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Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference
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Essential Management Skills for Executive Secretaries and Personal Assistants - ABF Secretaries Conference

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  • Start with: my new wonderful life vs the old me
  • Transcript

    • 1. ESSENTIAL MANAGEMENT SKILLS For Executive Secretaries And Personal Assistants Kenny Ong CNI Holdings Berhad
    • 2. About: CNI
      • 18 years old
      • Core Business: MLM
      • Others: Contract Manufacturing, Export/Trading, eCommerce
      • Malaysia, Singapore, Brunei, Indonesia, India, China, Hong Kong, Philippines, Italy, Taiwan
      • Staff force: ± 500
      • Distributors: 250,000
      • Products: Consumer Goods and Services
    • 3. “ Be more initiative and get things done fast. Understand the working style of your superior and assist him accordingly”
    • 4. Intro:
      • Q1: Do you want a good career?
      • Q2: Do you want a good career Fast or Slow?
      • So….do you want to be a Professional or Amateur?
    • 5. Management Skills 7. Career 6. Attitude 5. Discipline 4. Relationship 3. Time 2. Boss 1. Job What to Manage?
    • 6. 1. Managing your Job
    • 7. Managing Your Job
      • “ Know your job well, do it well, and be better than anyone else doing it.”
    • 8. Managing Your Job
      • Type of Work
        • Ambassador/COO
        • Representative
        • Office Manager
        • Advisor
        • Administrator
        • Standard
      • Type of Boss
        • Chairman
        • CEO
        • Corp. Division Head
        • Business Unit Head
        • Division Head
        • Department Head
      Types of Roles Real Level = Type of Work + Type of Boss
    • 9. District Engineer End Results Ensure uninterrupted supply to consumers in the district by operating the District Distribution System. Ensure satisfaction of the major customers in the district by managing supply and Distribution. Ensure high performance and productivity of technical staff by adopting proper human resource management methods on selection, training, coaching, counselling and motivation. Ensure availability of adequate supply for future needs of industries in the district by planning and designing the High voltage System Duties and Responsibilities Control, operate and maintain the District Distribution System Manage major supply projects to customer in the district. Supervise all technical staff in the district. Plan and design the High voltage system
    • 10. Managing Your Job: End Results
      • Type of Work
        • Ambassador/COO
        • Representative
        • Office Manager
        • Advisor
        • Administrator
        • Standard
      End Results?
    • 11. Managing your Job: Skills
      • F1 Information Management
      • F2 Communication and Influence
      • F3 Planning and Organising
      • F4 Working with others and in teams
      • F5 Mathematical Techniques
      • F6 Problem Solving and Decision Making
      • F7 Technology
      *based on research findings: “ Skills essential for participation in adult life ”, Queensland Studies Authority 1994, 1998, 1999
    • 12. 2. Managing your Boss
    • 13. Managing your Boss
      • Boss’ problems
      • My Boss, the Client
      • Boss’ Personality
      • Bad Bosses
    • 14. Managing your Boss: Boss’ problems
      • “ You can get anything in life that you want if you can help enough people get what they want”
    • 15. Managing your Boss: Boss’ problems
      • A. Top Four Leadership Challenges
      • Getting people to work together who have different agendas (60%)
      • Balancing competing demands and priorities (56%)
      • Motivating and inspiring employees in a world of constant change (48%)
      • Accomplishing difficult assignments without the necessary resources (45%)
    • 16. Managing your Boss: Boss’ problems
      • B. Top three challenges affecting Business today (if your Boss is a CEO or Business Unit Head)
      • Recruiting, retaining and training talented employees (49%),
      • Developing and implementing business strategies that result in profitable returns (49%)
      • Reducing operating costs to increase efficiency (41%)
    • 17. Managing your Boss: Boss’ problems
      • C. Unspoken Problems faced by Bosses (1/2)
      • Too much communications (Email <yahoo, google, outlook, intranet>, IM, mobile, office phone, blackberry, etc….)
