IA APA k - S ar - B en C hap te r S cr ib b lin gs
IAAP Ak-Sar-Ben Chapter Scribblings
Volume LXXI, Issue 91 October 2013
President’s Message I love Fall. It is my favorite season of the year. The kids are back in school. There is a crispness in the air. The crunching of leaves can be heard. And the sentiments of being close to friends and family that surround the holiday season start to set in. It is also the time of year when the Ak-Sar-Ben Chapter programs and initiatives get underway. We have a great line-up of programs covering topics of technology, healthcare, interviewing skills, and more. Pending approvals, there will be a possible seven (7) recertification points awarded throughout the year. I encourage you to be a part of the networking and education every month. CONNECT, LEARN, LEAD AND EXCEL. Our Ways & Means Committee is also beginning its annual fundraising efforts. The money raised helps our chapter fund the array of educational programs, provide scholarships, and promote IAAP to the business community. The Chapter will host a wine tasting event at Wine Styles on November 14. Deb Finlay, CAP-OM and Karen Ressegieu, CAP are coordinating the Red Wheel fundraiser, and watch for information on the Member Donation Drive. And, as always, the Small Indulgences Jewelry is available for purchase. All the programs and fundraising efforts would be for naught if there were no members to participate. Last month I asked each of you to think about your own membership and what you hope to gain from it. The more we put into our membership, the more we will benefit from it. For those members who have been involved for five or more years, it is important that you share your experiences with the newer (less than five years) members. What were your goals when you joined IAAP? If you reached your goals, how did IAAP help you get there? For newer members: What are your goals for your involvement in IAAP and in your career? How can IAAP and the network of members help you reach your goals? For everyone: How can you help others reach their goals? The Membership Committee is hosting an OPEN HOUSE at the November General Membership Meeting, I encourage you to bring a guest for the evening to participate in the program and learn more about the Ak-Sar-Ben Chapter IAAP and all that we offer administrative professionals. I look forward to seeing you all in the months to come, and hearing about your experiences with IAAP. Happy Halloween, Jennie Cormier, CAP/MOS, President
“Leading Administrative Professionals”
Our Core Purpose: To ensure individuals working in office and administrative professions have the opportunity to connect, learn, lead and excel.
Page 1
Please Update Your Information
Girls Night Out
All members are requested to visit the IAAP headquarters website at iaap-hq.org to update their contact information. All directory information for our chapter comes directly from the information you provide on the website.
Get your PINK on and join us for a night of “Stayin’ Alive: One Night of the Bee Gees” at the Omaha Symphony on Saturday, October 26. Ak-Sar-Ben’s own Margaret Lim CAP-OM/MOS will be part of the orchestra for this Susan G. Komen for the Cure Concert, with a post-concert party at the Embassy Suites.
Please note that the headquarters website has moved to a new platform. All members are requested to visit the website to update their log-in and password information. Thank you for your assistance in keeping our chapter directory up to date.
Friends and family are invited! Call your sisters, cousins, best friends, and neighbors to join in the fun. Tickets are $21.50 each. Please see Jennie Cormier, CAP/MOS for more information. Website Assistance Needed
Program Chair Needed A Program Chair is still needed for the 2013-2014 year. The programs are all set for the year. The chair’s responsibilities will include coordinating greeters and speaker arrivals, introductions and thank you gifts. Please see president Jennie Cormier, CAP/MOS to volunteer for this important position in the chapter.
Are you interested in enhancing your skills in website building and maintenance? Wanting to learn these skills to enhance your resume? Vice president Rena Geise, MOS, needs assistance in maintaining the chapter website. Please contact her at [email protected] to volunteer. Certification Study Group If you are interested in being a part of a certification study group, please contact vice president Rena Geise, MOS, at (402) 572-0340 or [email protected].
Upcoming Ways and Means Events Red Wheel Fundraiser
Small Indulgences Jewelry
The Ways and Means Committee has another aid for you during the busy holiday season. At the October 8 meeting members will have an opportunity to taste-test Red Wheel’s delicious gourmet quick breads and cookies. Red Wheel has many excellent food items and I know you will enjoy all of them. Order forms will be distributed at the October 8 meeting. Return completed order forms and checks payable to Ak-Sar-Ben Chapter–IAAP to Karen Ressegieu, CAP at the November 12 membership meeting. Orders will be distributed at the Tuesday, December 10, membership meeting.
