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It’s official, January, has kicked into high gear and for many Administrative Professionals, the added stress from the holidays in both your personal and work life bring their own challenges. Frankly, it’s left many feeling spent at the end of it all. The working world never ceases, and home life continues to add daily pressure. Giving yourself the gift of Mindfulness, isn’t just relaxing, it encompasses the mentality of total well-being including stress-reduction and resilience. 

Mindfulness starts with blocking off time to do something that makes you happy. A couple of resources that focus on this subject that I found fascinating are: The Mindfulness Exercises Company which offers both exercises and free practice courses, as well as community discussions of the many aspects to Mindfulness.  The book titled “Business Balance & Bliss” is trending high on Amazon, and it’s author and speaker Amy Vetter along with her company www.Amyvetter.com put their own vision and touches of how Mindfulness transforms both career and life. 

Consider that time should be spent (even if it needs to be scheduled) doing something calming all throughout your work week. We often cave to this idea that we must keep working as long as possible without quitting, but how productive will that work-time really be if your body and mind are exhausted? Here is a challenge we hope you’ll accept…to set aside one evening a week to schedule a relaxing activity. We’ve compiled a list of our favorite ways to relax to help you get some inspiration!

1. Technology Blackout

It’s not uncommon for Administrative Professionals to be tied to their Executive/Boss 24×7. It might be a Sunday, but you’re still checking texts and emails. Give yourself a few hours break from your computer and your phone, and spend your time doing something else that engages you!

The following ideas are 10x more effective when coupled with the above!

2. Spa Time/ Massage

Ahhh, nothing says “relax” like a spa. Whether it’s getting your feet rubbed and detoxed, or getting a massage or a facial, investing a little time in your body never hurt (in fact, quite the opposite). This is a popular perk in Silicon Valley, as companies realize employees’ attitudes and health improve, and offer this either free or with a minimal fee. Depending on your budget, maybe this is something you want to incorporate into your routine once every couple weeks – it’s totally up to you – but try giving back to your body, because it gives so much to you.

3. Mommy’s/Daddy’s Night Out

Those of us who are parents, we love our little ones no doubt. Sometimes, though, we need a little time to ourselves that has not been borrowed by work or the kiddos. Find a sitter that you trust, maybe even your partner, and go outside your house. Maybe you need a Friends’ Night, or a date? Maybe you just need a little alone time with yourself. Whatever it is that you need, a night that is just for you is not asking too much. 

4. Yoga / Meditation

Learn how to quiet your mind. All those thoughts are constantly flying in and out, leaving us dizzy in the wake. As an Administrative Professional, we are multitasking all day long, balancing goodness knows how many tasks, appointments, information and inventory. Many times, that results in stress and overwhelming anxiety. Once you discover how to tune out the noise, it will serve you well both in your relaxing periods and in the office. The book titled “Business Balance & Bliss” is trending high on Amazon, and it’s author and speaker Amy Vetter along with her company www.Amyvetter.com put their own vision and touches of how Mindfulness transforms both career and life. 

5. Friend’s Night

It’s true, we get by with a little help from our friends. Having an evening to catch up, have some laughs, and sip a little coffee (or wine) can be just what the doctor ordered. Especially when times get rough, it’s wonderful to be surrounded by people who care about you. Maybe you are struggling with an issue at work? Maybe you just need to be perked up? Friends are a fabulous gift to provide us with the support we need and vice-versa. If you have some super friends, make sure you spend some quality time with them – it’s good for your soul!

6. Taking a Walk

So simple, yet so powerful. Walking has an incredible amount of benefits for you, from boosting your immune system to improving your mood, and your overall health. It’s a great option if you are looking for something to do on a budget because walking around our world is free! Go get caught up in the environment around you and get a little healthier and happier. You can also read more of the benefits at https://www.healthline.com/health/benefits-of-walking.

