In the United States, today is the beginning of the Memorial Day weekend. Traditionally, this is a day to honor our war dead, regardless of the campaign.
More and more, our country has begun focusing on material things. It is becoming increasingly common for the citizens of this great nation to be more concerned with cooking out, summer vacations, and shopping than a reflection on the lives of those who sacrificed their lives for our security. We read in our papers, and hear in television and radio news, that everyone is staying closer to home because of the cost of fuel. This behavior is a reflection of the self-centeredness that has infected our society.
It matters not to me whether I agree with the causation of the conflict on this day. Honoring our heroes should not be contingent upon the perceived rightness or wrongness of the battles. That these individuals, male and female, were willing to look death in the face for our benefit is what matters.
While we entertain our friends and families, as we curse at the traffic congestion slowing our progress to the mall, caused by the parades hijacked by the politicians seeking our votes, let us take time to say a prayer for the souls of our dead. If our family cemetery is too far to drive, let us visit one locally and pay homage to the war dead of another. Because, they died for us too.
Some may feel that celebrating life is the most honorable way to acknowledge the sacrifice made by our war dead. There is nothing wrong with that. But, let us not forget the original purpose of this day.
Friday, May 23, 2008
Monday, May 19, 2008
Another Successful Conference
This past weekend, I had the honor of overseeing the Annual Meeting of the WV Division IAAP. As Division President, it was my responsibility to approve the final decisions. It was also my duty to allow the planning committee to work.
It can be difficult to stand back an allow others to control something that means so much to you. It was my last Division Annual meeting and I wanted everything to run perfectly. We had guests coming in from Virginia and members attending from all over the state. We had a reception planned for Friday night (featuring solo performance of John Kuhn) and a full agenda for Saturday, including the business meeting, keynote speaker Mary-Margaret Chandler of Certus Scientific, and our presenters Jim Strawn and Chuck Stump, authors of “The Sad, Glad, Mad Book”. We had video presentations from our International Board of Director members, vendor displays, handouts, meals, breaks and awards to coordinate.
Did it run smoothly? Yes. Did it run perfectly? No. Did the attendees know there were problems? Absolutely not!
The committee chair was inexperienced. She had never arranged anything more than a meeting of a few managers at her previously employer. However, her willingness to take on the challenge gained her some valuable and marketable experience. My standing back and letting her work, answering her questions and catching a few errors, allowed her to learn without fear. She is a long, long way from being a professional meeting planner, but she now knows how much more is involved in the process.
This is the exact type of thing association membership is for. In addition to the networking and continuing educational aspects, learning new skills valuable to the profession is tremendously important. Learning how to be a leader, and not a manager, is also important.
Great leaders point the direction you need to travel and allow team members to work toward that goal. They do not do all the work. In fact, they are happier when team members step forward to take on a challenge. I have worked for many managers, people who focused on the tasks and who tend to step in because ‘it’s easier if I do it myself.’ I have rarely worked with a good leader.
We held the meeting at the Charleston Marriott. They were great to work with. I arrived at each event at least 45 minutes early, caught some of the things my committee chair had missed and took care of them. I helped my chair to understand the items she missed, but was able to get them addressed before the attendees arrived. That helped to impress upon the chair that arriving early was very important to the smooth flow of the event.
Flexibility is also important. My chair had agreed to a room that was really too small for our event, but only by a little bit. Vendor displays took more room than she anticipated so the placement of the food carts became an issue. When I allowed the banquet staff to use their expertise, they resolved the problem instantly. Was it what we had planned? No. Did the attendees know? Absolutely not.
I am pleased with the work the committee did, the learning that occurred with the chair and the happy chatter and supportive comments received by the attendees. I will be giving my treasurer a few weeks to get the bills paid then we’ll pull the Board of Directors together for an after action review.
Would I agree to let this minimally experienced person set up another meeting …in a heartbeat!
