As an administrative professional, how do you demonstrate you can do what you say you know how to do?
One way is with a Professional Portfolio of your work and experience. Whether you are actively searching for a new position, demonstrating your value to the team, or simply documenting your career accomplishments, a professional portfolio will set you apart.
This isn’t just a tool for job seekers! Every success-minded administrative professional should have one.
And now you have no excuse because we’ve taken the headache and hassle of getting started away with our NEW All Things Admin Professional Portfolio Pack.
What is a Professional Portfolio?
A Professional Portfolio is a combination of samples of your work, your resume, documentation of your education and/or certifications, documentation of skills you have, and more. It can be presented in a variety of ways, but one simple yet professional way is with a 3-ring binder divided into sections with the supporting data. It’s a fantastic tool for job hunting, for annual reviews, and for keeping track of your professional development and accomplishments.
Many professionals know they should have one, but they struggle with getting the process started. Not anymore!
This all-in-one template is designed to get you started quickly and efficiently. Our Professional Portfolio Pack contains:
Printed samples and ideas to get you started collecting your own materials – simply remove our samples and insert your own information!
- 1 Extended Cover View Binder
- 1 Clear 8-Tab Divider Sheet Protector Set
- 25 Regular Sheet Protectors
- Getting Started Guide
- Template CD with templates for:
- Portfolio Binder Cover and Spine
- Portfolio Section Dividers
- Portfolio Table of Contents
- Sample project cover sheets and how to document your experience on paper
- And more!
BONUS OFFERS! As part of our introductory offer, we’re also including these bonus items absolutely FREE.
- “Creating Your Career Calling Card: Your Professional Portfolio” audio class on CD ($49 value)
- “Creating Your Career Calling Card: Your Professional Portfolio” class guide
- Template CD BONUS files: ($25 value)
- Personal Business Cards
- References List
- Resume
- Cover Letter
Don’t put off assembling your professional portfolio one more day! Get started now! Click here to learn more and order today.
Will you bury “Old Man Can’t,” or will he bury you?
Old Man Can’t is alive and well, and he may be sabotaging you without your even realizing it. Listen to your own words. How often do you use the word can’t throughout a normal day? I can’t come…I can’t attend…I can’t do that…I can’t get a job…I can’t get my boss to… Can’t becomes a self-fulfilling prophesy!
People who take charge of their lives personally and professionally rarely use the word can’t. Removing the word can’t from your vocabulary is one of the simplest – but most effective – things you can do for your professional wellness. Can’t many times turns into an excuse. Excuses are worthless. When you reframe the word can’t by saying, I choose not to…suddenly, you take ownership for your actions and start to shift your thinking. Why do I choose not to? What am I avoiding or ignoring? You are acting instead of being acted upon. You’re in control of your actions and you have thought about why you’re choosing this action. It also forces you to reframe things in a much more positive and proactive way which becomes another self-fulfilling prophesy with more productive outcomes.
This mindset shift can be learned. It takes conscious thought and requires complete honesty with yourself. You may need to enlist an accountability partner to help you catch yourself as you embark down this new path of opportunities. But the approach will transform your outcomes.
A friend of mine had been pursuing a new job opportunity for over 12 months when the economic climate changed significantly for the worse last fall. My friend continued hunting. Many people kept saying, “you can’t get a new job right now, you should just be happy with what you have.” What they were saying was this person should settle for something less instead of pursuing something better. Why? A few months later, my friend landed a fantastic job opportunity. Coworkers, friends, and family were all amazed it could be done with the economic downturn in full swing. My friend had taken a very proactive “I CAN do this” approach to preparing for this job opportunity that eventually appeared, and it made all the difference. Think about how a positive attitude looks to a perspective employer versus a can’t attitude.
Here are some strategies for feeding your mind a healthy dose of proactive “can do” thinking:
- Develop a positive attitude. YES – you CAN learn how to do this! I heartily recommend the book Attitude is Everything by Jeff Keller. It’s short, powerful, and teaches you how to change your attitude.
- Surround yourself with positive people. It has been said you are a composite of the five people you surround yourself with the most, so choose your friends carefully. If someone constantly drains your energy, limit your contact with them. You start to share their feeling of misery after a while even when nothing’s wrong. Find people who are proactive, mentally engaged, innovative thinkers, and I guarantee you’ll find yourself reinvigorated with new ideas and opportunities.