Check out the new fall jewelry and scarves Kelli is selling at the October meeting. Small Indulgences Jewelry Under $40 is what we are all about. It is a fun, fashionable, affordable jewelry line designed for any woman who wants to transform an ordinary outfit and make it extraordinary. The distinctive designs are guaranteed to get noticed. Small Indulgences Jewelry is fun to wear because of the many compliments you receive. Membership Donation Letter
Our Ways and Means Committee asks for your generous support with a member-driven donation this year. To Wine Tasting Event participate in this drive, please make a contribution of $25, The Ways and Means Committee Wine Tasting and silent $20, 10 or any other amount directly to the Ak-Sar-Ben auction will be held Thursday, November 14, at WineStyles Chapter. These contributions go toward our Chapter’s from 6-8 p.m. One ticket gets red and white wine tasting mission. There are two methods to process your which includes 6 different wine plus cheese and crackers. contribution: by check payable to Ak-Sar-Ben Chapter— IAAP or visit the Chapter website at iaap-aksarben.org and Pre-ordered tickets are $12 and $15 at the door. There are make a donation using PayPal. some amazing silent auction items up for grabs including an overnight stay at the Hyatt, Day Spa gift cards, and much, Submitted by Cindy Norton, CAP-OM, Chair much more. Talk to Cindy Norton, CAP-OM to check out tickets for family and friends or to purchase tickets. Page 2
Officer Leadership Opportunities!
CELEBRATE! Anniversaries Karen Ressegieu, CAP
10/72
Cindy Norton, CAP-OM
10/99
Vickie Wrobleski, CAP-OM
10/01
IA-NE Division Executive Board 2013-2014 President Barb Abrahamsen, CAP (402) 982-8590 [email protected] President-Elect Diane Hanel, CAP (402) 637-6933 [email protected] Secretary Micci Gillespie, CAP-OM (515) 239-5151 [email protected] Treasurer Vickie Wrobleski, CAP-OM (402) 733-5282 [email protected] Northwest District Director Lisa Hogan, CAP-OM [email protected]
Tech Talk The following websites were presented at the Fall Leadership Conference: Rememberthemilk.com; Goanimate.com; Tubechop.com; Simplemeet.me; Screenr.com; Qik.com; morguefile.com; fotoflexer.com; podio.com; cueprompter; polleverywhere.com; safeweb.norton.com; capterra.com; redlaser.com; gethuman.com; quzio.com; tagxedo.com; padlet.com; and thinglink.com.
Do you like crunching numbers, especially dollars? Have an eye for detail? Are budgeting and other financial responsibilities skills you are seeking to learn? Pat Roth, CAP-OM is in her final year as treasurer for the Ak-SarBen chapter. For a smooth transition to the 2014-2015 year, the executive board is seeking a member to shadow Pat this year. Pat will spend the year, or a month or two if it fits your schedule better, teaching you all the ins and outs of this very important job. What a great way learning opportunity for someone seeking to expand their skill set or for someone with experience to give back to the chapter. If you are interested in any of the other officer positions please contact that person. All officers welcome a shadow to ensure smooth transitions for the future of the chapter. Committee Chairs Needed The following committees still need chairs for the 20132014 year: scholarship, community awareness, programs, and bylaws and standing rules. This is an excellent way to give back to the chapter or to expand your skills and network. Please contact president Jennie Cormier, CAP/ MOS at [email protected] for more information.
Donation Reminder As you clean out your closets and prepare for fall and winter, be sure to keep in mind women in the area who are less fortunate. Gladys Doerr, CAP-OM will take your professional attire that is clean and in good repair to the Women’s Center for Advancement. The clothes are given to women who are looking for work and need professional attire. First impressions are important—your donation will help another woman look and feel polished! Happy Boss Day! Tuesday, October 16, is National Boss Day! Don’t forget to honor your boss in a way that is meaningful to your boss, you and the relationship you have with each other.
