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10 Tips For Handling Your Copier
2007-10-22 14:38:00
Do you have trouble with handling your copier? Do you find that other team members are handling your copier in an incorrect way?Here are 10 tips on how not to do things with your copier:Try not to lean on the machine, since parts are sensitive and can break very easily.One thing that always bothers me is when people don't replace the paper. Please have the common courtesy to replace it when the copier signals it's low. Remember that it's not up to the service technician to fill it up for you.Make sure to ask the copier company of what type of paper can be used for your particular copier. This will avoid jams and other costly problems.If you are going to leave the company or going on vacation, please make sure to let someone else know how to use some of the functions. Scanning to folders or to e-mail can be a little confusing, so make sure you have someone on hand to handle this while you're gone.If a service technician is working on the copier, please don't ask them if you can ...
More About: Tips , Productivity

4 Ways to Keeping Your Desk Clean
2007-10-19 16:29:00
Do you find that you have too many things on your desk? Papers keep piling up and you can't seem to get organized?Here are some sure-fire ways of getting your desk cleaned up and being able to find what you are looking for at a snap of a finger:Once you receive incoming mail or documents, make sure to file them appropriately, throwing out any parts that need to be recycled or thrown in the garbage. Clipping mail together and filing them either on your desk or in trays will speed up the delivery process.Arrange your workstation (if possible) in a manner of where you would be able to access supplies in arm's reach distance, such as stationary, filing cabinets, etc. Also, try to purchase a computer tray that goes under your monitor for more room and a chair that has wheels, so you can move around quickly and easily.When you receive documents to file or need to file documents after you've completed the task at hand, make sure to file them either right away or at a designated time eac...
More About: Organize , Planning , Productivity , Clean , Desk

Post-It Sortable Cards
2007-10-18 16:44:00
Do you find it difficult to organize and/or prioritize your tasks? Do you need to assign tasks to others in meetings but not sure how to start?The solution is 3M Post -It Sortable Cards. Here are some of the uses for this great product:Write all tasks to be completed on each card with a timeline of when it needs to be completed. Then just sort in priority order.You can carry them to your meetings and provide quick reference information.Break down projects into manageable pieces by allowing everyone to contribute what their tasks will be on each card.All staff members involved in these meetings can bring back their cards and advise of what tasks are complete, partially complete, etc.These cards will make your and your colleagues' work lives much simpler.If you have any questions, suggestions or comments, please feel free to click on the "comments" link below and leave some feedback. If you are reading this via feed or e-mail, please click on the title link and post your comment via w...
More About: Organize , Planning , Productivity , Lists

Secure Your Laptop From Thieves
2007-10-17 14:52:00
One of my fellow Administrative Assistants got her laptop recently stolen from her home. The good news was that she had it insured, but the bad news was that she had to pay a $500 deductible for it. This would be roughly about 1/2 of the price of a new one.You can purchase a security lock just like the one pictured on this post at pretty much any computer store. If you are looking for some specifications on this particular model (most models are quite similar), you can find it here.But be wary of purchasing used ones, since they might either have been tampered with or might be faulty.If you have any questions, suggestions or comments, please feel free to click on the "comments" link below and leave some feedback. If you are reading this via feed or e-mail, please click on the title link and post your comment via web.Until next time,Take care - of your clutter!
More About: Laptop , Planning , Secure

Online Operating Systems?
2007-10-16 16:33:00
Are you having trouble trying to connect to your office's or home's computer? Do you want reliable speed and control (provided that you are using a faster Internet connection)?Here's a new solution that a few firms have come up with - Online Operating Systems!All of your information is kept online, just like Google Docs, except you can actually either replicate your own desktop or create a new one with all of the same software and features. You can receive 1GB of space for free from most providers. If you want more, it will cost you and that depends on which service provider you choose.Here are some of the links to these providers:www.goowy.comwww.desktoptwo.com www.eyeos.orgwww.glidedigital.comwww.youo s.comIf you decide to use any of these services, let me know how it works out for you (advantages and/or disadvantages).If you have any questions, suggestions or comments, please feel free to click on the "comments" link below and leave some feedback. If you are reading this via fee...
More About: Organize , Travel , Networking , Tables , Outlook