- Start a “can” journal. Every day, write down the five things you CAN do to positively impact your life, your surroundings, your job, your family, your coworkers, etc. This is similar to a gratitude journal only it’s focused on action. What CAN you do today? Then do them! While you’re at it…write down five things you’re thankful for, too. This combination is very powerful.
- Evaluate what you’re filling your mind with daily. What are you watching on TV? What kinds of books or publications are you reading? What are you surfing for on the Internet? What are you listening to on the radio? Do these things encourage, uplift, and inspire you toward what you CAN do or do they depress and discourage you?
In his book, My Grandfather’s Son, Clarence Thomas talks about the impact of his grandfather’s influence in his life. “Old Man Can’t” stood for an attitude of helplessness in the face of adversity. His grandfather’s attitude was expressed, “Old Man Can’t is dead – I helped bury him.” That’s advice that the healthy mind can and must live by.
How do you overcome the “can’t” mindset? Share your ideas by commenting on this post.
© 2010 All Things Admin and Julie Perrine International, LLC
WANT TO USE THIS ARTICLE IN YOUR NEWSLETTER, EZINE OR WEBSITE?
You can, as long as you include this complete blurb with it: Julie Perrine CPS/CAP is a personality strategist, personal brand analyst, and administrative mentor who teaches administrative professionals and entrepreneurs how to increase their professional opportunities and achieve more productive and meaningful relationships by utilizing innovative technology, ideas, and people. Learn more and request your FREE copy of our special report “Creating Your Strategic Administrative Career Plan” at www.AllThingsAdmin.com
I love innovation because it’s a new way of doing or thinking about things. It’s how we take common, ordinary things and make them better. It’s how we make ourselves better. The goal of innovation is positive change. But often we don’t allow time for innovative thinking or create the environment required to stimulate innovative thoughts. As success-minded administrative professionals, we must!
Have you ever found yourself so caught up in the day-to-day tasks of your “to do lists” and activities that you’re being driven by them instead of you feeling in control of your surroundings? It happens to all of us, so sometimes we have to manually press the reset button to get our focus back. After a recent fall on a freshly snow covered parking lot, my reset button was pushed for me. I broke my left wrist, and I was thrust into the perfect environment for innovative thinking – sitting still. There were a lot of things I was very frustrated about after my initial fall and diagnosis. Then after a few days of sitting still, letting my head declutter, and allowing my life to slow down, I started to find myself thinking about things with a renewed focus. I started modifying the ways I do some things (because I physically was unable to do them the way I had before), and these new ways were actually better in some cases.
Why hadn’t I thought of these things before? Why couldn’t I see there was a better way to do this earlier? Why do these things come to me now when I can hardly type, I can’t drive, and I’m significantly limited in my activities for the next few weeks? Here’s why. For the first time in many months, I’ve slowed down enough to allow myself to examine how I work, where I’m spending my time, and how I accomplish common everyday tasks. Now, I don’t recommend the method I’ve used to get the process started, but here are some ways you can hit the reset button in your life and create an environment for innovative thinking without injuring yourself.
1. Start journaling. Get a bright, cheerful, fun colored journal that will fit into your purse or bag and keep it with you wherever you go. When you get an idea that you want to pursue further, write it down. When you see a product or website or [fill in the blank] that you want to research more, write it down. When you find a resource you may want to come back to later, write it down.This does a couple of things for you. It eliminates the mental trauma of hoping you remember it later. It also frees up valuable brain space for additional ideas to enter. This becomes a great tool to get the creative ideas flowing and innovative solutions brewing. I may not use my journal every day, but I always know I have it right where I need it when a great idea hits me.I use my journal to get me started on days I’m not feeling so inspired. I have some “starters” I use to get my mind recalibrated. They are:
- Today, I am thankful for…(I am required to write down at least 5 things. It stretches me, and that’s good.)
- Today, I accomplished…
- Significant events in my life today (or this week) which impacted my actions and/or thoughts…
- What I learned today…
- What single daily action(s) did I take today to move me toward my goals and/or my highest life vision?
