rework Coordinate a multi-step process or activity Reduce dependence on supervisor's input
  • Sorry, but I think twitter is excellent in many respects. What you need is how to use it properly. Of course there are heaps of junk profiles on twitter, but you need to find and connect with quality accounts according to your interests. wefollow.com and listorous.com may help you to find relevant profiles. Source(s): http://twittercollection.blogspot.com/
  • The bad news is that doing it correctly is really tough. So how do you do it? How do you build your own brand in today's über-connected, hyper-networked world -- without alienating everyone who works with you? We asked five real-life veterans of the brand wars to share their stories: Case study No. 1: Don't be overeager Case study No. 2: The brand rehabber Case study No. 3: Branding, not bragging Case study No. 4: Edit thyself Case study No. 5: Be sensitive to changing priorities The promised brand: How to get there   --- members of the Seraphic Society, an elite and secretive group of executive assistants to the most powerful people in the New York City area. "If the CEO's job is the loneliest job, the CEO's executive assistant has the next loneliest job," says Xerox chairman and former CEO Anne Mulcahy, whose assistant, Rosemary Clark, has worked with the three most recent CEOs at the company, including Ursula Burns, who took over in July. "You really don't have any peers, the role you play is always under the microscope, and clearly there's got to be a discretion that's pretty demanding." In the case of Xerox's Clark, the EA proved to be the common link between new and old leadership when Mulcahy came in during a time of crisis. "In some ways she trains the CEO," Mulcahy says. "She taught me the protocols and had all of the knowledge about how to respond to things and who needed what. When I made mistakes, it was because I wasn't listening to her." Advice for us all
  • Priority Setting – Four Methods for Getting to What’s Important! Have you ever been in a meeting and found yourself surrounded by flipcharts with boundless ideas, and not known how to narrow them down to something credible, meaningful and actionable? Generally, it’s easy to generate lists of potential actions, programs, interventions, policy options, etc. The challenge, however, is how to decide which ideas should become priorities for action.
  • To be busy is hot. A lot of people say that they are busy. Some of them are just busy and others are too busy. If you are too busy there is often a sense of feeling hunted. Feeling too busy is not healthy and it has been proven that people with a busy mind, perform less. Therefore you should really do something about it. What? That you can read in this article. In this article I have given you some tools so that you are less leaded by your busy life. To be busy is not the norm Many answer the question “How are you?” with “Good, but busy though.” This answer seems almost as if busy is the norm. As it is normal to be busy or to be too busy. Bullshit. I do not believe that at all! Too busy means you’re not in balance, and I am convinced that being in balance should be your standard or norm. So my advice is that you should be aware that being busy is not the norm, but that balance is the norm. Not busy but a lot to do Well, I’ll be honest with you, I’m not often busy. However, I always have a lot to do. (Rob reminded me of this distinction! Thanks for that). When you have lots to do, it can give you a good feeling. It shows that you have enough to do, and at the same time you do not feel rushed with all the work you still have to do. My advice is that you do not use the word busy, but you label that you have lot (or little) to do. If you look at your work in this way, you are in control, you stay your own leader. When someone ask us: “how are you?” You reply with: “I am fine, and I have lots to do.”
  • Setting goals is important for setting priorities. The priorities quadrant can help you even more. Look at the picture beside. It appears that too many people are in quadrant three, these folks are always busy. Are you in the third quadrant? Take action today to move to the second quadrant. The second quadrant focuses on the activities you do proactively. If you invest in these activities, you will be less busy because the third quadrant activities are reducing. Y want too much This topic has a lot to do with the previous topic. Y want too much in too little time. You do not make choices on what is really important.you want it all: you want children, and working and moving and renovating your house and sports and going out with your friends and taking care of your children very well and to participate in the neighbourhood committee, and everything you do, you want to do it perfectly. It is wise to become aware of what is the most important for you, and also to make choices. you simply can’t do everything!