      • Uncooperative Heads from other departments/business units
      • Conflict among subordinates
      • Too many meetings to attend
      • Follow up on tasks (especially tasks delegated to others)
      • Lack of resources
      • Incompetent subordinates
      • Unbalanced family life
    • 18. Managing your Boss: Boss’ problems
      • C. Unspoken Problems faced by Bosses (2/2)
      • Pressurized career progression
      • Too much information to read, store and retrieve
      • Need for more influence and power
      • Multiple and conflicting accountabilities (some are not even recognized officially)
      • Monitoring the performance of multiple projects/committees
      • Forgetfulness
      • Stress
      • Lack of Time
    • 19. Managing your Boss: My Boss, the Client
      • Do not treat your boss as a boss. Treat your boss as a Customer
      • I used to have four main clients at every client: the HR Manager, CEO, Company, Staff
      • Now in CNI I have also four clients: Boss, Big Boss, Company, Employee
      • What I have learned about properly managing clients and customers**
    • 20. Managing your Boss: Boss’ Personality Closed Open People Task Peaceful: Phlegmatic Powerful: Choleric Popular: Sanguine Perfect: Melancholy
    • 21. Managing your Boss: Bad Bosses
      • If none of these strategies work, you have two choices:
      • Choice A - If you have good personal reasons for staying in your job -- you love your work, you're learning a lot, you like the people you're working with -- you can hold your nose and ignore your boss as best you can.
      • Choice B - Or, you can quit: life is too short too deal with this kind of abuse.
    • 22. 3. Managing your Time
    • 23. Managing your Time: Time to Know
      • Time is irreversible
      • Value = Time + Money
      • Love is spelt as T.I.M.E. to your loved ones
      • Interruptions will always happen
      • Time investments compound
      • “I don't have time” = lower priority
      • Time required for something expands according to expectations
    • 24. Managing your Time: At the HEART…
      • Only three things really matter in Time Management:
      • Prioritize
      • To-do List
      • Maximize
    • 25. 1. Prioritize Important Urgent L H H DO this. Deadline. Markers. Automate. Predict. Delegate. Delay. Downtime. Don’t do.
    • 26. 2. To-do List ! ↓ Task 3 Task 2 Task 1
    • 27. Maximize: Personally speaking…
      • Small time segments
      • Do things at times that no one else is doing it:
        • Traffic
        • Shopping
        • Holiday
        • ATM
      • Carry paper & pen (or PDA)
      • Pre-work
      • Internet (search, templates, tools)
      • Forced Break Times
    • 28. Maximize: Personally speaking…
      • Analyze the time wasters in your day.
      • Use the on/off button on your TV
      • Allocate extra time for all task planning (this includes traveling)
      • Judge and manage personalities
      • Control phone calls (call out, return call out)
      • In phone calls (or face-to-face) – serious first, social second
      • Learn to say ‘No’
      • Planned Annual Leave
    • 29. Maximize: Personally speaking…
      • Wednesday leave
      • Plan for 6.30 exit
      • Automobile University
      • Fat = 50% (money) + 100% (time)
      • If you need to see someone, go to their office/room/house, you can always leave.
      • If you think you will have to wait-take work with you: e.g. letters you need to write/office-work, etc.
      • Don't complain. Don't whine.
    • 30. 4. Managing your Relationships
    • 31. Managing your Relationships
      • Basics of Relationships
      • Why?
      • Good performance & skill won't get you very far. You need others to succeed
      • Five Rules for Successful Relationships:
        • Be Yourself
        • Be of Value
        • Be Consistent
        • Be Truthful
        • Do What You Say
    • 32. Managing your Relationships
      • Basics of Relationships
      • You cannot get people to listen to you if they don't like you.
      • And if they don’t listen to you, you won’t accomplish anything!
      • Relationships = Expectations.
      • You must know the expectations and manage those expectations.
    • 33. Managing your Relationships: People Skills
      • People are interested in themselves, not in you
      • What is the most interesting subject in the world to them? THEMSELVES
      • Take four words out of your vocabulary: “I, me, my, mine” and substitute for the most powerful word: “YOU”
      • Remember that the more important you make people feel, the more they will respond to you.
      • Avoid arguing.
    • 34. Communication SF LINA L isten with interest and praise make the person feel I mportant use their N ame A sk questions
    • 35. Influence SF PASSE P raise and encourage A sk questions allow the person to S ave Face use S MART goals E ncourage small improvements
    • 36. Personality SF S + FH + C S mile F irm H andshake C ompliment
    • 37. 5. Managing your Discipline
    • 38. Managing your Discipline
      • Discipline consists of three parts:
      • Habits
      • Self Development
      • Feelings
    • 39. Managing your Discipline: Habits
      • Steps to Success…
        • Your success depends on what you do.
        • What you do depends on who you are.
        • Who you are depends on Habits
      • What we do, say and think is 90% controlled by habits.
    • 40. Managing your Discipline: Self Development
      • Self Development = Investment
      • Investment = Time + Money
      • Nobody is going to invest in you.