Take a few moments to explore this wide variety of websites. Page 3
Admin Admired: Creating Your Professional Development Plan By: Stefanie Smith Throughout decades of working with corporate and nonprofit leaders, I’ve noticed one consistent success factor: an outstanding administrative assistant seated just outside the corner office. While the executives’ backgrounds, styles, specialties, ages, and demeanors may vary, they almost invariably have found an organized, reliable counterpart who puts them ahead of the game. You know you deserve a professional development plan, but there is only one person who can make it happen—you. If you wait for your boss to stop by to discuss your past accomplishments and future opportunities, you may end up waiting a very long time. Instead, make a commitment to yourself right now to start brainstorming about what you want next from your career. Then you can come up with a plan to make it happen. Here Are Five Strategies to Get You Started 1. Recognize the value you bring to your boss, clients, and the organization. Professional pride is not arrogance. It is confidence in your ability to deliver timely, high-quality results. —Make a list of your outstanding abilities. This means specific skills, not general traits like “high integrity” or “dedication to excellence.” Think more along the lines of “organizing files for quick and efficient retrieval,” “planning proactively for meetings or projects,” or “timely and accurate expense tracking and reporting.” Try to keep it to four main points, which we’ll call your “diamond of strength.” Most people have four core strengths, with other talents that fold into those main groups. If you are brainstorming and find yourself listing many strengths, that’s great; just list everything. You can group them into four categories later on. —Illustrate each strong point with examples summarized in 3 to 4 sentences. Did you once save the day by arranging all the details for a last-minute client conference with 30 participants from four firms? What about the time you coordinated all the document editing and production for a new set of marketing publications? Perhaps you learned the new expense tracking system and trained everyone else in your department? This is not a stroll down memory lane or a résumé-writing session. It’s a chance to recollect and reconnect with your own history. In the everyday stress of facing our task lists and worrying about the next deadline, we too often forget our past triumphs and the evolution of our expertise. As you mine for gold in your work history, the uncovered nuggets will enhance your perception of your capabilities. Don’t discount an area at which you excel simply because it comes naturally. Everything you’ve learned through yesterday is part of who you are, what you have done and how you can accomplish even more starting today. Your acknowledgement and appreciation of your skills is a first step toward effectively communicating them. Powerfully describing your skills enhances how other people view your performance and potential. 2. Enhance your status. Are you a dedicated employee who does so much more than your job description? Do you keep everything running? Great! When asked about the discrepancy between your title or salary and your actual contribution, maybe you say, “It’s OK, I’m just here to do a good job.” Well, it’s not OK, especially in today’s economy; not for you, your boss, or your company. How can your boss fully appreciate or make the best decisions about your responsibilities and professional growth if he or she doesn’t have that information? That’s right, he or she can’t. —Make sure your job description accurately and comprehensively describes your job. —Write regular one or two page updates to inform your boss of your achievements. Administrative assistants often meticulously document their bosses’ work and rarely create written descriptions of their own work. For example, while working on an operations improvement project for the president of a Morgan Stanley business division, I was very impressed by his administrative assistant’s knowledge and perceptive ideas. I invited Marta to lunch and we discussed her dream to become an “exempt employee,” which would offer her increased benefits, education reimbursement, and professional status. As I worked with her, it became clear that she added more value than anyone knew, including her boss! We translated her notion of “calming down customers” into “taking the initiative to listen to customer concerns, resolve issues and follow up.” We completed an updated, accurate description of her role, built in professional growth objectives, and recommended the title of Administrative Coordinator. Upon review, Human Resources concurred, and she was promoted two levels and given “exempt” status. Continued on Page 5 Page 4
