How to solve those hotel booking ‘facepalm’ moments

Office Managers and PA’s across the world are using Roomex to save time and money on their work-related hotel bookings.

This innovative tool comes at no cost and with no contract but saves on average 21% on hotel bookings.  In the words of the Office Manager at Keystone Group, “The booking system is flawless and so easy and quick to use.  We have saved precious minutes and sometimes even hours by not having to shop around to find best prices.  Any queries are answered in minutes and with exceptional levels of customer service.” 

Take a look at how Roomex can help you save time, money, and of course solve those face-palm moments.

Creating Powerful Presentations

At the Assist Conference a few weeks ago I did a session entitled ‘creating powerful presentations’. I wanted to share the slides and notes with you guys today… Here you go!

At some point in an assistant’s career they will be asked to put together a slide deck for their Executive.

This could be for a presentation in front of the board, for other members of staff or a pitch to win new clients. Whatever the occasion it is really important that the slides reflect the key points that your Executive is delivering.

In the past, I’ve been given scraps of paper and been asked to turn them into something visually stunning – it isn’t easy getting into the mind of someone else and trying to creatively design a slide that evokes their key points (that’s if they even have a key point!)

Nevertheless, creating slides for your Executive can be a real creative outlet. It is a piece of your work that other people will see and appreciate, something that doesn’t always happen for assistants. So it is well worth spending time and ensuring you create a really memorable slide deck for your Executive.

With that in mind, I’m going to give you my four top tips when creating presentations and then I will show you some tools that will help you create something a little different.

Firstly, I love a quote on a slide deck to help you explain your point – why not draw from other people’s knowledge!

Before you start to put a presentation together, it is worth considering if your boss even needs slides? This is the first question to ask. The best presentations I’ve seen are based around the speaker telling a story and interweaving it with the points they need to cover. If your boss is a good speaker they should rely very little on slides.

Slides should be one of the last things that your Executive focuses on when creating a presentation. Without a key message and structured supporting points you can’t really develop a slide deck for them. Make sure they have thought this through before you begin to produce the slides.

Has your boss written a script? If so, make sure you have a copy so that you can create an interesting set of slides around their key points.

Once you start working on the slides.

Each slide should contain one point. That point should be on the screen while your Executive is making it. If you are using bullet points set up an animation so that each bullet point appears one at a time. If your presentation contains charts make sure every chart is on a separate slide and is up on the screen when your manager refers to it.

Slides should support your point – not make them. Do not add paragraphs worth of text, this is a sure fire way of sending your audience to sleep or overwhelming them with information.

Slides are there to reinforce the speaker’s point not distract the audience. If you do have additional information to share with the audience use a handout or send them more detailed documents later.

Your Executive has to control the flow of information so that the audience is in sync with what they are saying. Each slide should help with this rather than hinder it.

Images that are thought provoking will make a presentation more memorable.  Don’t whatever you do use WordArt or Clipart – yuck!

Get creative. This is your chance to add a really creative touch to your work so do take the time to make the slides, visual, appealing to the eye and different to the bog standard slide packs. Creative slides will make your boss’s presentation more memorable and this will reflect well on you.

Make sure you use good high quality images. Blurred images are not going to make the presentation look very professional so it is always better to use high-res images. Remember the image will be bigger on the screen so it really is worth investing in good quality images.

Don’t use words, unless you really, really have to. Images are much more visually interesting and can be used to emphasise a point just as well as text. If you are using text make sure it is readable, particularly for those at the back of the room.

Keep the slides simple. As most assistants are advanced users of PowerPoint the temptation to use all of the features can be high. However, this should be avoided in favour of a simple effective design.

Keep decorative fonts to a minimum and only use animation when it helps make key points stand out. Do not have too much clutter on one slide. It is better to use more slides which are simple, readable and easily understood than squeezing everything onto a smaller number of slides.

Use bullet points sparingly. I often find it really useful to speak through my key points and then use one round up slide that lists what I have said. This keeps the audience on track and in sync with my thoughts. Does your slide even need bullet points, can you create a list with a little bit of spacing around each sentence? This tends to look a bit more modern than the standard bullet point image.

Stick to one type of alignment for the text. A centred heading and left-aligned text doesn’t look too good so I always prefer left alignment even with the slide heading.

If you have very little time to put a presentation together here is a simple trick – use white text on a plain black background. It looks modern and projects well on the screen. Simple but different and it will help the presentation stand out.

Ensure the slides have a consistent feel throughout the deck. Avoid using different themes, fonts and colours. Each slide should feel like a new chapter in the same book. If your organisation does not have standard themes there are lots that you can use online and via PowerPoint.