It can be difficult to stand back an allow others to control something that means so much to you. It was my last Division Annual meeting and I wanted everything to run perfectly. We had guests coming in from Virginia and members attending from all over the state. We had a reception planned for Friday night (featuring solo performance of John Kuhn) and a full agenda for Saturday, including the business meeting, keynote speaker Mary-Margaret Chandler of Certus Scientific, and our presenters Jim Strawn and Chuck Stump, authors of “The Sad, Glad, Mad Book”. We had video presentations from our International Board of Director members, vendor displays, handouts, meals, breaks and awards to coordinate.
Did it run smoothly? Yes. Did it run perfectly? No. Did the attendees know there were problems? Absolutely not!
The committee chair was inexperienced. She had never arranged anything more than a meeting of a few managers at her previously employer. However, her willingness to take on the challenge gained her some valuable and marketable experience. My standing back and letting her work, answering her questions and catching a few errors, allowed her to learn without fear. She is a long, long way from being a professional meeting planner, but she now knows how much more is involved in the process.
This is the exact type of thing association membership is for. In addition to the networking and continuing educational aspects, learning new skills valuable to the profession is tremendously important. Learning how to be a leader, and not a manager, is also important.
Great leaders point the direction you need to travel and allow team members to work toward that goal. They do not do all the work. In fact, they are happier when team members step forward to take on a challenge. I have worked for many managers, people who focused on the tasks and who tend to step in because ‘it’s easier if I do it myself.’ I have rarely worked with a good leader.
We held the meeting at the Charleston Marriott. They were great to work with. I arrived at each event at least 45 minutes early, caught some of the things my committee chair had missed and took care of them. I helped my chair to understand the items she missed, but was able to get them addressed before the attendees arrived. That helped to impress upon the chair that arriving early was very important to the smooth flow of the event.
Flexibility is also important. My chair had agreed to a room that was really too small for our event, but only by a little bit. Vendor displays took more room than she anticipated so the placement of the food carts became an issue. When I allowed the banquet staff to use their expertise, they resolved the problem instantly. Was it what we had planned? No. Did the attendees know? Absolutely not.
I am pleased with the work the committee did, the learning that occurred with the chair and the happy chatter and supportive comments received by the attendees. I will be giving my treasurer a few weeks to get the bills paid then we’ll pull the Board of Directors together for an after action review.
Would I agree to let this minimally experienced person set up another meeting …in a heartbeat!
Monday, May 12, 2008
Let The Countdown Begin!
Five working days until our WV Division Annual meeting. Most of the arrangements have been completed and this will be a time to doublecheck and exercise any needed "plan B" items.
There are a lot of sources for information regarding meeting or event planning. I will offer just a couple suggestions that should help you as you work through your special event.
1 Work backward - After you have selected the date for your event, you should work backward and develop a timeline so that you have a firm grasp of what has to be done and when. Ideally, you should have all but the very small items in place two weeks out from your date. This leaves your last few days dedicated to contingency plans.
2 Do an imaginary walk-through of the event. - Sit down and walk your mind through every step of your event. From parking, to registration, to finding a seat, reading the agenda ... every step. Picture in your mind what YOU expect as an attendee. Is everything in place? Are the placemats on the tables? Is there water to drink? All the way to the end.
Anyone involved in planning meetings learns quickly that you must always have a plan B for every item on your agenda, and you must be flexible. For my event, two weeks out we had a four piece band set. One week out a key musician backed out citing lack of time to practice! So, with the aid of my husband, we have been able to secure a solo artist - John Khun - to perform for us. Luckily I had only allowed the committee to list "live entertainment" in the registration materials. I did not list the name of the musicians.
The show must go on, so remember to be flexible.
There are a lot of sources for information regarding meeting or event planning. I will offer just a couple suggestions that should help you as you work through your special event.
1 Work backward - After you have selected the date for your event, you should work backward and develop a timeline so that you have a firm grasp of what has to be done and when. Ideally, you should have all but the very small items in place two weeks out from your date. This leaves your last few days dedicated to contingency plans.
