PA, Secretary, Administration & Support - Tips from the Experts

Achieving Greater Impact and Supporting Your Changing Role

Look good, feel good and understand your image

Immaculate presentation skills are vital. Check your wardrobe periodically and throw out anything that is past its sell by date or you know you have absolutely no hope of getting into any more. Dress for what you're aiming at. If you want to join the ranks of management, dress like management. If a person is poorly dressed you'll notice the clothes, if he/she is well dressed you'll notice the person.

Watch your body language. Look as if you are listening to what people are saying. Keep your hands fairly still - don't wave them around too much. Stand up straight, tall and be grounded. Above all, make good eye contact with everyone you interact with and smile.

Look at your desk. Does it resemble a minefield of confusion which forces you to spend ages looking for things or does it look as if you're organised and clear about what it is that you need to do. Ensure your workstation looks professional, even to the point of things you put on the wall around you.

Check all correspondence before it goes out - check its grammar, the spelling, the tone of the e mail and its relevance to the matter in hand. Most importantly, check the attachment is attached before pressing the 'send' button.

Develop a positive attitude

Create win/win situations and look for ways to develop a can-do philosophy, don't concentrate on what you can't do. Don't stick too closely to rules or past systems if they are getting in the way, come up with a new system or way of operation so the past ways don't frustrate those trying to get their jobs done.

Boost your knowledge

Try to develop a memory for names and faces - saying people's names several times as you talk to them will help. When you see familiar faces go up and ask how they are.

Think Pink. If you work for a corporate, follow its fortunes in the financial pages of the papers, check its website to see what's new. Understand what its vision is and who the main competitors are.

Network and develop relationships

Talk with enthusiasm about what you're doing and those who you work with. Tell people who you're working for and what you're doing. Find out what they do and find a way to develop the relationship.

Try to get involved on a project that works across your organisation so that you get to know people in different sections and teams.

Work smarter

Get everything right first time so you don't waste time correcting errors.

Never touch the same piece of paper twice, do it, delegate it, dump it - but don't touch it twice.

Do the most urgent and important tasks when you're at your prime time. For most of us that's at the beginning of the day.

Set yourself time aside at the end of each day to plan for the next day.

Learn all the short cuts on your computer to save time.

Learn how to deal with time wasters and interruptions, and be conscious of who might waste your time.

Welcome challenge and change

Always view change as a positive step forward. Be Flexible and say yes to new challenges. Be prepared to act fast and don't expect others to have the solutions.

Think of yourself as being self-employed - if this was my money and my staff. Constantly update your skills, knowledge and increase your self awareness. Look upon the future as an exciting opportunity.

Want to find out more? We have a range of PA, Secretary, Administration & Support courses to help you meet these challenges.