Obviously, there are endless possibilities when it comes to finding a way to relax – the point is that you find one that works best for you! Getting overstressed just decreases your productivity and the quality of your work, and it’s not worth the health risks it brings. Take time to finesse some “Me Time” into your week and see for yourself how much it will improve your work and your life! It’s the gift that keeps on giving!

 

Thank you for reading my blogs and posts. Your shares and likes keep me inspired.

 

Up-Coming Silicon Valley Events:

Star Meteor™ One-Day Elite Administrative Professionals Training – February 21, May 8, August 26, November 5, 2020 (DETAILS) 

Star Achievement Series® — ( Level l ) Four-Day Certification & Designation Course conveniently spread out one day every 3-4 weeks. – February 20, March 12, April 9, May 7, 2020 (DETAILS) 

World Class Assistant™ (WCA) Three-Day Certification & Designation Course – Silicon Valley – April 6-8, October 6-8 (DETAILS)

 

Phew!  It appears January arrived early this year, just as things were starting to slow down a bit – holiday marketing campaigns launched, holiday parties past, finally the food is settling in our stomachs. January is a good time to look back at how we handled the seemingly perpetual time crunch from October through December. It serves as a smart reference to where things could be improved upon or how to gain an improved work/life balance going forward.

Hello 2020, it’s all about structure. Learning how to fine tune your time management skills lays the foundation for success in 2020. Not only will this help you, but it will help your Executive – it’s a key element of the strategic partnership. As a successful team, you must be on the same page to help foster that cohesive relationship with your Executive. Here are 10 collected Points of Wisdom (POW):

POW #1. Plan ahead

It may seem like common sense to mention this one, but many people go about their days without intention. They navigate on-the-fly, and even the most experienced EA can forget things now and then. Preparation is key, so laying events and goals out in advance means that you can anticipate and plan to meet any needs ahead of time. 

Start with making a list of everything you want to accomplish at work the next day and figure out what will be the best time to finish each task. This shouldn’t be limited to only work tasks, but also anything that you need to take care of in your personal life as well, so there are no obstacles keeping you from success. 

POW #2. Prepare to Reassess 

Even if you think you have a solid plan set, new projects and deadlines will likely arise throughout the day.  When this happens, stay calm and simply re-assess your day. You will need to take the time to adjust your schedule accordingly and plan out how you will accomplish your new tasks.  You may feel like you don’t have time to stop and think about how you will get things done, but believe me, taking 30 minutes to plan will pay off in the end; you will actually save time because you will know how to handle everything that comes your way with ease.

POW #3. Prioritize

Priorities tell us where to start, or what to focus on. It is extremely important when you are planning your day, because if things start to become overwhelming or get out of hand, you just focus on the priority. You want to tackle the toughest, most important or urgent project first, so you can ensure they are done and done well. As a bonus, you won’t have to worry about them for the rest of the day! Next, schedule in the rest of your tasks including certain blocks of time to answer phone calls and emails; keep to these times to eliminate unnecessary distractions (this means staying off your cell phone too!).  You may have to fight the urge to respond to an email the second you see the mail icon pop up in the corner of your computer screen, but it is for a good cause. Pauses or turn off notifications if you need to. 

POW #4. Breaking It Down

Things are much easier for your mind to manage, compartmentalize and digest when they are broken down into individual tasks rather than a whole. Not only will this allow you to schedule your day better, but it will keep you from feeling overwhelmed from the size of what you must complete. For example, which of these statements sounds better to you? “I have to plan an entire in-service for my company in addition to my daily tasks and I’m not sure how I’m going to do it,” or “This morning I need to look at catering options for our in-service, and after that is complete I will start researching possible guest speakers.” Frankly, thinking about the first statement makes my heart rate increase, while the latter seems completely manageable.

POW #5. Keep Your Calendar Nearby

Whether you like the good ole’ paper bound planners, your digital calendar app, or a mix of the two, it is practically life-saving to utilize your calendar. It ensures that you are not double booking, it gives you the opportunity to plan things in advance, and it can give you a big picture view of where your time is going / has gone in the past. It’s a fantastic tool to keep you on track with your planning. 