2 Do an imaginary walk-through of the event. - Sit down and walk your mind through every step of your event. From parking, to registration, to finding a seat, reading the agenda ... every step. Picture in your mind what YOU expect as an attendee. Is everything in place? Are the placemats on the tables? Is there water to drink? All the way to the end.
Anyone involved in planning meetings learns quickly that you must always have a plan B for every item on your agenda, and you must be flexible. For my event, two weeks out we had a four piece band set. One week out a key musician backed out citing lack of time to practice! So, with the aid of my husband, we have been able to secure a solo artist - John Khun - to perform for us. Luckily I had only allowed the committee to list "live entertainment" in the registration materials. I did not list the name of the musicians.
The show must go on, so remember to be flexible.
Monday, April 28, 2008
Business for Breakfast Benefits
I keep my eyes open for learning opportunities. One of the best I have found is the Business for Breakfast series hosted by the WV S.C.O.R.E., the State Journal and the Charleston Marriott. I've attended several and have found each to be very enlightening. On Friday, April 25, I attended the breakfast event titled Blogs, Pods, and Twitters. Jason Keeling of Keeling Strategic and Skip Lineberg of Maple Creative presented the program.
Not being a complete neophyte of the virtual world, I still find that things are moving so quickly it is difficult to stay current. While I do maintain this blog, and I have posted podcasts and videos online, I had no idea what "twitter" meant. It turns out Twitter is actually a melding of both blogs and instant messaging. It's being called 'microblogging' on Wikipedia. You are limited to 140 characters, so you need to practice condensing your statements.
This interesting technolgy allows you to send short, targeted messages to others who follow you. You can have messages forwarded to your cell phone, or you may drop an html fragment into your web page and have your messages post there, keeping your readers up-to-date on your activites.
You will see in the upper right corner of this blog my Twitter billboard. It will display my most recent Twitter posts.
One of the program participants stated that he uses Twitter to keep key staff members, business associates and friends informed about his activities because it opens new opportunities. After posting that he would be traveling to Chicago a friend from that areas contacted him to schedule lunch while he was there.
A Twitter account is very simple to create. Finding others to connect with, or follow, is a bit challenging at this time. I've run a couple quick searches and have added a few people I recognize. One thing I will do is add a line to my email signature block that I use Twitter and give it some time to see if it takes hold.
If you decide to create a Twitter account, or already have one, add me. Let's see what happens.
Not being a complete neophyte of the virtual world, I still find that things are moving so quickly it is difficult to stay current. While I do maintain this blog, and I have posted podcasts and videos online, I had no idea what "twitter" meant. It turns out Twitter is actually a melding of both blogs and instant messaging. It's being called 'microblogging' on Wikipedia. You are limited to 140 characters, so you need to practice condensing your statements.
This interesting technolgy allows you to send short, targeted messages to others who follow you. You can have messages forwarded to your cell phone, or you may drop an html fragment into your web page and have your messages post there, keeping your readers up-to-date on your activites.
You will see in the upper right corner of this blog my Twitter billboard. It will display my most recent Twitter posts.
One of the program participants stated that he uses Twitter to keep key staff members, business associates and friends informed about his activities because it opens new opportunities. After posting that he would be traveling to Chicago a friend from that areas contacted him to schedule lunch while he was there.
A Twitter account is very simple to create. Finding others to connect with, or follow, is a bit challenging at this time. I've run a couple quick searches and have added a few people I recognize. One thing I will do is add a line to my email signature block that I use Twitter and give it some time to see if it takes hold.
If you decide to create a Twitter account, or already have one, add me. Let's see what happens.
Wednesday, April 23, 2008
Happy Administrative Professionals' Day
In the course of my years in the labor force, I have stood alongside many I have considered professionals. Their talents and responsibilities have been as diverse as their names.