Blog Action Day - Help Save the Environment!
2007-10-15 16:34:00
Are you interested in helping the environment? If so, here's your chance to help out by spreading the word. Click on the image on the left to find out more information.My company actually has a few ways to help with recycling. We always ship old toner cartridges back to the manufacturer, which doesn't cost us a penny. We also recycle all paper products and shred any confidential documents, just in case.One of the best programs that we've implemented was to ask all employees within the building of any ideas that could help recude waste. One person thought of enabling the screen saver and power down functions on everyone's computer. Imagine how much money we can save each day!If you want to enable your screen saver and/or power options, follow these simple steps:Right-click anywhere on your desktop (that doesn't have an icon in that area).Click Screen Save r and then you can adjust the settings there.On that same screen, you have the Power... button, which can help you adjust your...
More About: Environment , Action , Blog , Productivity

Office Functions - Should I Donate?
2007-10-12 16:33:00
Do you find yourself having to dish out cash for a function that you either don't want to attend or feel that you haven't known the person that's retiring, having a baby, etc. for a long time?Most people actually feel this way, since if they just started working with the firm, it can be quite embarrassing and uncomfortable. Just tell the person that's in charge of the event that you would like to contribute something, but feel that you haven't known the person for long enough and would not like to participate. Make sure to do this as a one-on-one conversation and ask the person to keep it confidential.If, on the other hand, you are willing to participate in these functions, here are some quick guidelines to keep things in line:Ask staff members to contribute a voluntary amount, instead of specifying an exact figure. This will make them feel more comfortable by contributing what they want.Send out an anonymous envelope or general e-mail to all staff members, so they feel more co...
More About: Events , Office , Planning , Donate , Productivity

Health & Safety: Simple Rules
2007-10-11 16:34:00
Here's an interesting article I found on another Administrative Assistant's blog:Health & Safety : Administrative Assistants.Ergonomics have been around for many years, but most people don't realize that this can eventually be bad for your health, if you don't follow the steps mentioned in this article.You can find more tips on health care benefits by clicking on this link to this article.If you have any questions, suggestions or comments, please feel free to click on the "comments" link below and leave some feedback. If you are reading this via feed or e-mail, please click on the title link and post your comment via web.Until next time,Take care - of your clutter!
More About: Productivity , Rules , Simple

Getting Annoying E-mail Alerts?
2007-10-10 16:44:00
Do you receive annoying e-mail alerts through your Outlook that pop up every time someone sends you an e-mail? You probably noticed that small somewhat transparent window that pops up at the bottom right corner of your screen.This can actually cause more stress and less productivity. If you really need this, so be it. If not, you can allow only a small envelope to show up, which doesn't display the from and subject fields.Here are 4 simple steps to do this:Open Outlook (if you haven't already done so).Click on Tools, Options, E-mail Options, Advanced E-mail Options.Than you will get a screen like this:Un-check the Display a New Mail Desktop Alert (default Inbox only) box and make sure to have the Show an Envelope icon in the notification area box checked.This will definitely decrease your stress level and remember not to check your e-mails every minute, unless that's part of your job.If you have any questions, suggestions or comments, please feel free to click on the "comments" l...
More About: Productivity , E-Mail , Tasks

Microsoft Office Communicator 2007
2007-10-09 22:28:00
Are you looking for software that can communicate via voice, Instant Message (IM) or video? Microsoft has come out with the new Office Communicator 2007. Here is a quick rundown of the features:Has the ability to provide access to Word, Excel, PowerPoint, OneNote, Groove, SharePoint Server.Integration of existing address book and corporate directories.Has an incorporated calendar as well as an out of office assistant to provide clients with the best method of communicating with you.Receiving an e-mail message through Outlook 2007 can enable the user to receive this information and be able to communicate in real-time with the client, without switching applications.When working with a document in Office 2007, the user can connect directly with the people that are involved with this document.If you don't have any use for this product, you might want to recommend it to your boss, since they usually are on their blackberries. This would definitely help with their productivity and you wo...
More About: Organize , Travel , Microsoft Office

8 Steps to Archiving E-mails
2007-10-09 22:28:00
Do you archive your e-mails in Outlook ? You really should, since it's become the norm for many companies that have the Sarbanes-Oxley Act.Just imagine that a client calls you up and states that they never ordered your product/service and doesn't want to pay for it. What do you do? Well, you can go back to your old correspondence that you and your client had via e-mail, to show that they agreed to this.Here are 8 simple steps how of you can archive your e-mails. I will also explain on how to retrieve these, if you ever need to back to one of them.Click File, then Import and Export.Click on Export to a File.Click on Personal Folder File (.pst).Click Filter.Now, you can search for particular types of criteria, such as time frames, who you received/sent e-mails from/to, etc. - it really depends on what you want to archive, which you specify here.Type in the file name that you want to use as well as the location and choose the option that best suits your needs below. It's always best ...
More About: Organize , Backup , Planning , Productivity