2. Schedule innovative thinking time each day. Our minds and bodies weren’t designed to be in a constant state of tension and adrenalin rushes. You have to create a physical and mental environment where innovative thoughts can develop. Even if it’s only 10-15 minutes a day to get started, SCHEDULE IT! Then honor your committment to this time to refresh each day.
Some days it may mean just sitting still and watching the birds play in your yard or enjoying the flowers in your garden. Other days it may mean pulling out your journal and taking one of those ideas to research on the Internet. Stop by the public library or your local bookstore and find a book on the topic. You don’t have to finish your research all in one visit, but get started. You can get a lot of great ideas and information each day even if you only research, read, or listen to something for 10-15 minutes. The more you do this, the more innovative your thinking will become because you’re ADDING to the mental database on a regular basis instead of just pulling from it to accomplish what you do each day.
3. Be willing to allow for innovative thinking when the unanticipated events in your life throw you a curve ball. Many times we have to react quickly in order to manage through the immediate needs of the situation. But after the initial shock of the event wears off, allow some time for reflection and see where the the innovative ideas to bubble up. Some of the best and worst experiences of my professional career have fostered some of the most innovative solutions.In my current situation, I have been forced to analyze how I work, where I work, and how I get where I need to be each day. It has made me more efficient, more progress focused (instead of perfection focused), and opened up some opportunities to work with other professionals that I may not have otherwise considered.
4. Surround yourself with innovative people. These may be co-workers, colleagues from professional associations, friends, people you follow on the web, or even family members. Think about who inspires you to view things in different ways. Who challenges you to pursue new opportunities? Who do you admire and why? These are probably some innovative people you should consider spending more time with either in person or virtually. Innovative thinking is contagious.
5. Expose yourself to innovative ideas. With all of the media available to us in the information age, there are many ways you can accomplish this. The goal is to get yourself exposed to new information. Understand your own learning style and match that up with the technology that best fits your schedule. Here are some ideas to help you stimulate innovative thinking during the normal work week:
- Websites/Blogs: Search topics of interest to you. When you find good sites, subscribe to their RSS feeds. Online news sources are useful, too.
- Ezines: Subscribe to some electronic newsletters or ezines related to the industry in which you work or from administrative resource websites.
- Social Media Sites: If you’re using social media sites like LinkedIn, Twitter, or Facebook, search by specific topics or industries. Find key influencers to follow who post links to great information and resources. The biggest advantage is that you can do it in 2-3 minute increments at ANY time of the day. Almost every social media site is set up to work with mobile devices, so you can access it on the go! You can find a lot of free teleseminars and webinars using searches on these sites.
- Take a book or magazine with you to read over lunch. If you don’t normally take a lunch break, START NOW! Even if you only get 30 minutes, start with that. Feeding your body physically (with food) and mentally (by reading) will give you the physical nourishment and mental invigoration you need to get you through the rest of the day more successfully. It also facilitates innovative thinking.
- Listen, read, or watch while you exercise. It is a great way to make a workout go more quickly while filling your mind with useful information. It’s a great way to use one habit to motivate and facilitate the other.
- Have CDs, books, or other publications in the car when you’re waiting to pick up family members from their activities during the week. This is a great way to skim through industry publications that you receive but rarely get time to review.
With all of the media options now available, there’s no excuse to not be benefitting from them. Be resourceful. Find the way that works best for you.
You can become a more innovative thinker when you make the conscious decision to do so. Patience and a positive attitude are key factors to innovative thinking. It takes time to let the cream rise to the top, but you have to sit still for a period of time if you want that to happen.
As individuals and professionals, it’s very important to expose ourselves constantly to new ideas, methods, and industry trends if we want to excel. The new ideas and concepts you bring into your mind will inject their way into what you do each day on the job! Executives want assistants who provide solutions to the problems that come up every day. Innovative thinking is a required skill for success. Those admins who become innovative thinkers and get creative about the way they plan their career in 2010 and beyond will be the ones who thrive for years to come.
© 2010 All Things Admin and Julie Perrine International, LLC
How do you stimulate innovative thinking? Share your ideas by commenting here on this blog post.