Recently, I was asked what separates a professional from a novice. Is it the money? Is it the education? Is it experience?
Personally, I believe it is attitude. An administrative professional can be recognized by the attitude displayed. It is evident in posture, speech, clothing, and product.
This does not mean that I believe administrative professionals should be required to attend finishing school, balance books on their heads, or take classes to erase a dialect. I believe an administrative professional has a confident posture, clear speech with a firm vocabulary, neat attire, and presents a quality product.
The administrative professional isn't defined by the office furniture, phone system, or number of staff supported. Corporate executive or the small business owner, this professional is dedicated to providing the best service possible, regardless of the size of the business.
This professional is a life-long learner. Skills and training may not come from the classroom but are oftentimes through self-education. The administrative professional learns of a new product, software or service and gladly shares that information.
Membership in the International Association of Administrative Professional(R) shows dedication to your profession, your Division, your Chapter and yourself. I am proud to be associated with professionals like these.
Robin A. Holstein CPS/CAP
President
WV Division
Recently, I was asked what separates a professional from a novice. Is it the money? Is it the education? Is it experience?
Personally, I believe it is attitude. An administrative professional can be recognized by the attitude displayed. It is evident in posture, speech, clothing, and product.
This does not mean that I believe administrative professionals should be required to attend finishing school, balance books on their heads, or take classes to erase a dialect. I believe an administrative professional has a confident posture, clear speech with a firm vocabulary, neat attire, and presents a quality product.
The administrative professional isn't defined by the office furniture, phone system, or number of staff supported. Corporate executive or the small business owner, this professional is dedicated to providing the best service possible, regardless of the size of the business.
This professional is a life-long learner. Skills and training may not come from the classroom but are oftentimes through self-education. The administrative professional learns of a new product, software or service and gladly shares that information.
Membership in the International Association of Administrative Professional(R) shows dedication to your profession, your Division, your Chapter and yourself. I am proud to be associated with professionals like these.
Robin A. Holstein CPS/CAP
President
WV Division
Thursday, April 10, 2008
Three Key Competencies for Today’s Administrative Professional
In today’s world of instant electronic contact, telecommuting and global communication, it’s easy to think that everyone can do anything. Unfortunately, too many people believe because an employee has completed a software tutorial program and printed a certificate they have the skills needed to do a job. It takes more than an on-line training program to make the administrative professional. In this brief article we are going to look at three key competencies (measureable or observable knowledge, skills, and abilities) needed by today’s administrative professional: meeting preparation and coordination; managing office technology; and, problem solving.
When the decision is made to hold a meeting, whether it is face-to-face or via teleconference, the administrative professional goes to work reserving the room, verifying attendance, and preparing the agenda. Handouts and other materials often must be coordinated and prepared. Lodging reservations may be necessary for some attendees and, on occasion, refreshments or meal arrangements must be made. The experienced administrative professional will be familiar with creating a productive atmosphere and the many ‘special touches’ necessary to create the successful and productive meeting.
Managing office technology is more than being able to send email and run a Google search. With the increasing use of Blackberries, Bluetooth devices and video conferencing, today’s administrative professional must be proficient and up-to-date on technology training. Doing a presentation isn’t just about plugging in the overhead projector and having a supply of pens and transparencies. Administrative professionals are being asked to use presentation design software to create the electronic file, setup the laptop and digital video display equipment.
Today’s administrative professionals no longer simply support management. They are true office problem solvers, anticipating and preparing for challenges in the modern workplace. Administrative professionals identify problems and offer solutions. They are in contact with employees of all levels and are willing to lend a hand in getting past the difficulties. Whether the printer goes down in the middle of a major report, a dignitary’s flight is delayed or the lamp in the Proxima needs replacing, problem solving skills are essential.
These three competencies, meeting preparation and coordination, office technology and problem solving, don’t come in the form of an Adobe PDF file. The administrative professional can’t download them or get them from a CD Rom. They come from hands-on experience. By definition, experience is a result of direct observation and participation.