7 Ways to Great Customer Service
2007-10-09 16:32:00
Do you find that the term "The Customer is Always Right!" seems to be the important part of your job? Well, unfortunately, this is true, since if a client is happy with your service, they will refer other clients to your firm. Then those clients will refer other clients, etc. Then, of course, there's the opposite effect of this, which can really hinder your company.Here are 7 ways to make and keep customers happy:When a client comes to you with an issue, make sure to take the time to apologize (sincerely) and deal with the issue as soon as you can. Don't shift the client to another colleague, make sure to take care of the issue yourself.Make sure to keep a professional demeanor towards the client. The last thing you want to do is go on ranting and raving about the issue or their attitude.Ask the client if you can send out a comment or survey form, so that the client can truly voice their opinion about what happened. They might even think of some suggestions on how to rectify the p...
More About: Customer Service , Service , Great , Productivity

Viral Linking for Blogs
2007-10-08 15:32:00
If you are looking for ways to improve your GOOGLE PAGE RANKING and TECHNORATI RANKING, I recommend that you give Viral Linking or Viral Tagging a chance. All you need to do is follow these four simple instructions and you're on your way to increasing the number of links to your blog.Copy and paste the entire matrix of ?ViralTags? below.Substitute the Host Tag and one of the ?ViralTags? in the matrix with your anchor text of choice containing your blog?s URL. Please keep anchor text to a maximum of 4 words to keep the matrix size manageable.When you get a ping back from someone that has your link in one of their ?ViralTags?, practice good karma by copying his/her Host Tag?s anchor text (automatically the associated link will also be copied) and paste it over one of your ?ViralTags? below.Encourage and invite your readers to do the same and soon this will grow virally.==== Copy and Paste below this line ====Host Tag: Office Trends & TipsBlogging Mix - Blog About Interesting Stuf...
More About: Networking , Planning , Blogs

Binder Label Tip
2007-10-05 16:48:00
If you are in a bind for binder labels, here's a quick tip I found on a blog article that will definitely help you in the interim:Secretaries helping Secretaries...: Binder label tipIf you have any questions, suggestions or comments, please feel free to click on the "comments" link below and leave some feedback. If you are reading this via feed or e-mail, please click on the title link and post your comment via web.Until next time,Take care - of your clutter!
More About: Organize , Labels , Productivity , Label , Tasks

Best Way to Avoid a Computer Malfunction
2007-10-04 16:30:00
Have you ever had a point in your career (or may have had many) where your computer or other office equipment just decides to break down?You are working diligently on a project and are writing at the speed of light. You feel confident that you will meet your deadline and are happy with your report. Suddenly, the power goes out, you don't have a UPS unit and forgot to save your file.There is, of course, the auto-save function built in to many software packages, but it takes time for a computer to bounce back to the way it was before. I actually found an ad in a magazine that I have been preaching for quite some time now.You can always rely on a pen and paper, since if the pen breaks or the paper rips, you can replace it within seconds. A computer is much more costly and takes longer to reboot.Just some food for thought and thought that this would brighten up your busy day.If you have any questions, suggestions or comments, please feel free to click on the "comments" link below and l...
More About: Jokes , Computer , Planning , Productivity , Tasks

Label Clips for Filing Piles
2007-10-03 21:17:00
If you are having trouble with your filing system, here's a great way to lighten the load and organize your files a little better.PileSmart label clips can be used to label piles by topic, subject or whatever you would like to use them for. You can even write directly on the labels with a pen or pencil. These are availalable in packs of 24.To check out more details of this product, visit the Pendaflex website.If you have any questions, suggestions or comments, please feel free to click on the "comments" link below and leave some feedback. If you are reading this via feed or e-mail, please click on the title link and post your comment via web.Until next time,Take care - of your clutter!
More About: Organize , Planning , Labels , Productivity , Clips

A New Domain Name
2007-10-03 14:56:00
An update on this blog. I have changed the domain name for my blog to www.theprofessionalassistant.net. This will make it easier for everyone to remember.If you know of anyone that would be interested in reading or subscribing to this blog, please pass on the word.If you have any questions, suggestions or comments, please feel free to click on the "comments" link below and leave some feedback. If you are reading this via feed or e-mail, please click on the title link and post your comment via web.Until next time,Take care - of your clutter!
More About: Domain , Networking , Domain Name