 

 

POW #6. Keep your desk clear

You may have your to do lists and schedule in order, but to be your best your desk should be in order too. It is a scientific fact that your environment affects your mindset. If your desk is cluttered, so is your headspace. Aside from allowing you to put as little stress on your plate as possible, having everything in its own place allows you to find things swiftly. So when you are scheduling out your week, make sure to block off time to re-organize your work space; you may want to do this on Fridays when it can often be less busy, and this will also allow you to start the next week off with a clean slate… literally.

POW #7. Do Not Disturb

If you absolutely cannot be disturbed while working on a project, do not be afraid to put up a “do not disturb” sign on your countertop or on your door, if you have an office, to let your co-workers know that you are on a tight deadline and won’t be available for a bit. This is also a great practice with your email or cellphone, as mentioned before. You can pause notifications from apps, email, phone calls, etc. for just enough time to dive into those important tasks that demand the most focus. 

 

POW #8. Don’t Be Afraid to Say “No”

We all want to be team players but sometimes being too much of a good sport can cause you to be overwhelmed. It is, without a doubt, impossible to say “yes” to everything that comes your way.  In order to manage your time effectively there will be times when you have to say “no.” Choose which tasks are the most significant and will have the biggest impact on you and your work and say yes to those; say no to those that will not.  You can be polite when declining invitations or ideas or may even be able to come back to them at a later time. If there are too many things that you feel are extremely important and need to be done, it may be time to delegate.

POW #9. Don’t Be Afraid to Delegate

We all find ourselves in those situations or projects that truly require an extra set (or two) of hands. I find the best way to delegate is to politely reach out to members of your team, explain how you are feeling, and simply ask for help. If you are willing to take the time to explain why you are asking for help and what a great impact your co-workers will have, they will likely be more than happy to help you. If you ask for help, however, you need to trust in others to do the job you have asked of them. Feeling as if you should be watching over their shoulders likely means that you didn’t choose the best fit to assist, or that possibly the project is too important and should be handled directly by you. 

POW #10. Reflect

At the end of the day and at the end of each project take some time to reflect on what was accomplished.  What worked and what didn’t? Were the deadlines that were set realistic or should they be adjusted for the next project?  Did you ultimately reach your goal? This will allow you to re-prioritize, adjust your scheduling, and set yourself up for success in the future. 

Thank you for reading my blogs and posts. Your shares and likes keep me inspired.

Up-Coming Silicon Valley Events:

Star Meteor™ One-Day Elite Administrative Professionals Training
February 21, May 8, August 26, November 5, 2020 (DETAILS) 

Star Achievement Series® — ( Level l ) Four-Day

Certification & Designation Course conveniently spread out one day every 3-4 weeks.

February 20, March 12, April 9, May 7, 2020 (DETAILS) 

World Class Assistant™ (WCA) Three-Day Certification & Designation Course – Silicon Valley

April 6-8, October 6-8 (DETAILS)

 

As 2020 begins, this marks the start of my third year as a full-time business owner, AdminUniverse™ and ACE. As a new entrepreneur, I must admit that I am a bit jittery about the year ahead, asking myself “will I be ready for the success that awaits me?”

In 2019 I began the year by setting the foundation for growth, something as an Executive Assistant, I hadn’t been tasked with before.  I along with my partner and husband, Allan, developed the plan and began working it using our corporate mission as the guide.

But without the trust and support of clients, vendors and business alliances we could not have accomplished our goals delivering elite training, administrative recruiting and growing our ACE peer-to-peer network.

We’re setting our goals for 2020 even higher and are excited to see what the year will bring and hope you’ll be a part of it.

Wishing you a healthy, happy and prosperous New Year!

Best regards,

Joanne

Joanne Linden, CPS, CEAP, CWCA
President, Master Trainer and Author