Do, however, think outside the presentation theme – it can be a little boring if you are just using your Organisation’s theme on every slide. Can the company theme just be used on the first and last page? Yes, themes look professional and consistent, but they also limit your creativity.

Try to think about your organisation’s brand in a more creative way – if for example the company colour is green do a Google search for ‘green’ and see what images appear and then use them for your slide backgrounds.  This is more creative than having a green font or a green sidebar.

If your Executive has a number of topics to cover during the presentation to ensure you have a transition slide that indicates to the audience that your Executive is moving on to the next topic. This slide should look slightly different to the rest of the deck.

Do start with a really great cover page that will pull your audience in from the first moment the slides are on the screen.

So lets have a look at a few alternatives to standard Power Point…

First off we have Prezi which is a really popular alternative to PowerPoint. Here are the key points

  1. It is a free if you allow access to the presentation otherwise you have to pay – it is from $9 per month
  2. The website is easy to use, you can share the presentations easily, download or collaborate with other member of staff.
  3. The zoom in technology is different from PowerPoint and if you haven’t seen a Prezi presentation before it looks pretty cool, although I do know people talk a lot about Prezi overload.

Haiku Deck

I used to use haiku deck all the time when it was free. They now have a freemium model in place which costs from $9.99. Just to say the best thing about this presentation builder is the link to stock free images.

Slides

To finish off the list, slides.com, is a cloud based presentation software that allows for easy collaboration. The advantages: Full editing capabilities; can present from anywhere; cloud based; comes with analytics; incorporate html and css in the presentations

Slide bean

Slidebean has a dynamic means of creating slides for presentation givers.  Their USP is that they have slides that design themselves. You add the content, and the slides create themselves. The software is easy to use, quick to develop presentations and there are plenty of templates to choose from.

Google Slides

Google Slides has all of the elements you would expect from a google product. It is free, there are plenty of templates and if used with Google Docs you can collaborate in real time. This is helpful if you are reviewing the slides remotely with your Exec.

Last but not least is Projeqt

Again this is a freemium model. You can create a presentation from scratch or upload it from a PDF. You can then weave in other elements such as website content, YouTube clips, PDFS, charts or social media – such as recent tweets.

Lastly, I’d like to run through a quick and dirty list of tools that will help you with your slide creation and also some useful resources in general for slides.

Canva

Designing graphics for websites, social media platforms, presentations, and brochures can be a tricky business. It can be expensive to hire a professional and painstakingly difficult to do with inadequate tools and software. Canva is an online platform and app that allows users to drag and drop images and text into a number of different templates which are available for free or a minimal cost (usually $1). Canva have also launched Canva For Work which will provide many more templates specifically for businesses.

Free stock images

Stocksnap.io

The images on Stocksnap.io may look familiar as this is my go to website for the images I use on Practically Perfect PA. I love the easy search function, the images are always beautiful and compliment my website.

Pixabay

Pixabay has loads of free images and some that you have to pay for. You can also search for illustrations, videos and vectors on this one. I use this website when I need to find an image that matches certain words rather than general business images.

Gratisography

The images on Gratisography are pretty random, but generally good fun. New images are added weekly and you can sign up to receive them via email.

FindA.Photo

I like FindA.Photo because you can search images by colour. So if you are putting a presentation together and want to use images that reference your corporate branding and colours this is the website for you.

Im Free

I use Im Free for free templates, icons and button makers. The website also has lots of free images too.

Picjumbo

Again, Picjumbo is a website you sign up for and receive free photos via email. You can also search on the website for images they have already released.

UnSplash

The pictures on Unsplash are really vibrant and quite different from your usual stock images. I find the collections of photos quite useful if I am working on a particular newsletter or presentation. For example, they have a great collection of autumn photos on the website at the moment.

FancyCrave

I use FancyCrave mostly for their tech and food images. The website is easy to navigate and they have loads of other high quality images on there.

Screen-o-Matic

So it is a screen and webcam recorder that can record on-screen activity for short tutorials, visual presentations, and communicate while you demonstrate! The free features include:

  • 15 minute recordings
  • screen and webcam recording
  • Instant publication to YouTube
  • Ability to save the recording as a video file.

The pro version has a load of other features including editing tools and this is only $15 per year. There are also plenty of tutorials on the website to get you started.

Rocketium

Turns your slides into a moving video. Can add voice over, music and some animation

Present.me

Present.me is a free piece of software that, instead of editing/creating presentations, presents slides you’ve already built.