The results speak for themselves. Marta was shifted to a role supervising her own staff and began to attend internal management training and pursuing university level classes. In this position, she could implement procedures to improve the overall quality of service. She not only contributed significantly more to the firm, but also became a role model for other women. These results benefited not only the individual, but the firm. 3. Nurture and expand your professional network. Network on your own behalf and for your boss as well. By expanding your internal network, you can smooth the way to efficient and productive relationships for both you and your boss. By interacting with colleagues beyond your company, you can learn what is new in your industry, from software platforms to operational trends, to joint ventures between firms. To begin: —Make a list of people who can mentor you, assist you in some way, or expose you to new ideas and opportunities. Create a plan for reaching out to them. —Schedule lunches with internal and external colleagues once a week for the upcoming four weeks (or every other week for the next two months). —Join an organization that provides opportunities to develop your career and make contacts with people in related fields and positions. 4. Partner with your boss to take on greater responsibility. Many administrative professionals are surprised when I point out their leadership skills. “No,” they say, “I’m not a leader, I just work for one.” Oh really? Consider for a moment whether you’ve ever been in the position of coordinating the work of individuals across functions or even organizations. - Ask your boss to think of one thing you can do to make his or her job easier. If absolutely nothing comes to mind, congratulations—you just reinforced your excellence; but if a suggestion comes back, remember, your boss's success is your success. - Request project leadership. As you increasingly demonstrate your ability to achieve results, your boss can delegate higher level responsibilities to you. Start out with a project you feel confident about taking on, whether fully internal or with external parties. Determine the goals and the deadline— and then deliver. Nothing builds leadership skills as much as leading. 5. Set short-term goals for your professional growth. Put aside the five-year plan for the moment. Achieving even a small success will increase your pride, value, and motivation. Vow to take some first steps, whether you want to elevate your standing at your current job or search for a new one. What professional skills do you want to acquire in the upcoming six months? How will you do it? Perhaps: —Perform pro bono projects to build skills and make contacts —Read books on new topics, or research them on the Internet —Attend free workshops or Webcasts —Register for an adult-ed evening class —Watch DVDs or listen to audiotapes and podcasts Final Thoughts: Administration is a career path, not a static position. From being the assistant to a junior manager, all the way up to "Chief Administrative Officer," you are valuable and make a positive impact on company culture and corporate results. If it feels too challenging to apply all of these recommendations on your own, no worries; there is no downside in getting some support. Admins, of all people, know that! Find a mentor to help you get on the right track, focusing on your professional growth and advancement. Remember, admiration starts from within. But soon enough, it will feel pretty darn good when others reflect that admiration right back at you. About the Author Stefanie Smith Stefanie Smith leads Stratex, an executive consulting and coaching firm based in New York City. She works with business and government leaders to plan and execute strategic projects and provides private coaching programs and customized workshops to boost executive and team performance. For more information, visit www.stratexcoaching.com or www.stratexconsulting.com Page 5
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Chapter Information Ak-Sar-Ben Chapter Executive Board 2013-2014 President Jennie Cormier, CAP/MOS (402) 602-3184 [email protected] Vice President Rena Geise, MOS (402) 572-0340 [email protected] Secretary Linda Lavely, CAP-OM (402) 397-5138 [email protected] Treasurer Pat Roth, CAP-OM (402) 399-1387 [email protected] Directors Gladys Doerr, CAP-OM (402) 331-5159 [email protected]
Scribblings The Scribblings is a monthly publication and property of Ak-Sar-Ben Chapter IAAP. Submissions are due the first of the month. Please contact the editor for more information and exact deadlines. This newsletter is general in nature and is not to be relied upon as your only source of information. Articles have been properly copyright notated. For reprints of articles, please contact the editor. Renae Mackender, editor, (402) 672-0561; [email protected] or [email protected]. Chapter Meetings Chapter meetings are held the second Tuesday of each month at the Westside Community Center on 108th and Grover Streets. Reservations should be submitted to Pat Roth, CAP-OM, the Thursday before the meeting at (402) 926-7028 or [email protected]. Reservations can also be made, and paid for, by Paypal on the chapter website. Board Meetings Board meetings are held the first Tuesday of the month at the Insurance Exchange Building (7101 Mercy Road) First Floor Conference Room at 5:30 p.m.
Cindy Norton, CAP-OM (402) 559-8096 [email protected]
Online and Off! Ak-Sar-Ben Chapter: iaap-aksarben.org
Membership The Ak-Sar-Ben chapter has 43 members as of September 2013. For roster updates, visit the MemberOnly Page on the chapter website at iaap-aksarben.org.
IAAP International: iaap-hq.org QR Code for International: Ak-Sar-Ben Chapter IAAP PO Box 45961
Ak-Sar-Ben Chapter Committees The following are committees of the Ak-Sar-Ben chapter. Members are encouraged to join and assist fellow committee members in carrying out their respective duties. Administrative Professionals Day® , Bylaws & Standing Rules, Financial Review, Foundations of IAAP, Certification, Information Technology & Records Management, Membership, Programs, Publicity & Community Awareness, Scholarship and Ways & Means. Contact Jennie Cormier, CAP/MOS, president for more information or to join a committee.