  • Techniques for Setting Priorities In order to have an effective todo list you need to be able to prioritize but how do you know what to prioritize? How do you go about setting priorities for your todo list? In this article we will discuss a couple of techniques for setting priorities that you can use to ensure that you get things done and get them done on time and in the right order. Setting Priorities According to Deadlines One of the first techniques for setting priorities is to prioritize your todo list according to the deadlines of the various activities. If you have a task on your todo list that needs to be done today or where the deadline is approaching fast then this should be one of your top priorities, those tasks that do not have a deadline or where the task is still quite distant will probably be lower down the list of priorities. Setting Priorities According to the True Importance of a Task On your task list you will have a number of items of varying importance - some will be very important items that have to get done, while others will just be tasks you want to do. When setting priorities it is important to be honest about the importance of an item - you may want to do an item first because you like it, but there may be a task that is more important but that you do not want to do. When you need to put unpleasant tasks ahead of those you enjoy promise yourself the pleasant but unimportant task as a reward for completing the important but unpleasant task. It is important though that your list is honestly evaluated for those items that are truly important. Setting Priorities by Categorizing Another of the techniques which may be used for setting priorities is the ABCD technique. In this technique you will categorize your todo list with the letters A, B, C and D. The A items are those tasks that are really important; the B's are tasks that are quite important but perhaps not as important as the A's. The C's are tasks you want to do but that are not important and that do not need to be done immediately, while the D's are tasks that you will probably not end up doing. By breaking your todo list down in this way you are able to focus on the A's until they are done, then move onto the B's, etc. Personal Setting of Priorities Begins with Knowing what's Important to You If you are setting priorities in your personal life then there may not be any deadlines (other than goal deadlines) or anything that is obviously more important. In this case you need to determine what your personal priorities are - what do you value most in life? If you know which of your goals are most important to you then you can prioritize according to the importance of your personal goals. Setting Priorities with a Group Another area which may cause problems when setting priorities is when trying to set priorities with a group. If you are trying to set priorities with a group then there are a number of priority setting techniques which you may use - dot voting, weighted voting, or consensus. Consensus is often the most time consuming but may be needed if everyone is going to implement the decision. Dot voting does not give a very accurate reflection of member's ideas and may alienate a minority. One of the most useful group priority setting techniques is weighted voting; for this method each member gives a number to the list of items - the highest number to the most important and the lowest number to the least important. These figures are then added up and the ranking worked out by the total value given to the items. In conclusion, priority setting techniques should begin with an understanding of the urgency and importance of the different items. This may be done by listing your items in order of importance, or if you prefer by assigning them a priority category. If you are setting personal priorities then you need to think about what is important to you, what you value most in life. Group priority setting may be done using a variety of voting techniques, weighted voting or consensus often being the most useful.
  • Used in the right situations, they can help make decisions faster, justify your choices to your funder, and avoid conflict.
  • Need to hear people share experiences
  • Set a clear time that you have to finsh xxx at what time – then make it done! Then go out for parties with friends or go cook dinner for your baby 
  • Transcript

    • 1. 2012 Executive Secretaries & Personal Assistants Conference Nonkwan Hongthong 19.07.2012 I would like to invite you to be
    • 2. 2012 Executive Secretaries & Personal Assistants Conference Nonkwan Hongthong 19.07.2012 EAs and PAs Conference 2012 Stress Management in the Workplace • Stress – Hate it or Love it! • Are You a Positive or Negative Thinker? • Overcoming Fear of Failure • Perfectionism • Centering
    • 3. 2012 Executive Secretaries & Personal Assistants Conference Nonkwan Hongthong 19.07.2012 EAs and PAs Conference 2012 Stress Management in the Workplace • Stress – Hate it or Love it! • Are You a Positive or Negative Thinker? • Overcoming Fear of Failure • Perfectionism • Centering
    • 4. 2012 Executive Secretaries & Personal Assistants Conference Nonkwan Hongthong 19.07.2012 Stress Management in the Workplace Stress – Hate it or Love it! Source: www.mindtools.com “Stress is a condition or feeling experienced when a person perceives that "demands exceed the personal and social resources the individual is able to mobilize." In short, it's what we feel when we think we've lost control of events.” Richard S Lazarus one of the most influential psychologists “Stress is not necessarily something bad – it all depends on how you take it. The stress of exhilarating, creative successful work is beneficial, while that of failure, humiliation or infection is detrimental." Hans Selye One of the founding fathers of stress research
    • 5. 2012 Executive Secretaries & Personal Assistants Conference Nonkwan Hongthong 19.07.2012 Stress Management in the Workplace The Stress Scale Source: www.mindtools.com In 1967, psychiatrists Thomas Holmes and Richard Rahe decided to study whether or not stress contributes to illness. They surveyed more than 5,000 medical patients and asked them to say whether they had experience any of a series of 43 life events in the previous two years. Each event, called a Life Change Unit (LCU), had a different "weight" for stress. The more events the patient added up, the higher the score. The higher the score, and the larger the weight of each event, the more likely the patient was to become ill.
    • 6. 2012 Executive Secretaries & Personal Assistants Conference Nonkwan Hongthong 19.07.2012 Stress Management in the Workplace The Stress Scale Source: www.mindtools.com This table is taken from "The Social Re-adjustment Rating Scale", Thomas H. Holmes and Richard H. Rahe, Journal of Psychosomatic Research, Volume 11, Issue 2, August 1967, Pages 213-218, Copyright © 1967 Published by Elsevier Science Inc. Score Comment 300+ You have a high or very high risk of becoming ill in the near future. 150-299 You have a moderate to high chance of becoming ill in the near future. <150 You have only a low to moderate chance of becoming ill in the near future.