WANT TO USE THIS ARTICLE IN YOUR NEWSLETTER, EZINE OR WEBSITE? You may as long as you include this complete blurb with it: Julie Perrine CPS/CAP is a personality strategist, personal brand analyst, and administrative mentor who teaches administrative professionals and entrepreneurs how to increase their professional opportunities and achieve more productive and meaningful relationships by utilizing innovative technology, ideas, and people. Learn more and request your FREE copy of our special report “Creating Your Strategic Administrative Career Plan” at www.AllThingsAdmin.com
If you’ve ever tried to schedule a meeting with multiple participants from different companies, then you know what a challenge that can be. Save yourself a lot of e-mail exchanges and hassles with this super website: http://www.whenisgood.net
There is a basic version which is free of charge. It also works great for association committee meeting scheduling. So give it a try and wave bye-bye to charting out the endless email replies when you schedule your next meeting.
If you have an administrative resource you’d like to share, let us know by posting a comment to this post.
What sets you apart as an administrative professional?
Is it the way you conduct yourself in social settings? In business settings? Is it the type of speech you use or the positive attitude you display? Is it the way you treat your co-workers and the executives you support?
I think we’ve all worked with someone during our careers who simply stands out. They are the consummate professional in almost every setting with almost all personality types. They always know the right thing to say and the right way to say it. It is impossible to imagine someone not wanting to work with them because they display so many impressive and polished traits. And then we’ve all worked with the opposites.
What three things influence whether or not a person is perceived as professional? According to Erin O’Hara Meyer, PHR, founder of Administrative Excellence, Inc., and author of Administrative Excellence, those three things are IMAGE, CONDUCT, and EXPERTISE.
We have 1/20th of one second to make a first impression. With that first impression, the other individual makes an instant assessment about our knowledge, skills, and abilities. Image encompasses not only how we dress, but how we speak and present our work product each day. Do I capitalize words and punctuate my e-mail messages – even when I’m in a hurry? How do I answer the phone when it may be someone contacting my company for the first time – or the 20th time? Is my desk or office kept in a manner that indicates I’m a professional?
It’s easy to see how conduct is intertwined with overall image, too. Do I maintain the confidentiality that is required for the information I handle each day? Do I gossip or talk negatively about my co-workers, my boss or external partners with which my company does business? All of these things contribute to our Perceived Professional Quotient whether we intend them to or not.
No matter how polished our professional image, though, eventually our actual work product must live up to the image we are projecting. This is where our expertise is critical. What am I doing on a daily basis to further my education? Belonging to a professional association such as the International Association of Administrative Professionals (IAAP) is a great place to start, but it’s only the beginning. Taking time each day to build our professional expertise requires planning and effort. But it must be done to continue our professional development. Am I reading books on soft skills or technical areas where I want to improve? Do I utilize some of the terrific online resources for professional development like www.StarDynamics.com and www.productivitypro.com or even the www.iaap-hq.org websites? Have I asked my employer what training classes are available to me?
Let’s continue to enhance our professional image and conduct, and work each day to increase our professional expertise. Then our Perceived Professional Quotient will go beyond mere form into the substance of true administrative excellence. And excellence always sets an administrative professional apart!
To your administrative success!
Julie Perrine CPS/CAP, MBTI Certified
If you have a Word Table or an Excel Spreadsheet with a column of e-mail addresses, this is how to convert it quickly into an e-mail distribution list that you can use without manually typing e-mails into Outlook.
For OUTLOOK users starting from Excel or Word:
- Copy the entire column of e-mail addresses desired.
- Paste the column into the TO / CC / BCC of a blank Outlook E-mail message.
- Click out of the field you pasted the information in, and click into another field. The list of e-mail addresses will automatically convert into the e-mail format that Outlook requires to send the message.
Note: Depending on how often the list is updated, you may want to save this list in Word for future use. Or you may want to copy and paste it into the notes portion of an Outlook Contact named with the distribution list title for easy use and retrieval again later.
Here is another way to create an e-mail distro list if the steps listed above don’t work for your e-mail editor program.
From Excel:
- Copy the entire column of e-mail addresses desired.
- Paste the column into a BLANK Word document.
Continuing From Word:
In Word 2003:
- Make sure each cell has only one e-mail per cell in the column of information. If it has two per cell, add a row and give each e-mail address it’s own cell in the column. Remove any commas or other punctuation that was separating the two e-mail addresses in the cell.