Wristband Flash Drive
2007-10-02 21:14:00
Here's an interesting product that I found in a magazine. It's basically a USB flash drive that you can wear as a wristband. It's actually an older model, since it can only cary up to 256MB, but they do have other sizes available at Imantion.If you have any questions, suggestions or comments, please feel free to click on the "comments" link below and leave some feedback. If you are reading this via feed or e-mail, please click on the title link and post your comment via web.Until next time,Take care - of your clutter!
More About: Flash , Networking , Flash Drive , Drive , Productivity

Main Job Priority - Poll
2007-10-01 18:24:00
The first voting poll for this site has been completed. Here are the details:Money was the number one reason of what people's main priority.Other factors came in second, vacation time was third and no none was interested in benefits.Benefits should actually be one of the more important aspects of work, second to money (of course). The reason behind this is that if you don't have your health, you won't be able to work. You can find more information on a recent post about insurance benefits through work.If you have any questions, suggestions or comments, please feel free to click on the "comments" link below and leave some feedback.Until next time,Take care - of your clutter!
More About: Planning , Main , Productivity , Poll , Tasks

Pen & Highlighter - All in One!
2007-09-28 19:52:00
Here's an interesting product I found in a magazine. I know it's for those who like nifty little gadgets, but this does make life just a little easier for you.The new Bic Duo ball pen and highlighter - all in one!Whether you are taking notes or wanting to highlight something or both during the same time, this fits the bill. It's available in black or blue ink.If you have any questions, suggestions or comments, please feel free to click on the "comments" link below and leave some feedback.Until next time,Take care - of your clutter!
More About: Organize , Productivity , Tasks , Highlighter

7 Steps to Improve Your Filing System
2007-09-27 20:03:00
Are you having trouble with your filing system? Don't know how to organize yourself and things are starting to pile up?Here are 7 simple things you can do to improve your filing system:Try filing your documents into file folders, then put them into hanging file folders. This will prevent clutter, but don't put too many file folders in the hanging file folder, since it could break over time. If you really do have to put a lot of files in a folder, place a rubber band around the folder.Place your most current files in the front of each file folder, for easier access. This will also help you find information faster and help you be more organized.Try using colour tabs or colour file folders for different categories that you have.Make sure you file your file folders in alphabetical/chronological order, depending on what works for you.If your filing cabinet gets too full, take out the oldest files and store them in a box or even archive them off site (if you have this option). Make sur...
More About: Organize , System , Planning , Labels , Productivity

Networking Office Documents
2007-09-27 18:52:00
Do you have trouble getting onto your company's network while out of the office? Do you need to access that spreadsheet or presentation right away? Here's a quick solution for you - Google Docs.If you need to change or create any new Word , Excel or Powerpoint document, this is the place to do it - anywhere you are, as long as you have an internet connection. You can share the files with anyone that you want in a very secure manner.If your boss is asking you to change some information on a spreadsheet, you can simply log into the website, make the changes and your boss would be able to see them (in real-time). Just make sure that you provide access to the person that needs to see these documents. You can open a chat window to discuss with your boss of the changes that you've made or are going to make. You can even present information from these documents to everyone that's signed on at that time.Click here to see a video of how Google Docs works. The video is not of high standard...
More About: Organize , Office , Networking , Planning

No Spell Checker?
2007-09-27 18:51:00
Don't have any access to a spell checker? Why not use Microsoft Word !This is the simplest way to make sure that you don't have any spelling mistakes. Just copy your text directly into Word and run the spell check - simple as that.You can also take a look at my post on "How to Not Write E-mails", which has a section on using the spell check function. Remember, you can't always rely on it.If you have any questions, suggestions or comments, please feel free to click on the "comments" link below and leave some feedback.Until next time, Take care - of your clutter!Update:A reader has pointed out that proofreading your document is the last step, which is the most important step.
More About: Productivity , E-Mail , Letters , Tasks

Former Colleagues - Good or Bad Contact?
2007-09-26 18:27:00
Do you try to remain friends with colleagues that either resigned or got laid off? Do you think there would be tension between both of you?This can be a touchy subject to delve into, since it really depends on you. You can remain friends or acquaintances if you wish, with that person, since it's a good idea to keep the contact going for networking purposes. Some of the great ways of doing this is using these sites:FacebookMySpaceLinkedInIf you are ever looking for a favour (provided that you kept your relationship on a positive level), they would be able to help out and vice versa.Also, if you have common interests that are based outside of the workplace, there might be a chance that your friendship could continue.On the other hand, if the person's relationship with your company was on a negative note, don't be surprised if they don't keep in contact with you. You might try to do this for a short period of time, but eventually, the relationship will dwindle away.If you have any...
More About: Networking , Contact , Gossip , Good , Coll