Once you’ve made a presentation with other software, you can easily upload it to Present.me and then optionally add webcam footage to show yourself explaining the slides.

Slideshare

Is the world’s largest presentation sharing platform. It has over 60 million unique visitors per month, so is a really useful platform to promote your presentations. If your Executive is doing a brilliant presentation that will help promote your organisation, it is well worth encouraging them to upload it to Slideshare.

Speaker deck

Speaker Deck is the best way to share presentations online. Simply upload your slides as a PDF, and the website turns them into an online deck that you can embed on a website or share on social media via the URL.

Slidedog

SlideDog is software built specifically for presenting already made presentation files. The idea is to use media files to create a playlist and then use SlideDog to present it to an audience.

There are numerous features that make it a pleasant choice for presenting files to a live audience, whether they’re in the room with your or accessing your presentation from a remote browser.

Presentation Assistant

This piece  of software is just under $50. It adds features to your computer that lets you write on the screen and zoom into certain portions for a quick explanation. With the screen annotation tools, you can draw all kinds of lines, rectangles, circles, or add text marks or picture marks on the screen. You can use the software to zoom into something on your screen or highlight certain text.

A review of the Assist Conference 2017

Last Friday we held our third Assist Conference at the De Vere Grand Connaught Rooms in London. I can’t quite believe I’m saying our third conference as we have been on quite the journey since our first conference. Back in 2015 we had just over 50 assistants attend and this year we sold out (for the second year in a row) with 125 attendees! Looking out at all of the different faces, some familiar and others completely new, I felt pretty chuffed that so many wanted to spend the day with us.

A review of the Assist Conference 2017

The theme of this year’s conference was The Assistant Toolkit. During the sessions we looked at how we could enhance the unique skills and qualities each assistant needs to further their role and career. The role of the assistant continues to change at a rapid pace and I wanted to make sure that each attendee identified the skills that they already have and others that they can develop to cope with this very demanding role!

A review of the Assist Conference 2017

As with all of the Assist Events we wanted to make things a little different. We had our unusual badges and gifts and a group of speakers that knew the audience inside and out with many of them working as Assistants currently or at some point in their career.

The speakers presented on different topics, but we made sure they touched on our key themes:

  1. Identify your strengths and weaknesses: Your tool kit is packed full of unique skills and competencies. During Assist we will help you identify your strengths and areas for improvement.
  2. Adding value within your organisation: How does your tool kit support your Executive and your organisation? We will show you the areas that you can add value.
  3. What is in the tool kit of the future: We will look at the fundamental skills assistants will require in the next five years.
  4. Sharing best practice for assistants: Through best practice assistants can learn, grow and add new skills to their tool kits. We will share best practice throughout the day.

A review of the Assist Conference 2017

The keynote speakers – Heather, Mark, Rebecca and Jenny went down an absolute storm with brilliant sessions on NLP, LinkedIn, entrepreneurship and building confidence. We also had the wonderful Simone White speaking about her incredible journey setting up the internal network at BlackRock. She really is an inspiration and I know many of the attendees found her session invaluable.
During our refreshment breaks, we held a number of networking roundtables, which were a great place for the attendees to have a more informal chat with each other while enjoying a break from the conference.
A review of the Assist Conference 2017
The afternoon was dedicated to our workshops which were designed to give attendees some new skills and brush up on some existing ones. We had workshops dedicated to event management, presentation design and document management. We also had sessions following up on our PA Big Questions workshops from last summer… More on that to follow next month!
Along with our workshops we held a number of panel sessions focusing on discretion, working environments and career development. I was really looking forward to picking the brains of our group of assistants and the different topics got everyone talking.
A review of the Assist Conference 2017
As the day drew to a close I noticed that everyone was happily chatting away with each other. Everyone had moved around the room and were comfortable asking our speakers and panellists questions. The atmosphere was relaxed and I felt that everyone was having fun while learning some very practical tips that they could take back to their offices.
A review of the Assist Conference 2017

I absolutely loved chairing the conference again this year (and the first year not doing it pregnant certainly helped!) It is such a huge privilege to have so many wonderful assistants take the time to come along to our events. I personally will never take that for granted and I hope those that came along enjoyed the day and felt it was worth their time (which is so very precious).

So far the feedback has been positive and I already have ideas and plans in place for Assist 2018. We already have the dates in the diary – 8th and 9th February 2018. That’s right, we are going to extend next year’s conference over two days. We will have loads more information later this year. As the saying goes… watch this space!

