Life Beyond Microsoft Office and Tools That Can Help!

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We all know as an administrative professional, being proficient in all Microsoft Office applications is a must. But there are other programs and apps available that can help you succeed personally and professionally. And the best part...they are completely free to use!

💟Monday.com 

Monday.com is an online workspace that micromanages a project, whether it's your own or one being worked on with other team members, that gives you complete control of its progress. This site allows you to label each individual project or task, give it a deadline, see who is currently assigned to it and check the status.

Here's a video to explain in more detail how the site works: https://youtu.be/7PgcuJLamzE

💙Evernote

Evernote is an app that I use on my phone for my own personal tasks. It is easy to use and allows you to make lists, manage tasks, take notes, import documents and even keep audio clips and images all in one place! Evernote offers a free version as well as a more advanced version that you can purchase. 

💚Calendly

Calendly is an online scheduling tool that allows you to share your calendar with others. Rather than emailing back and forth to decide on a time and place to meet, Calendly allows others to see your complete calendar and creates and event once a meeting time is booked. Calendly also offers a free and paid version.

Here is a short tutorial on how to use Calendly: https://youtu.be/RYCGLSooIAo 

The Truth About Multitasking

Multitasking....is it even real??

While multitasking is said to be one of the essential superpowers of an administrative assistant, it is important to remember that in reality only one task can be done at a time.

Image source: 7 reasons why you should stop multitasking now (healthshots.com)

The true hidden power behind "multitasking" is intentionally prioritizing, managing your time well, and knowing when to take a break.

Jory Mackay, an editor of the blog RescueTime, breaks down how "single-tasking" is actually more effective. Our brains are not wired to handle more than one task at a time. Therefore, when we attempt to multitask, a part of each task is compromised because we do not give it our full attention. Instead, we shift our focus from one task to another in what Mackay calls "context switching." 

Mackay's advice to help stop multitasking and start single-tasking includes the following: create a daily schedule to help guide you and prioritize your tasks, check emails in "bursts" rather than answering each email as soon as it hits your inbox, and take regular breaks between focus periods.

Source: Multitasking is a Myth: The Ultimate Guide to Getting More Done (By Doing Less) (rescuetime.com)

Tips for Awesome Administrative Assistants

Be Tech-savvy.

An administrative assistant must know the ins and outs of Microsoft Office. The computer is your best friend...even if your best friend is having a bad day.

Familiarize yourself with Microsoft Word, Excel, Publisher, and PowerPoint. They are essential in creating documents for your employer.

Communicate with Confidence.

Verbal and written communication is another key factor in your job. Whether you are answering phones all day or responding to emails, you must sound professional.

Manage Your Time Well.

You may have a deadline to get certain projects done. It is important to prioritize your tasks in a way that allows your workday to run smoother. Perfecting this skill will enable you to handle whatever your workload throws at you.

Be a Problem Solver.

Your role is so important! Be willing to help and come up with alternative ideas when things go wrong. You must be flexible when problems arise and ready to assist in solving them.

Be Detail-Oriented.

As an administrative assistant, you may have 20 things thrown at you at once. Pay attention to the important details and take notes. Do whatever you need to do to ensure you can get the job done to the best of your ability!

THE DEVIL WEARS PRADA Clip - "Personal Assistant" (2006) - YouTube