Getting Paid to Lose Weight at Work
2007-09-25 18:51:00
Do you want to get paid to lose weight during work hours? Would your management adhere to this new rule?Here is an interesting article I found regarding getting paid to lose weight during work. All of us are under a lot of stress during work hours and start packing on the pounds because of it. Well, this article might help you along with getting some of that weight off. You just have to run it by your boss and see if they agree.What do you think of this new plan? Send me your thoughts!If you have any questions, suggestions or comments, please feel free to click on the "comments" link below and leave some feedback.Until next time,Take care - of your clutter!
More About: Weight , Lose Weight , Work , Productivity , Paid

Using Your Phone in the Washroom?
2007-09-25 16:24:00
Have you ever walked into a washroom and noticed that someone is either talking on their cell phone or checking their e-mail on their Blackberry?I find this quite unusual, but it's actually quite commonplace to see this more and more often. People are so busy with their lives that they can't even go to the bathroom without having to do some sort of business with clients or chat with their friends. This mentality will get people's stress levels higher and higher, which will cause major health problems.One word of advise - let the phone ring, get to the e-mails when you are out of the washroom! It also annoys people that are in the same room as you. Have some common courtesy for others.What do you think of this scenario? Do you check your e-mail or chat on your cell phone in the bathroom? Send me your comments on this by clicking on the "comments" link below.Until next time,Take care - of your clutter!
More About: Travel , Phone , Productivity , E-Mail , Meetings

BlogRush Added
2007-09-24 22:45:00
I have recently added BlogRush to my blog, as you all have noticed. This service basically gives you the opportunity to provide relevant information from other bloggers as well. The firm is still working out the kinks in their software, but more relevant information will be available shortly.If you would like to add BlogRush to your website, click here for more information.If you have any questions, suggestions or comments, please feel free to click on the "comments" link below and leave some feedback.Until next time,Take care - of your clutter!
More About: Productivity

Do's and Don'ts of Office Romance
2007-09-24 22:44:00
Have you ever had an office romance with someone? Have you ever witnessed an office romance and thought if this was a good idea? People do it all the time, all across the world. Most people even admit to having an office romance at some point in their career.The advantages:You might meet "The One" that you've been looking for.You get to see the person everyday (this can also be a negative, depending on how you look at it).You get to take lunch and breaks with that person.You share common interests, since you work at the same firm.The disadvantages:Gossip will start around the rumour mill quite quickly and have to try to keep it to yourselves.Spending too much time with the person might affect your productivity. Arguments on a personal nature might even break out.If you get into too many relationships at work, you might be viewed as someone that is displeasing.The choice is yours. But if you do decide on an office romance, make sure to weigh the facts before you start one up.If you ...
More About: Office , Productivity , Romance , Office Romance

Strangest Job Interview Pitches
2007-09-24 22:43:00
Here is an interesting article that I found on the net about the strangest job interview pitches.It basically talks about odd things that people have said in an interview that are quite different than what you would think of. Some of the comments mentioned here are quite funny. Just remember not to say any of these things mentioned.Hope you enjoy a little laugh from this post.If you have any questions, suggestions or comments, please feel free to click on the "comments" link below and leave some feedback.Until next time,Take care - of your clutter!
More About: Interview , Productivity , Meetings , Tran

5 Benefits to Hiring a Virtual Assistant
2007-09-24 22:42:00
Have you ever wondered what the term "Virtual Assistant" means? You keep seeing "VA" mentioned quite a few times, but not sure what it is.Basically, a Virtual Assistant is an Administrative Assistant that works usually from home or out of the office setting, as a freelancer. He/she would perform the same tasks and duties as any other Administrative Assistant, but in quite a few different ways:Getting paid only for the work being done, so there's no downtime.There is no time spent on breaks and lunches, so you don't end up paying extra for these.No benefits to pay.Learns and understands your business as they go along.You advise them of what tasks need to be done and they complete it in a timely manner, of which you only pay what services need to be done.They understand the concept of entrepreneurship, since they own their own business as well.If you are thinking of hiring a Virtual Assistant, go to the Canadian Virtual Assistant Connection site to find one that would suit your busi...
More About: Organize , Planning , Productivity , Hiring