Omaha, NE 68145-0961 [email protected] (402) 915-1942
Page 7
Volume LXXI, Issue 91 October 2013
President’s Message I love Fall. It is my favorite season of the year. The kids are back in school. There is a crispness in the air. The crunching of leaves can be heard. And the sentiments of being close to friends and family that surround the holiday season start to set in. It is also the time of year when the Ak-Sar-Ben Chapter programs and initiatives get underway. We have a great line-up of programs covering topics of technology, healthcare, interviewing skills, and more. Pending approvals, there will be a possible seven (7) recertification points awarded throughout the year. I encourage you to be a part of the networking and education every month. CONNECT, LEARN, LEAD AND EXCEL. Our Ways & Means Committee is also beginning its annual fundraising efforts. The money raised helps our chapter fund the array of educational programs, provide scholarships, and promote IAAP to the business community. The Chapter will host a wine tasting event at Wine Styles on November 14. Deb Finlay, CAP-OM and Karen Ressegieu, CAP are coordinating the Red Wheel fundraiser, and watch for information on the Member Donation Drive. And, as always, the Small Indulgences Jewelry is available for purchase. All the programs and fundraising efforts would be for naught if there were no members to participate. Last month I asked each of you to think about your own membership and what you hope to gain from it. The more we put into our membership, the more we will benefit from it. For those members who have been involved for five or more years, it is important that you share your experiences with the newer (less than five years) members. What were your goals when you joined IAAP? If you reached your goals, how did IAAP help you get there? For newer members: What are your goals for your involvement in IAAP and in your career? How can IAAP and the network of members help you reach your goals? For everyone: How can you help others reach their goals? The Membership Committee is hosting an OPEN HOUSE at the November General Membership Meeting, I encourage you to bring a guest for the evening to participate in the program and learn more about the Ak-Sar-Ben Chapter IAAP and all that we offer administrative professionals. I look forward to seeing you all in the months to come, and hearing about your experiences with IAAP. Happy Halloween, Jennie Cormier, CAP/MOS, President
“Leading Administrative Professionals”
Our Core Purpose: To ensure individuals working in office and administrative professions have the opportunity to connect, learn, lead and excel.
Page 1
Please Update Your Information
Girls Night Out
All members are requested to visit the IAAP headquarters website at iaap-hq.org to update their contact information. All directory information for our chapter comes directly from the information you provide on the website.
Get your PINK on and join us for a night of “Stayin’ Alive: One Night of the Bee Gees” at the Omaha Symphony on Saturday, October 26. Ak-Sar-Ben’s own Margaret Lim CAP-OM/MOS will be part of the orchestra for this Susan G. Komen for the Cure Concert, with a post-concert party at the Embassy Suites.
Please note that the headquarters website has moved to a new platform. All members are requested to visit the website to update their log-in and password information. Thank you for your assistance in keeping our chapter directory up to date.
Friends and family are invited! Call your sisters, cousins, best friends, and neighbors to join in the fun. Tickets are $21.50 each. Please see Jennie Cormier, CAP/MOS for more information. Website Assistance Needed
Program Chair Needed A Program Chair is still needed for the 2013-2014 year. The programs are all set for the year. The chair’s responsibilities will include coordinating greeters and speaker arrivals, introductions and thank you gifts. Please see president Jennie Cormier, CAP/MOS to volunteer for this important position in the chapter.
Are you interested in enhancing your skills in website building and maintenance? Wanting to learn these skills to enhance your resume? Vice president Rena Geise, MOS, needs assistance in maintaining the chapter website. Please contact her at [email protected] to volunteer. Certification Study Group If you are interested in being a part of a certification study group, please contact vice president Rena Geise, MOS, at (402) 572-0340 or [email protected].
Upcoming Ways and Means Events Red Wheel Fundraiser
Small Indulgences Jewelry
The Ways and Means Committee has another aid for you during the busy holiday season. At the October 8 meeting members will have an opportunity to taste-test Red Wheel’s delicious gourmet quick breads and cookies. Red Wheel has many excellent food items and I know you will enjoy all of them. Order forms will be distributed at the October 8 meeting. Return completed order forms and checks payable to Ak-Sar-Ben Chapter–IAAP to Karen Ressegieu, CAP at the November 12 membership meeting. Orders will be distributed at the Tuesday, December 10, membership meeting.