- Select or highlight the column of e-mail addresses.
- Click on Table
- Click on Convert
- Click on Table to Text
- Click on Separate Text With Paragraph Marks and Click OK
- Click on Edit Menu
- Click on Replace
- In the Find What field enter “^p” or click on the special button and select the Paragraph Mark from the list.
- In the Replace With Field enter whatever symbol your e-mail program uses to separate multiple e-mails in a series (i.e. the semi-colon or the comma).
- Click on Replace All
- You should have a list of e-mail addresses separated by the desired punctuation ready to copy and paste into the To, CC, or BCC lines of your e-mail program.
- If you want to save this list in Word for future use, you may. Or you may want to copy and paste it into the notes portion of an Outlook Contact named with the distribution list title for easy use and retrieval again later.
In Word 2007
- Make sure each cell has only one e-mail per cell in the column of information. If it has two per cell, add a row and give each e-mail address it’s only cell in the column.
- Select or highlight the column of e-mail addresses.
- Click on Table Tools Layout Tab
- Click on Convert to Text Icon
- Click on Separate Text With Paragraph Marks and Click OK
- Click on Home Menu
- Click on Replace
- In the Find What field enter “^p” or click on the special button and select the Paragraph Mark from the list.
- In the Replace With Field enter whatever symbol your e-mail program uses to separate multiple e-mails in a series (i.e. the semi-colon or the comma).
- Click on Replace All
- You should have a list of e-mail addresses separated by the desired punctuation ready to copy and paste into the To, CC, or BCC lines of your e-mail program.
This tech tip will save you hours of work when you don’t have to enter each e-mail manually, especially if you are working with large group distribution lists.
For questions about this tech tip, to share a tech tip, or to request a tech tip you’d like to learn more about, please send an e-mail to Julie Perrine CPS/CAP at Julie@julieperrine.com.
Have you ever searched your electronic files over and over again looking for a document?
Do you use a standard file naming system to keep your electronic files organized?
Many use electronic folders to begin tackling electronic file organization, but that doesn’t always solve the issues depending upon how many files you have stored on your system. Here are some ideas to create organization and structure for your electronic files beyond using folders to help you name, file, and retrieve your documents more efficiently.
Consider beginning each file name with a 3 or 4 letter abbreviation to help categorize the file and help you find it more quickly later. Think about the primary types or categories of documents that you create and begin writing them down. Then create a 3 or 4 letter abbreviation to represent that file type. Here are some examples:
- FORM – Forms
- LTR – Letters
- MEMO – Memos
- LBL – Labels
- MAP – Maps
- ENV – Envelopes
- RPT – Reports
- SIGN – Signs
Keep this list and the abbreviations posted next to your computer so you can refer to it quickly when creating files or searching for files until you get used to using this system.
The nice element of this is all of your file types show up together on the menu list and then in alphabetical order by the name of the file.
This is also handy if you do travel itineraries for multiple executives. Here’s an example of a file naming convention for travel itineraries:
- XXXXXX – Location – Name or Initials of Traveler (i.e. 073007 – Tampa FL – JLP)
- XXXXXX – Location, Event, Name of Traveler (i.e. 073007 – Tampa FL IAAP Conv JLP)
When using dates in your file names, consider using full six-digit dates so they always align accurately. You may also consider starting with a 2-digit or 4-digtit year, so you can find things by the year, then the month and day. Using the same sample data from above, that would look like this:
It’s easy to rename files that you already have created by going in to Microsoft Explorer and adding the prefix or format to your file names. Click on the file name once to select it. Click on the file name again (don’t double click) to open the editing box. The file name will appear in a box with your cursor highlighted at the beginning. You can rename the file, then click outside the file name box and it’s renamed.
For questions about this tech tip, to share a tech tip, or to request a tech tip you’d like to learn more about, please send an e-mail to Julie Perrine CPS/CAP at Julie@julieperrine.com
One of my professional goals for 2009 is to “put my own oxygen mask on first.” As practical and easy as that may sound, client projects and tasks are usually more pressing (or exciting)…and they pay better than my own do. Or do they?