      • Start Early
      • Small Differences compound in the long-term
    • 41. Managing your Discipline: Self Development “ You will be same person in five years except for the people you meet and the books you read” Charlie “Tremendous” Jones
    • 42. Managing your Discipline: Feelings
      • “ Anyone can become angry –that is easy. But to be angry with the right person, to the right degree, at the right time, for the right purpose, and in the right way – that is not easy.”
      • Aristotle
    • 43. 6. Managing your Attitude
    • 44. Managing your Attitude
      • List down Bad Attitudes – and reverse them
      • Be careful of ‘us’ vs. ‘them’ thinking
      • Serve before expecting to be served
      • Have high standards for yourself
      • Never complain about how hard you work
    • 45. 7. Managing your Career
    • 46. Managing Your Career: Intro
      • Congratulations.
      • You are going to die.
    • 47. Managing Your Career
      • Biggest Career Mistakes
      • Keeping a career in line with your education
      • Getting career advice from your parents (or relatives)
      • Changing jobs without long-term strategy in mind
      • Letting your Boss (or company) manage your career
    • 48. Career Progression: Current
      • Type of Work
        • Ambassador/COO
        • Representative
        • Office Manager
        • Advisor
        • Administrator
        • Standard
      • Type of Boss
        • Chairman
        • CEO
        • Corp. Division Head
        • Business Unit Head
        • Division Head
        • Department Head
    • 49. Career Progression: 1
      • Type of Work
        • Ambassador/COO
        • Representative
        • Office Manager
        • Advisor
        • Administrator
        • Standard
      • Type of Boss
        • Chairman
        • CEO
        • Corp. Division Head
        • Business Unit Head
        • Division Head
        • Department Head
    • 50. Career Progression: 2
      • Type of Work
        • Ambassador/COO
        • Representative
        • Office Manager
        • Advisor
        • Administrator
        • Standard
      • Type of Boss
        • Chairman
        • CEO
        • Corp. Division Head
        • Business Unit Head
        • Division Head
        • Department Head
    • 51. Career Progression: 3
      • Type of Work
        • Ambassador/COO
        • Representative
        • Office Manager
        • Advisor
        • Administrator
        • Standard
      • Type of Boss
        • Chairman
        • CEO
        • Corp. Division Head
        • Business Unit Head
        • Division Head
        • Department Head
    • 52. Career Progression: 4
      • Type of Work
        • Ambassador/COO
        • Representative
        • Office Manager
        • Advisor
        • Administrator
        • Standard
      • Type of Boss
        • Chairman
        • CEO
        • Corp. Division Head
        • Business Unit Head
        • Division Head
        • Department Head
    • 53. Additional Career Advice…
      • Manage Boss’ Communications
      • Manage Boss’ Schedule
      • Stand in-between interruptors
      • Attend meetings on behalf
    • 54. Additional Career Advice…
      • 5. Take over some work:
        • Decisions that the boss makes frequently and repetitively and that are predictable in nature
        • Assignments that will add variety to your routine work
        • Functions that the boss dislikes
        • Work that will provide experience for you
        • Tasks that you're capable of doing
        • Activities that will make you more well rounded and that will broaden your expertise
        • Opportunities to use and reinforce your creative talents
        • Recurring matters
        • Minor decisions
        • Time-consuming details
    • 55. Managing Your Career: Management Ladder
      • Pick the area of Management you want
      • Set long-term and short-term goals
      • Determine competencies needed for short-term goals
      • Invest (Time + Money)
      • Time = Study, Work, Projects, Reports, Mentor
      • Be prepared to invest up 50% IN ADDITION to your current work-load and current schedule
      • Time Management skill is critical
    • 56. The Ultimate Career Advice
      • “ Find something you like to do so much that you would gladly do it for nothing.
      • Then, learn to do it so well that people would be happy to pay you for it.”
    • 57. End Notes
    • 58. Management Skills: Summary 7. Career 6. Attitude 5. Discipline 4. Relationship 3. Time 2. Boss 1. Job What to Manage?
    • 59.
      • G row up
      • U nderstand Yourself
      • I nvest in Yourself
      • E liminate “Cannot be Done”
      • “ Y ou are being observed all the time”
      How to reach your maximum potential
    • 60. How to reach your maximum potential
      • “ E verything depends on Relationships”
      • C hoose your close Friends
      • S erve
      • C ontrol and use your Emotions
      • D iscipline
    • 61. Endnote
      • The rest is up to you.
    • 62. Thank You. soft copy of slides: http://totallyunrelatedrandomanddebatable.blogspot.com/

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