Check out the new fall jewelry and scarves Kelli is selling at the October meeting. Small Indulgences Jewelry Under $40 is what we are all about. It is a fun, fashionable, affordable jewelry line designed for any woman who wants to transform an ordinary outfit and make it extraordinary. The distinctive designs are guaranteed to get noticed. Small Indulgences Jewelry is fun to wear because of the many compliments you receive. Membership Donation Letter
Our Ways and Means Committee asks for your generous support with a member-driven donation this year. To Wine Tasting Event participate in this drive, please make a contribution of $25, The Ways and Means Committee Wine Tasting and silent $20, 10 or any other amount directly to the Ak-Sar-Ben auction will be held Thursday, November 14, at WineStyles Chapter. These contributions go toward our Chapter’s from 6-8 p.m. One ticket gets red and white wine tasting mission. There are two methods to process your which includes 6 different wine plus cheese and crackers. contribution: by check payable to Ak-Sar-Ben Chapter— IAAP or visit the Chapter website at iaap-aksarben.org and Pre-ordered tickets are $12 and $15 at the door. There are make a donation using PayPal. some amazing silent auction items up for grabs including an overnight stay at the Hyatt, Day Spa gift cards, and much, Submitted by Cindy Norton, CAP-OM, Chair much more. Talk to Cindy Norton, CAP-OM to check out tickets for family and friends or to purchase tickets. Page 2
Officer Leadership Opportunities!
CELEBRATE! Anniversaries Karen Ressegieu, CAP
10/72
Cindy Norton, CAP-OM
10/99
Vickie Wrobleski, CAP-OM
10/01
IA-NE Division Executive Board 2013-2014 President Barb Abrahamsen, CAP (402) 982-8590 [email protected] President-Elect Diane Hanel, CAP (402) 637-6933 [email protected] Secretary Micci Gillespie, CAP-OM (515) 239-5151 [email protected] Treasurer Vickie Wrobleski, CAP-OM (402) 733-5282 [email protected] Northwest District Director Lisa Hogan, CAP-OM [email protected]
Tech Talk The following websites were presented at the Fall Leadership Conference: Rememberthemilk.com; Goanimate.com; Tubechop.com; Simplemeet.me; Screenr.com; Qik.com; morguefile.com; fotoflexer.com; podio.com; cueprompter; polleverywhere.com; safeweb.norton.com; capterra.com; redlaser.com; gethuman.com; quzio.com; tagxedo.com; padlet.com; and thinglink.com.
Do you like crunching numbers, especially dollars? Have an eye for detail? Are budgeting and other financial responsibilities skills you are seeking to learn? Pat Roth, CAP-OM is in her final year as treasurer for the Ak-SarBen chapter. For a smooth transition to the 2014-2015 year, the executive board is seeking a member to shadow Pat this year. Pat will spend the year, or a month or two if it fits your schedule better, teaching you all the ins and outs of this very important job. What a great way learning opportunity for someone seeking to expand their skill set or for someone with experience to give back to the chapter. If you are interested in any of the other officer positions please contact that person. All officers welcome a shadow to ensure smooth transitions for the future of the chapter. Committee Chairs Needed The following committees still need chairs for the 20132014 year: scholarship, community awareness, programs, and bylaws and standing rules. This is an excellent way to give back to the chapter or to expand your skills and network. Please contact president Jennie Cormier, CAP/ MOS at [email protected] for more information.
Donation Reminder As you clean out your closets and prepare for fall and winter, be sure to keep in mind women in the area who are less fortunate. Gladys Doerr, CAP-OM will take your professional attire that is clean and in good repair to the Women’s Center for Advancement. The clothes are given to women who are looking for work and need professional attire. First impressions are important—your donation will help another woman look and feel polished! Happy Boss Day! Tuesday, October 16, is National Boss Day! Don’t forget to honor your boss in a way that is meaningful to your boss, you and the relationship you have with each other.
