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.
In my mind, the single most important aspect of our role is to save our Executive’s time. Saving our Executive time means they can spend that time on making the organisation more successful. There are loads of different ways we can save our Executive’s time, but I think it all starts with the fundamental task of diary management.
Most assistants manage their Executive’s schedule and most Executive’s live by what is in that schedule. So, if we can take control of our Executive’s diary we can really add value. Here is the Practically Perfect PA guide to managing your boss’s schedule like a total mega star!
Create a routine for your Executive
Who doesn’t love routine. Children absolutely thrive on it and Executive’s are not that dissimilar (*ahem*). It is really important that your Executive starts each day knowing what they have to achieve. If they have a familiar routine each day it means that they can start achieving stuff pretty quickly. I really like the do / build method outlined in this article. Basically, the do / build method means that you block time for ‘doing’ tasks, such as answering emails, attending meetings or writing reports, and you block time for ‘building’ tasks such as training, brainstorming, networking or strategic thinking. Every day your boss should have time for doing and time for building. Ideally, it should be the same time every day.
All well and good you might say, but what happens when you need to schedule an important meeting outside of your Executive’s ‘doing’ hours? Obviously, with any routine you have to be a little flexible. If there is a board meeting that has to be at a certain time you will have to adapt your Executive’s schedule but this should be the exception. You are the gatekeeper of their diary and your job is to aid their productivity so try to stick to the routine as much as you can. There is so much research that suggests routine is the key to good time management. Creating a routine will certainly keep your Executive focused and productive.
Blocking time for specific tasks
Within your Executive’s day to day schedule you should block time for specific tasks. This should be reviewed on a fairly regular basis. For example, they should have time in the morning to review their schedule, this could be on the train into work or it could be over coffee in their office with a do not disturb sign up. This time should be blocked in their diary. They should have time each day to review emails, prepare for meetings, catch up on reading and importantly some time for them to have breathing space (for lunch or just to think things through). These blocks will be at the same time every day so that they do become routine.
Keep meetings to a specific time
Meetings are a necessary part of your Executive’s day, but they should be completely necessary. Before accepting any meeting it is important to understand what the meeting is about. Would a call or email exchange be more time effective? If the meeting should go ahead schedule it in the ‘doing’ block and then specifically in the meeting block. External meetings should be blocked together (one morning per week perhaps) with time added for travelling.
There are recurring meetings your Executive will have throughout the week. Make sure they are at the same time each week and try really hard not to move them. Most meetings should last no longer than 30 minutes. Your Executive’s time is precious, so do try to bear this in mind when people are asking for longer meetings (you know who I mean!) You could introduce stand-up meetings with your Executive’s staff (this will keep things moving along swiftly!)
The Doctor’s waiting room
I don’t know about you, but when I phone up to get a Doctor’s appointment, I am given a time slot and that is that. I can come in and wait during the open hours surgery, but otherwise, I have to take the appointment I am given. Okay, the reception staff at my local GP don’t have the best customer service skills, but I take the appointment I am given without much complaint! Now, I wouldn’t suggest you have an open hours surgery for your Executive but you could block some time for your Executive to have an open door policy that allows people to come in with ideas and a catch up chat. Otherwise, tell your colleagues and clients when your Executive has an appointment available (obviously, give a few options) and stick with that time slot. Your Executive only has so many hours in the day and you should only make appointments that fit in with their routine… Unless it is an emergency!
The saying goes that unless you own your emails they will own you. It is really important you do everything you can to reduce the amount of emails your Executive receives in the first place. Once you have control of the inbox, you can schedule time for your Executive to action and reply to the messages.
Work in progress
Your Executive’s schedule is a work in progress and must be accessed on a regular basis. Can you adapt the schedule for certain activities or planned events? Does your Executive need more time for extracurricular activities? Is it working and what isn’t? What can you do to help them save even more time?
You are your Executive’s time manager so make sure you have regular meetings (which you can schedule in their diary) to review how it is going. Getting to a point where you have your Executive in a productive routine takes time but it is worth it. Your Executive will be much better at their job, and you will be a total rock star.
We are thinking about running a one day training event for Personal Assistants on time management and making your Executive more productive. The event will be in London in Summer 2017. Please fill in your details if you are interested in attending.
Being a personal or executive assistant is a career in itself, with the right drive and ambition you can carve out a highly rewarding working life as an invaluable support resource. But what if you don’t find it enough for you? How do you make the jump from your current role into perhaps a completely different industry?
Recently, the OpenMeet team had the pleasure of participating in the annual Practically Perfect PA Assist Conference 2017, where we ran a few workshops. The discussions amongst our workshop participants were so interesting that we decided it would be a shame to restrict the knowledge we gained for the people in the room!
Instead, we are going to share what we learned over the next few OpenMeet blogs, so stay tuned!
We used a combination of iPads and Post-it notes to ask our workshop attendees questions about what makes an event supplier great, and what makes them not-so-great…
What does a good event supplier do?
- Excellent communication skills, keep in touch with their clients
- Upfront about service costs, no hidden fees
- Client-focused service, listen to client needs
- Professional, fulfils agreed expectations
What is frustrating from an event supplier?
- Lack of appreciation for the client relationship, e.g. Not understanding the client’s needs, or not rewarding repeat business
- Issues with deadline management, e.g. Meeting deadlines or having unclear invoice deadlines
- Poor service, being unreliable and not communicating
Event supplier ‘Red Lines’ – things to avoid!
- Asking for the full payment before providing their services
- The supplier can’t prove previous successful services
- The supplier won’t accept feedback
In summary, our 7 key tips for choosing a great event supplier are to make sure that your supplier:
- Has strong communication skills, keeps in regular contact with their clients and provides prompt updates
- Is upfront about what their services cost
- Will respond to your needs and provide solutions
- Will meet deadlines
- Can demonstrate their past successful services (for instance, they can refer you to other clients)
- Does not demand full payment up front (a deposit is reasonable)
- Accepts feedback, including criticism. Bonus points if they display this feedback somewhere prominent for prospective clients to read!
In terms of ensuring that you are choosing a supplier who will do these things, a certain amount can be determined by internet research and by preliminary meetings with the supplier. However, sometimes nothing is better than experience and word-of-mouth, so take advantage of PA networks as much as possible!
Our next few blogs will be based on the insightful information we gathered from our workshop participants at the Assist Conference, covering topics such as how to ensure career development is central to the PA role, and how to ensure organisations value the work PAs do.
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
- It is a free if you allow access to the presentation otherwise you have to pay – it is from $9 per month
- The website is easy to use, you can share the presentations easily, download or collaborate with other member of staff.
- 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.
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.
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
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 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.
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
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 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.
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.
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.
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.
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.
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.
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.
Turns your slides into a moving video. Can add voice over, music and some animation
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.
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 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 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.
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.
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.
With just over a month to go until the Assist Conference we are hard at work making sure that we put together the best conference for our amazing readers. I’m so happy to share the following updates with you! For more information and to book your place, please visit the Assist Conference website or you can register here.
If you are anything like me, the new year brings a lot of soul searching and a nostalgic look back at the 12 months past. I have spent many a January reading self help books, joining gyms, going on diets and making resolutions that are generally forgotten around the middle of the month. Don’t even get me started on the many ‘dry’ January’s I’ve started only to be scuppered by a large glass of Rioja. With a new year comes a new you and I know that a lot of readers will be looking to find a new job in 2017.
Looking through the varies jobs boards for assistants there are plenty of opportunities out there. But where to start? Well, as we all know the first step on the long and winding road to a new role is to dust off your CV and update it with all the stuff you’ve been up to over the last few years.
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.