A review of the Assist Conference 2017

Thanks again to the wonderful speakers and panellists. You all did a fab job. I have to give a massive thank you to William from Gallus Events for keeping the wheels rolling throughout the day. And, last but not least to the attendees for coming along, getting involved and making the day so very special.

Sharing some feedback

Sharing some feedback

Over the years I’ve had some wonderful feedback from readers that I tuck away and come back to when I need a little confidence boost but I never share the messages with other readers. Well, today is a new day, folks. This week I received a wonderful email from an assistant and reader of Practically Perfect PA who attended the Assist Conference last year. The email brought me to tears (which, I must admit is not difficult these days – a five month old baby and raging hormones will do that to you!) and I really wanted to share the powerful message with all of the readers.

Read More
Practically Perfect PA giveaway: The Brother winners are…

Practically Perfect PA giveaway: The Assist Conference winners are…

Thank you to everyone who entered the Assist Conference giveaway! Originally we could only give one free place away, but thanks to our wonderful sponsors, we can now pick five winners!! I can announce the winners are… drum roll please…

Leigh Adams

Victoria Abebrese

Deborah Dei

Karen Coote

Emma Bennett

Congratulations…! We will contact you to get your details and we will see you at the Assist Conference! We had over 200 assistants enter the competition this year. Unfortunately, we can only pick five winners, but there are still a small number of places available for the conference. Please do visit the Assist Conference website to register.

5 Ways to Slay Small Talk with Your Boss

You’ve got an event coming up and your boss suggests that you meet and travel together. You know that this is a great opportunity to have one to one time with her, but are not sure if you have anything in common. You start to imagine hours of uncomfortable silence, like a bad date, but one where you have to the see the person again. This could be the longest and most career-annihilating journey of your life.

Read More

Win a free place at the Assist Conference 2017

We have a very special giveaway for Practically Perfect PA readers this month.

We are offering one lucky reader the chance to attend the Assist Conference for free. Yes, that is right – a whole day of fantastic training specifically for assistants – completely for free! The conference is taking place on Friday 24th February in London. More information on the programme and the speakers can be found on the Assist Conference website.

To enter the competition please complete the contact form below. Remember to add your contact details so that we can get in touch with the winners. We will announce the winners on the 9th February.

Assist Conference 2017

During the conference, we will be discussing all of the important tools that assistants need to succeed in the role – now and in the next 5 years. Taking place on the 24th February in London for only £300+VAT. If you would like to book your place on the conference, check out the programme or the speakers, please do make your way over to the website.

AC2017_AC2017

Getting buy in from the boss

 

 “Succeeding in business is all about making connections.  Business is all about personal contact. No matter how heavy your workload is… Everyone can and should be a Networker.” Richard Branson

Generation Y makes about 50% of the current workforce.  Millennials belong to a Show and Tell Culture.  This is a culture which embraces tooting your own horn and showcasing your productivity.  I grew up in a different age where working hard and being humble were par for the course for the PA.  There was less sharing of information, silos in place and limited collaboration.

The modern PA must embrace the current culture in order to remain connected, current and relevant.  It is imperative to be proactive about self-promotion in order to showcase your skills, achievements and personal brand.  The role has changed and so must we.

Have the confidence to take the lead, be proactive and have a conversation with your boss.

My top tips before you request Buy-In are:

  1. Adopt your bosses preferred communication style i.e. The language of leadership. The main thing about getting buy in for anything is to speak the language of your boss and company and highlight the ROI (Return on Investment).  Highlight WIFM (what’s in it for me) and help them to see that you will gain skills and knowledge that will be essential for future growth.
  2. Illustrate the benefits of networking with peers and the exchange of best practice. Time out of the office can improve creative thinking and problem solving, it also provides an opportunity to meet new people that can help with resources and connections.    External networking will broaden the playing fields.
  3. Be mindful of your end goal – you need to tie in your request for L&D to your current position and how it will prepare you and your boss for the future. Will you share your learning with other Assistants thus increasing the ROI?  Will the request tie in with one of your appraisal goals?
  4. Be prepared to negotiate if necessary. If your executive is adamant that they can’t contribute 100% of the funding or timing, then outline that you are willing to pay for X if they pay for Y.   Likewise, if they give you a half day, you will take the other half as annual leave.  It is about give and take until you prove the benefits.  If you request to attend a Training Day and they say that time away from the office is the main issue, then you need to make the conference seem as undisruptive as possible.  You need to reinforce that your work is under control and manage expectations.