Where can an administrative professional get experience in competencies such as these and others? Participating in a professional organization, such as the International Association of Administrative Professionals® (IAAP) is one of the most cost effective ways. Local IAAP chapters provide leadership, continuing education, skills certification information and social networking opportunities that can transform you into the confident, competent professional you want to be.
Robin A. Holstein CPS/CAP is the president of the West Virginia Division IAAP and owner of Robin’s Desktop Virtual Administrative Services. For more information on IAAP in West Virginia contact Robin at (304) 546-4668 or robin@robinsdesktop.com.
When the decision is made to hold a meeting, whether it is face-to-face or via teleconference, the administrative professional goes to work reserving the room, verifying attendance, and preparing the agenda. Handouts and other materials often must be coordinated and prepared. Lodging reservations may be necessary for some attendees and, on occasion, refreshments or meal arrangements must be made. The experienced administrative professional will be familiar with creating a productive atmosphere and the many ‘special touches’ necessary to create the successful and productive meeting.
Managing office technology is more than being able to send email and run a Google search. With the increasing use of Blackberries, Bluetooth devices and video conferencing, today’s administrative professional must be proficient and up-to-date on technology training. Doing a presentation isn’t just about plugging in the overhead projector and having a supply of pens and transparencies. Administrative professionals are being asked to use presentation design software to create the electronic file, setup the laptop and digital video display equipment.
Today’s administrative professionals no longer simply support management. They are true office problem solvers, anticipating and preparing for challenges in the modern workplace. Administrative professionals identify problems and offer solutions. They are in contact with employees of all levels and are willing to lend a hand in getting past the difficulties. Whether the printer goes down in the middle of a major report, a dignitary’s flight is delayed or the lamp in the Proxima needs replacing, problem solving skills are essential.
These three competencies, meeting preparation and coordination, office technology and problem solving, don’t come in the form of an Adobe PDF file. The administrative professional can’t download them or get them from a CD Rom. They come from hands-on experience. By definition, experience is a result of direct observation and participation.
Where can an administrative professional get experience in competencies such as these and others? Participating in a professional organization, such as the International Association of Administrative Professionals® (IAAP) is one of the most cost effective ways. Local IAAP chapters provide leadership, continuing education, skills certification information and social networking opportunities that can transform you into the confident, competent professional you want to be.
Robin A. Holstein CPS/CAP is the president of the West Virginia Division IAAP and owner of Robin’s Desktop Virtual Administrative Services. For more information on IAAP in West Virginia contact Robin at (304) 546-4668 or robin@robinsdesktop.com.
Thursday, December 27, 2007
Change is the only Constant
One of the favorite things to do at this time of year is to make resolutions, or promises of change. Change is probably the only constant you will find in life. When we instigate our own change, whether it is stopping a bad habit or updating our look, we are able to accept it a little more easily. When change is hoisted upon us, it becomes more difficult to handle.
Organizations are constantly changing. No matter how well intentioned, change causes fear in unenlightened employees and organization members. When I speak regarding adjusting to change in the workplace I like to cover the inevitability of change, surviving change and taking ownership of your attitude.
Change is Inevitable – Just as the daylight turns to night, change is happening all around us. How we handle that change makes or breaks us. You must maintain a positive outlook and cooperative attitude. Traveling from desk to desk moaning and complaining will only feed the resistance to change, making you appear to be a problem employee.
Feeling confused or disappointed is natural. You probably aren’t aware of the big picture and may not be fully informed. Maintain an open mind. Over the course of time you will come to understand the purpose of the change.
With change there will be challenges. As staff begin to take on new or additional responsibilities there will be set-backs and errors. Practice makes perfect. Keep your temper in check and your attitude positive to help the transition.