As an entrepreneur, if I’m losing leads or opportunities because I’m not regularly updating my blog or developing and promoting new products and services for my own business, I’m robbing myself. I’m cutting off the very oxygen I require to stay alive and fresh as a business owner.
As an administrative professional, if I’m not reading good materials, keeping up on the latest technology and office trends, and pursuing my own professional development plan, I’m also cutting off the oxygen supply required to keep me sharp and vital to the team I’m supporting.
When you fly, they always tell you to put on your own oxygen mask first because you can’t help others around you if you start to pass out from a lack of oxygen. And this happens much more quickly than you realize it will! The same applies to our personal and professional lives. Don’t let a lack of oxygen cut off your future growth and development. What are YOU going to do TODAY to put YOUR own oxygen mask on first?
To your administrative success,
Julie Perrine CPS/CAP
Certified Myers-Briggs Type Indicator Administrator
http://www.julieperrine.com/
In tighter economic times, training and development is typically one of the first areas where many companies tighten their belts. I’ve recently heard many administrative professionals lamenting this and offering it up as a reason for not being able to pursue additional training or professional development opportunities they wanted to this year. But whose responsibility is your professional development?
STOP WASTING TIME. START GROWING.
If you wait for someone else to take an interest in your professional growth, you’re wasting valuable time and opportunities. While some of the higher cost training programs may not as doable if you are financing them on your own budget, there are still lots of economical and no
cost training options around if you know where to look. Here are just a few ideas to get you thinking:
- Local chapters of professional organizations typically hold monthly programs on topics that relate to your profession (my personal favorite is the International Association of Administrative Professionals)
- Local conferences and workshops
- Community College Continuing Education Programs
- Online webinars and teleclasses (my personal favorites are Laura Stack The Productivity Pro and Joan Burge with Office Dynamics)
- Networking groups (even if you only visit as a guest to hear a particular speaker – get out there and get networking at the same time)
- Chamber of Commerce
- Local business building organizations or small business incubators
- Local libraries
All you need to do is watch the calendar of events section of any local newspaper or advertiser and you’ll start seeing opportunities you never knew were out there…many for just the cost of dinner and your time!
Don’t underestimate the power of READING A BOOK. The libraries and bookstore shelves are filled awesome books on numerous administrative topics. You’ll see several recommendations on my reading list on the right hand side of this blog.
TAKE CHARGE OF YOUR CAREER
I believe providing consistent and quality training for employees and continuing to provide opportunities for them to improve their skills and abilities is actually one of the vital pieces to thriving in times like this. But it’s not your employer’s responsibility. It’s YOURS! So stop dwelling on what your employer can’t do for you and start finding new innovative ways to determine what YOU can do for YOU!
When your next review rolls around and you can still show your employer all of the positive and proactive steps you took to advance your career in spite of the challenges that existed, you’ll stand out as a true administrative professional. You will have gained new skills, honed existing ones, and achieved more than you thought possible. Ultimately, YOU will be the one in control of your career.
Get started now!
To your administrative success,
Julie Perrine CPS/CAP
Certified Myers-Briggs Type Indicator Administrator
http://www.julieperrine.com/
What are your online profiles telling the world about your administrative personal brand? Is it professional? Does is reflect your authentic, personable self? Is it consistent from site to site? For Administrative Professionals who are venturing into the world of social networking, this topic is even more relevant as you begin to build your online profiles and begin interacting in the online social scene. What current employers, potential employers, or colleagues in your profession think of when they hear your name or see your profile is part of your personal brand. Here are some things to think about as you continue developing your indispensable administrative brand in the online social networking scene.
IT’S NOT JUST PERSONAL, IT’S ALSO BUSINESS!
I recently posted a question to one of my groups on LinkedIn and asked: Are you on Facebook – if so, for personal use or professional purposes? I was curious as social networking (i.e. Facebook, Twitter, LinkedIn) becomes more and more a part of corporate strategy for some companies, how many administrative professionals have a Facebook page, what their primary purpose was for having one, and if their companies promoted it. The responses weren’t shocking, but there was a common thread between most of them: “I use Facebook for personal, and LinkedIn for professional.” A few added that they were starting to notice some crossover between the two, however. And thus enters the real challenge of social networking – can you keep personal separate from professional in the social networking world? Answer: NO!