    • 7. 2012 Executive Secretaries & Personal Assistants Conference Nonkwan Hongthong 19.07.2012 EAs and PAs Conference 2012 Stress Management in the Workplace • Stress – Hate it or Love it! • Are You a Positive or Negative Thinker? • Overcoming Fear of Failure • Perfectionism • Centering
    • 8. 2012 Executive Secretaries & Personal Assistants Conference Nonkwan Hongthong 19.07.2012 Stress Management in the Workplace Are you Positive or Negative Thinker? Source: www.mindtools.com "Positive thinking will let you do everything better than negative thinking will.“ Zig Ziglar - Personal development guru "A man is but the product of his thoughts. What he thinks, he becomes." Mahatma Gandhi “attracts positive people, events, and outcomes”
    • 9. 2012 Executive Secretaries & Personal Assistants Conference Nonkwan Hongthong 19.07.2012 EAs and PAs Conference 2012 Stress Management in the Workplace • Stress – Hate it or Love it! • Are You a Positive or Negative Thinker? • Overcoming Fear of Failure • Perfectionism • Centering
    • 10. 2012 Executive Secretaries & Personal Assistants Conference Nonkwan Hongthong 19.07.2012
    • 11. 2012 Executive Secretaries & Personal Assistants Conference Nonkwan Hongthong 19.07.2012
    • 12. 2012 Executive Secretaries & Personal Assistants Conference Nonkwan Hongthong 19.07.2012
    • 13. 2012 Executive Secretaries & Personal Assistants Conference Nonkwan Hongthong 19.07.2012
    • 14. 2012 Executive Secretaries & Personal Assistants Conference Nonkwan Hongthong 19.07.2012 Stress Management in the Workplace Overcoming Fear of Failure Source: www.mindtools.com However, it's important to realize that in everything we do, there's always a chance that we'll fail. considering all of the potential outcomes of your decision think more positively having a "Plan B" in place
    • 15. 2012 Executive Secretaries & Personal Assistants Conference Nonkwan Hongthong 19.07.2012 EAs and PAs Conference 2012 Stress Management in the Workplace • Stress – Hate it or Love it! • Are You a Positive or Negative Thinker? • Overcoming Fear of Failure • Perfectionism • Centering
    • 16. 2012 Executive Secretaries & Personal Assistants Conference Nonkwan Hongthong 19.07.2012 Stress Management in the Workplace Perfectionism Source: www.mindtools.com Excessive perfectionism can do more harm than good - it can be damaging to your self-esteem and to that of the people you work with. It can put a strain on your relationships, and, in some cases, it can lead to health issues. She loves perfections.. Within a decade, Martha Stewart, Inc., had grown into a $1 million business serving a number of corporate and celebrity clients. Stewart expanded into the world of publishing with her first book, Entertaining, which became a bestseller and was followed in quick succession by such publications as Martha Stewart's Quick Cook Menus, Martha Stewart's Hors d'Oeuvres, Martha Stewart's Christmas, and Martha Stewart's Wedding Planner. Her newfound fame took its toll on her personal life, as her marriage to Andy Stewart ended in divorce in 1990, after a bitter three-year separation.
    • 17. 2012 Executive Secretaries & Personal Assistants Conference Nonkwan Hongthong 19.07.2012 Maladaptive perfectionists are never satisfied with what they achieve. If something isn't perfect, they dismiss it. They may experience fear of failure, doubt, unhappiness, and other painful emotions. Adaptive perfectionists work on developing their skills. Their standards are always rising, and they approach work with optimism, pleasure, and a desire to improve. This is clearly a healthy type of perfectionism
    • 18. 2012 Executive Secretaries & Personal Assistants Conference Nonkwan Hongthong 19.07.2012 Stress Management in the Workplace Perfectionism Source: www.mindtools.com You can use these strategies to deal with perfectionism: Set Realistic Goals Listen to Your Emotions Don't Fear Mistakes “To overcome your perfectionist behaviors, start by listing everything you do (or don't do) because of your desire for perfection.”
    • 19. 2012 Executive Secretaries & Personal Assistants Conference Nonkwan Hongthong 19.07.2012 EAs and PAs Conference 2012 Stress Management in the Workplace • Stress – Hate it or Love it! • Are You a Positive or Negative Thinker? • Overcoming Fear of Failure • Perfectionism • Centering
    • 20. 2012 Executive Secretaries & Personal Assistants Conference Nonkwan Hongthong 19.07.2012 Stress Management in the Workplace Centering Source: www.mindtools.com Centering is a technique that originated, and is still used, in Aikido – one of the Japanese martial arts. Aikido is nonviolent, and is perhaps the most cerebral of all the self- defense arts. It literally means 'the way of unifying life energy.'
    • 21. 2012 Executive Secretaries & Personal Assistants Conference Nonkwan Hongthong 19.07.2012
    • 22. 2012 Executive Secretaries & Personal Assistants Conference Nonkwan Hongthong 19.07.2012 It depends on… YOU.
    • 23. 2012 Executive Secretaries & Personal Assistants Conference Nonkwan Hongthong 19.07.2012 What are you waiting for?
    • 24. 2012 Executive Secretaries & Personal Assistants Conference Nonkwan Hongthong 19.07.2012 Just a thought…….

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