Take a few moments to explore this wide variety of websites. Page 3
Admin Admired: Creating Your Professional Development Plan By: Stefanie Smith Throughout decades of working with corporate and nonprofit leaders, I’ve noticed one consistent success factor: an outstanding administrative assistant seated just outside the corner office. While the executives’ backgrounds, styles, specialties, ages, and demeanors may vary, they almost invariably have found an organized, reliable counterpart who puts them ahead of the game. You know you deserve a professional development plan, but there is only one person who can make it happen—you. If you wait for your boss to stop by to discuss your past accomplishments and future opportunities, you may end up waiting a very long time. Instead, make a commitment to yourself right now to start brainstorming about what you want next from your career. Then you can come up with a plan to make it happen. Here Are Five Strategies to Get You Started 1. Recognize the value you bring to your boss, clients, and the organization. Professional pride is not arrogance. It is confidence in your ability to deliver timely, high-quality results. —Make a list of your outstanding abilities. This means specific skills, not general traits like “high integrity” or “dedication to excellence.” Think more along the lines of “organizing files for quick and efficient retrieval,” “planning proactively for meetings or projects,” or “timely and accurate expense tracking and reporting.” Try to keep it to four main points, which we’ll call your “diamond of strength.” Most people have four core strengths, with other talents that fold into those main groups. If you are brainstorming and find yourself listing many strengths, that’s great; just list everything. You can group them into four categories later on. —Illustrate each strong point with examples summarized in 3 to 4 sentences. Did you once save the day by arranging all the details for a last-minute client conference with 30 participants from four firms? What about the time you coordinated all the document editing and production for a new set of marketing publications? Perhaps you learned the new expense tracking system and trained everyone else in your department? This is not a stroll down memory lane or a résumé-writing session. It’s a chance to recollect and reconnect with your own history. In the everyday stress of facing our task lists and worrying about the next deadline, we too often forget our past triumphs and the evolution of our expertise. As you mine for gold in your work history, the uncovered nuggets will enhance your perception of your capabilities. Don’t discount an area at which you excel simply because it comes naturally. Everything you’ve learned through yesterday is part of who you are, what you have done and how you can accomplish even more starting today. Your acknowledgement and appreciation of your skills is a first step toward effectively communicating them. Powerfully describing your skills enhances how other people view your performance and potential. 2. Enhance your status. Are you a dedicated employee who does so much more than your job description? Do you keep everything running? Great! When asked about the discrepancy between your title or salary and your actual contribution, maybe you say, “It’s OK, I’m just here to do a good job.” Well, it’s not OK, especially in today’s economy; not for you, your boss, or your company. How can your boss fully appreciate or make the best decisions about your responsibilities and professional growth if he or she doesn’t have that information? That’s right, he or she can’t. —Make sure your job description accurately and comprehensively describes your job. —Write regular one or two page updates to inform your boss of your achievements. Administrative assistants often meticulously document their bosses’ work and rarely create written descriptions of their own work. For example, while working on an operations improvement project for the president of a Morgan Stanley business division, I was very impressed by his administrative assistant’s knowledge and perceptive ideas. I invited Marta to lunch and we discussed her dream to become an “exempt employee,” which would offer her increased benefits, education reimbursement, and professional status. As I worked with her, it became clear that she added more value than anyone knew, including her boss! We translated her notion of “calming down customers” into “taking the initiative to listen to customer concerns, resolve issues and follow up.” We completed an updated, accurate description of her role, built in professional growth objectives, and recommended the title of Administrative Coordinator. Upon review, Human Resources concurred, and she was promoted two levels and given “exempt” status. Continued on Page 5 Page 4