I CAN LEARN A LOT ABOUT YOU WITHOUT BEING YOUR “FRIEND”
We cannot control how people choose to use their social networking sites, and we cannot control the content, photos, or information they post. So while I may use Twitter, Facebook, and LinkedIn for promoting my business or pursuing a new career opportunity, the next user may be using them for completely different reasons. However, if we’re “friends” or “connections” on many of these sites, we can see and view the information listed on other people’s profiles without being directly connected to them because we have a profile on that social networking site. This means I can lurk behind the scenes learning things about you whether you want me to or not. I may be your boss, your co-worker, an H.R. recruiter, or a potential business contact for you or your company. What will I learn about you? How will it potentially affect your next raise, promotion, or job interview? How will it impact my overall impression of your personal brand?
MONITOR YOUR ONLINE PRESENCE REGULARLY
How often do you Google your name to see what’s out there about you? How often do you visit your Facebook, Twitter, or LinkedIn pages to see what’s being said about you? Depending on your online presence, I recommend monitoring these sites daily and/or weekly. But do it regularly. This is the best way to control some of the information that appears about you that you may not realize is out there. If you find something you don’t like, delete it immediately from the site, ask the person who posted it to delete it, or contact the site administrator if you need additional help.
In a recent workshop I attended, one of the attendees didn’t think a picture of them could be found on the Internet. Within 10 minutes of searching, the workshop leader had found one. The person was shocked. Your brand at the office may be very different from your brand at home with friends and family on the weekend – and that’s o.k. But in the social networking world, you can’t expect to keep these two worlds completely separate. If there are things you enjoy doing on the weekends that could potentially detract from your professional presence online – DON’T POST IT ANYWHERE! Make sure your family and friends understand this also! Once it’s online, you can’t hide it or completely delete it ever again.
Another important element – if you have a name very similar to someone else who has a “wild” online presence, you need to know this. If you are applying for a job and the potential employer does a search on your name. You want to know what they’re going to see so you can direct them to the appropriate version of you NOT the person with the criminal history or legal issues in the news.
EXHIBIT GOOD JUDGMENT
Some may think a few pictures of you “partying” with friends is normal or acceptable – after all,
“everybody’s doing it” (and posting them). But if I’m an employer who is hiring for a position that requires the person to be able to make sound judgments and good business decisions, seeing these photos online may indicate to me that you lack some of the judgment skills I’m looking for. How will you behave with clients or business associates? How will that reflect on my company’s image and brand? These things matter to employers.
So how do you enjoy the fun elements of social networking yet keep it professional?
- Be positive. Don’t bad mouth people or past employers. There’s enough negativity in our world, say something positive, productive, or thought provoking…or don’t say anything at all.
- Use appropriate language. Don’t cuss and swear on your social networking sites. This NEVER impresses anyone. It doesn’t add ANY credibility to what you’re saying! (I don’t recommend doing it in person around the office either – but that’s another post for another day.)
- THINK BEFORE YOU POST! It’s easy to get caught up in the moment when you’re on a social networking site. You just want to reply quickly or post a response or get your thoughts out there. But pause for a moment and THINK about how this information may be used later. If it’s online, it’s discoverable in the legal world, and that’s something to consider.
- Ask questions or solicit advice for challenges you may be facing. Make social networking something that continues to build and enhance your overall value and influence as an Administrative Professional in your position. Join groups. Get involved in conversations. Use it as a career and credibility building opportunity.
- Share interesting things you’ve read or helpful tips you’ve discovered.
- Think about your first impressions of others when you visit their sites and take note of what impressed you (or didn’t). Then apply what you learn to how you continue to build your own online profiles.
- Do unto others as you would have them do unto you! Don’t post crazy photos or write outlandish things on your “friends’ walls” if you don’t want them to return the favor.
The online social networking scene continues to evolve. If you’re participating in any way, you must monitor your online presence just like you do your checking book balance. It can change daily. If you choose to be online, you must be actively involved to keep your indispensable administrative brand intact.
To your administrative success!
Julie Perrine CPS/CAP
Certified Myers-Briggs Type Indicator Administrator
http://www.julieperrine.com/