Managers ultimately want to hear about bottom lines and how you how you successfully planned and smoothly executed your teams’ success in achieving annual targets.  Like everything in business, it’s about negotiation for both funds and time.

Getting buy-in IS ACHIEVABLE and I managed to successfully get the following approved:

  • Business Cards
  • Internal & External Training
  • Magazine Subscriptions
  • Membership to Networking Clubs & Associations
  • Support for an Internal PA Network
  • Support for External PA Awards
  • Revised Job Description
  • Salary Increase

Business Cards:

I was the first PA within my last company of 30+ Assistants to request Business Cards.

I explained to my boss that I had attended a conference without any and had to write my name and details on scraps of paper which did not feel or look very professional.  My boss totally got it, but I had to further explain to HR for the final approval.  Once it was understood that I needed them in order to fully execute my role and be an effective brand ambassador it was signed off.  Moral of the story – if you don’t ask, you don’t get.

Internal & External Training:

The first external conference that I ever attended was Square Meal Venues and Events. On the day I reverted to ‘show and tell’ and picked up the annual catalogue of restaurants for both of my bosses which greatly impressed them.  Square Meal is a free conference, which I attended during lunch time, over time I was able to extend the hours as they could see the benefit.  This eventually enabled me to then request paid internal and external training.

Magazine Subscriptions:

In the past when I asked for subscriptions to magazines to be paid by the company I made a point of bringing in the magazine and showing the value that it gave to me.  The main benefit was that I became aware of venues, technology and training which could help us all in my daily role.

Membership to Networking Clubs & Associations:

I’m originally from Dublin so in order to get up to speed as a PA in London I started networking via The PA Club.  I figured if my colleagues were members of other associations for their profession that I had an equal right to pursue it.

I explained that I would be networking in my own personal time in the evenings and how I could add value to the role.   If I was ever impressed by a particular restaurant or hotel I would send them the link or bring them in the hard copy brochure to examine.  Over time I managed to add several hotels to our Globally Approved Travel Program, which enabled all global staff to benefit from discounted rates and also obtained supplier discounts for our intranet company benefits portal.  My connections also enabled me to secure last minute table bookings – the value of which was priceless.

Internal PA Network:

When I saw the need for a PA network within my company I submitted a full business proposal to both my boss and the Head of HR – I described the benefits and ultimately the ROI by introducing a culture of sharing best practice and tips.  I highlighted what was in it for everyone and the bottom line and it was approved by both.

Support for External PA Awards:

At the start of 2015 I set myself the personal challenge of entering several PA of the Year Awards.  I figured that I had nothing to lose and everything to gain. At the very least it would be a fantastic way to network with peers and widen my circle.  It was also an optimum way of educating and showing my friends and colleagues that I took my role and profession seriously.  Perhaps some of your clients or competitors PAs attend training or enter PA awards? If so highlight this and what is going on in your industry.

Revised Job Description:

A lot of managers and indeed HR are not fully aware of our entire role so I took it upon myself to revise my job spec which was generic and very minimal.  The best way for me to do this was to do an internal time management course.  At the end of the course we had to keep a 2-day log of all the work we did.  It proved to be highly beneficial as our job can be hard to quantify at times as we are spinning many plates, but this gave me a concrete example of everything done over 2 days.  I forwarded it to my boss as a ‘show and tell’ of my job spec and also of the benefit of attending the internal training.  It then enabled me to broach the subject of editing my job spec.

Salary Increase:

Most companies will actually want an up to date and accurate job spec and this can be used as a valuable appraisal document for measuring progression/performance and edited accordingly.  Just because something has always been a certain way does not mean that it has to remain so.   We need to have a job spec based on our actual remit and duties versus an inherited job spec full of clichés.  Over the course of the year I collated a ‘show and tell’ file of all of the internal / external training I had attended and any work related achievement.  When it came to appraisal time I then had a working file to draw on.

“If you talk to a man in a language he understands, that goes to his head. If you talk to him in his language, that goes to his heart”.  Nelson Mandela

People buy people, make sure that your boss and company are buying you.

What is your experience? Do you have any other top tips to impart?

The Assist Conference 2017

Do you need to convince your boss to pay for training and to attend the Assist Conference?  Don’t worry, we have done all the hard work for you and produced a business case document. Places are still available for the conference. To find out more information and to book your spot head on over to the Assist Conference website.

This blog has been written by Jennifer Corcoran, Virtual Assistant and Stylist. You can find more details about Jennifer on her website www.jennifercorcoran.me

Photo©John Cassidy The Headshot Guy® www.theheadshotguy.co.uk 07768 401009