Surviving Change – There is no need to feel helpless during times of change. You may feel uncertainty, a lack of confidence in the change, and doubts about potential success of the change. You may question the motives of the management, or feel you are being manipulated. These are all normal. Being honest with your supervisor and maintaining open communications will help you adjust. While you may not be given all the answers to your questions, you will still get some.
Downsizing usually means doing as much, or more, with fewer people. Advances in technologies that were supposed to make our jobs easier have given us more work to do in less time. By taking a hard look at the situation, and requesting additional training, you are no longer a ‘victim’ of the change. Being open to training is a sign that you have the company’s interest at heart and puts you in charge of your career.
The fact is this: If you are going to continue to take their money, you have to play by their rules. It is better to embrace the change than to try to fight it. More often than not, fighting the change will get you fired, demoted or worse … ignored. It’s everyone’s job to make it work. Time will be the deciding factor whether the change has been successful.
Take Ownership –Your attitude is YOUR attitude. No one else can make you have a good one or bad one. If you are having difficulty adjusting to changes you may want to take a pen and paper and write down exactly what it is that is bothering you. Conduct an assessment of your attitude. Set some goals for personal change. How well do you:
· Accept direction;
· Work as part of a team;
· Provide courteous assistance to customers; or,
· Accept challenges.
These are all areas that can be improved upon, with a little hard work. As you strive to improve yourself you will find the improvements also spill over to your personal life.
Change is going to happen and we don’t always have a choice in the matter. How we respond to the change can make the difference in whether we adapt successfully or not. A review of our attitude and making our own necessary change could be in order.
Organizations are constantly changing. No matter how well intentioned, change causes fear in unenlightened employees and organization members. When I speak regarding adjusting to change in the workplace I like to cover the inevitability of change, surviving change and taking ownership of your attitude.
Change is Inevitable – Just as the daylight turns to night, change is happening all around us. How we handle that change makes or breaks us. You must maintain a positive outlook and cooperative attitude. Traveling from desk to desk moaning and complaining will only feed the resistance to change, making you appear to be a problem employee.
Feeling confused or disappointed is natural. You probably aren’t aware of the big picture and may not be fully informed. Maintain an open mind. Over the course of time you will come to understand the purpose of the change.
With change there will be challenges. As staff begin to take on new or additional responsibilities there will be set-backs and errors. Practice makes perfect. Keep your temper in check and your attitude positive to help the transition.
Surviving Change – There is no need to feel helpless during times of change. You may feel uncertainty, a lack of confidence in the change, and doubts about potential success of the change. You may question the motives of the management, or feel you are being manipulated. These are all normal. Being honest with your supervisor and maintaining open communications will help you adjust. While you may not be given all the answers to your questions, you will still get some.
Downsizing usually means doing as much, or more, with fewer people. Advances in technologies that were supposed to make our jobs easier have given us more work to do in less time. By taking a hard look at the situation, and requesting additional training, you are no longer a ‘victim’ of the change. Being open to training is a sign that you have the company’s interest at heart and puts you in charge of your career.
The fact is this: If you are going to continue to take their money, you have to play by their rules. It is better to embrace the change than to try to fight it. More often than not, fighting the change will get you fired, demoted or worse … ignored. It’s everyone’s job to make it work. Time will be the deciding factor whether the change has been successful.
Take Ownership –Your attitude is YOUR attitude. No one else can make you have a good one or bad one. If you are having difficulty adjusting to changes you may want to take a pen and paper and write down exactly what it is that is bothering you. Conduct an assessment of your attitude. Set some goals for personal change. How well do you:
· Accept direction;
· Work as part of a team;
· Provide courteous assistance to customers; or,
· Accept challenges.
These are all areas that can be improved upon, with a little hard work. As you strive to improve yourself you will find the improvements also spill over to your personal life.
Change is going to happen and we don’t always have a choice in the matter. How we respond to the change can make the difference in whether we adapt successfully or not. A review of our attitude and making our own necessary change could be in order.
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