The results speak for themselves. Marta was shifted to a role supervising her own staff and began to attend internal management training and pursuing university level classes. In this position, she could implement procedures to improve the overall quality of service. She not only contributed significantly more to the firm, but also became a role model for other women. These results benefited not only the individual, but the firm. 3. Nurture and expand your professional network. Network on your own behalf and for your boss as well. By expanding your internal network, you can smooth the way to efficient and productive relationships for both you and your boss. By interacting with colleagues beyond your company, you can learn what is new in your industry, from software platforms to operational trends, to joint ventures between firms. To begin: —Make a list of people who can mentor you, assist you in some way, or expose you to new ideas and opportunities. Create a plan for reaching out to them. —Schedule lunches with internal and external colleagues once a week for the upcoming four weeks (or every other week for the next two months). —Join an organization that provides opportunities to develop your career and make contacts with people in related fields and positions. 4. Partner with your boss to take on greater responsibility. Many administrative professionals are surprised when I point out their leadership skills. “No,” they say, “I’m not a leader, I just work for one.” Oh really? Consider for a moment whether you’ve ever been in the position of coordinating the work of individuals across functions or even organizations. - Ask your boss to think of one thing you can do to make his or her job easier. If absolutely nothing comes to mind, congratulations—you just reinforced your excellence; but if a suggestion comes back, remember, your boss's success is your success. - Request project leadership. As you increasingly demonstrate your ability to achieve results, your boss can delegate higher level responsibilities to you. Start out with a project you feel confident about taking on, whether fully internal or with external parties. Determine the goals and the deadline— and then deliver. Nothing builds leadership skills as much as leading. 5. Set short-term goals for your professional growth. Put aside the five-year plan for the moment. Achieving even a small success will increase your pride, value, and motivation. Vow to take some first steps, whether you want to elevate your standing at your current job or search for a new one. What professional skills do you want to acquire in the upcoming six months? How will you do it? Perhaps: —Perform pro bono projects to build skills and make contacts —Read books on new topics, or research them on the Internet —Attend free workshops or Webcasts —Register for an adult-ed evening class —Watch DVDs or listen to audiotapes and podcasts Final Thoughts: Administration is a career path, not a static position. From being the assistant to a junior manager, all the way up to "Chief Administrative Officer," you are valuable and make a positive impact on company culture and corporate results. If it feels too challenging to apply all of these recommendations on your own, no worries; there is no downside in getting some support. Admins, of all people, know that! Find a mentor to help you get on the right track, focusing on your professional growth and advancement. Remember, admiration starts from within. But soon enough, it will feel pretty darn good when others reflect that admiration right back at you. About the Author Stefanie Smith Stefanie Smith leads Stratex, an executive consulting and coaching firm based in New York City. She works with business and government leaders to plan and execute strategic projects and provides private coaching programs and customized workshops to boost executive and team performance. For more information, visit www.stratexcoaching.com or www.stratexconsulting.com Page 5
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Chapter Information Ak-Sar-Ben Chapter Executive Board 2013-2014 President Jennie Cormier, CAP/MOS (402) 602-3184 [email protected] Vice President Rena Geise, MOS (402) 572-0340 [email protected] Secretary Linda Lavely, CAP-OM (402) 397-5138 [email protected] Treasurer Pat Roth, CAP-OM (402) 399-1387 [email protected] Directors Gladys Doerr, CAP-OM (402) 331-5159 [email protected]
Scribblings The Scribblings is a monthly publication and property of Ak-Sar-Ben Chapter IAAP. Submissions are due the first of the month. Please contact the editor for more information and exact deadlines. This newsletter is general in nature and is not to be relied upon as your only source of information. Articles have been properly copyright notated. For reprints of articles, please contact the editor. Renae Mackender, editor, (402) 672-0561; [email protected] or [email protected]. Chapter Meetings Chapter meetings are held the second Tuesday of each month at the Westside Community Center on 108th and Grover Streets. Reservations should be submitted to Pat Roth, CAP-OM, the Thursday before the meeting at (402) 926-7028 or [email protected]. Reservations can also be made, and paid for, by Paypal on the chapter website. Board Meetings Board meetings are held the first Tuesday of the month at the Insurance Exchange Building (7101 Mercy Road) First Floor Conference Room at 5:30 p.m.
Cindy Norton, CAP-OM (402) 559-8096 [email protected]
Online and Off! Ak-Sar-Ben Chapter: iaap-aksarben.org
Membership The Ak-Sar-Ben chapter has 43 members as of September 2013. For roster updates, visit the MemberOnly Page on the chapter website at iaap-aksarben.org.
IAAP International: iaap-hq.org QR Code for International: Ak-Sar-Ben Chapter IAAP PO Box 45961
Ak-Sar-Ben Chapter Committees The following are committees of the Ak-Sar-Ben chapter. Members are encouraged to join and assist fellow committee members in carrying out their respective duties. Administrative Professionals Day® , Bylaws & Standing Rules, Financial Review, Foundations of IAAP, Certification, Information Technology & Records Management, Membership, Programs, Publicity & Community Awareness, Scholarship and Ways & Means. Contact Jennie Cormier, CAP/MOS, president for more information or to join a committee.
Omaha, NE 68145-0961 [email protected] (402) 915-1942
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