Mandatory....

Singing?

Admin Gal is in a bit of a pickle.  She mentioned that she had musical experience of the choral kind, only to be pegged by the Senior Management to lead the company choir.

Music isn't an issue, Admin Gal loves music.  The quintessential problem that arises, is this is a time drain of epic proportions.  In addition to her work load (which is expanding), now she has to wrangle people are reluctant to attend rehearsals because it interferes with their work schedule and their life.

ADMIN GAL IS NOT BEING PAID FOR THIS EITHER!

Ohmmmmmm!  Seeking inner harmony.

Office Supplies

School is getting ready to start and the office supplies are dwindling fast. A co-opt here for the summer was observed filling up her purse with supplies from the cabinet.  At least the regular employees are more discreet.

The co-opt will be dealt with by her manager.  It makes me VERY, VERY ANNOYED, to have to be the big, bad when it comes to office supplies. I'm going to have to lock the cabinets until school starts.

Word to the wise, taking office supplies from your place of business is considered stealing.
Are pens, pencils and notebooks worth losing your job?

Calendar Pandemonium

As an Administrative Professional, calendaring is part of the job.  However, some weeks are worse than others.

Yes, this was how my week looked.  All the pretty colors are enough to make me nauseous.  sigh.

My favorite request for the week?  Find time to meet with three business unit presidents, my boss and four directors by Friday.  I horse trade with the best of the best, even I couldn't pull that request off.  It got pushed to the following week.

I only have a finite amount of miracles I can grant.  Thank goodness it's Friday!

Rocket Science

When did filling out a form become rocket science?

Seriously?

Admin Gal is currently in the middle of organizing a move to another building.  While, we have all been in and out of the new facility, Security has made the late request that we update our information.  You know, in case of apocalyptic events such as lack of paper, crashed computers, etc.

The form is simple enough.  Admin Gal is finding that her comrades are stymied by the simplest of fields.

1. What department do they work for?  
2. Who is their HR representative?  
3. Which building do they currently work in and what building will they work in? 

If these simple questions cause consternation, Admin Gal can only imagine what misery the hard questions cause.

Gary Fields does NOT Work Here!

Admin Gal has been bedeviled since she started her job by calls for a mysterious 'Gary Fields'.  All the callers have had heavy Bronx accents.  They would request Mr. Fields, Admin Gal would say 'Who?', then they would hang up, never allowing her the opportunity to let them know that the gentleman in question was not an employee.

The frustrating part was they were calling my direct number, their numbers were blocked. And at month's end, their calls were a plague of locust on Admin Gal's existence.

Flash forward four years later and the calls have become a trickle. Admin Gal can always tell when the desperate sales guys have brushed off the old lists.

You would think that after four years of being told the man doesn't work here, people would get the hint.

Admin Gal is Annoyed...

by the machinations of persistent sales people.  Honestly, you'd think after giving them clear and precise directions of how your company accepts their information, they would be grateful.

Instead, Admin Gal finds herself besieged by the peppering calls of salespeople who are hoping and praying that the boss will pick up the phone on a number he doesn't recognize.  

Seriously? 

Were these people born in the cabbage patch?

Admin Gal's job is simple, get the information, direct it to the correct person and get on with her day. Sales people have become the static that you can't drown out of the stereo system.

You Be the Judge

Dear Reader,

Not too long ago, Admin Gal was made aware of an unfortunate situation of an administrative colleague.  

We Admins are often in positions to make many different decisions based on undocumented conversations.  This particular colleague had been asked to add some variety to the catering to an annual multi-week event.  Ever conscious of budgets and time constraints, this Admin went to work to make this request happen.

Imagine her surprise when she was taken to task by her manager, in front of multiple departments, for having blown a budget.  

Here are some key points to take into consideration:

1.     Said Admin had negotiated excellent rates with every vendor who provided food for the event.

2.     At no point did the manager ask to see costs for the meals being provided before he made a scene.

3.     Said manager had a plate full of food as he made a fool of himself.

4.     Everything came well with in the budget alloted for the event.

Admin Gal has heard many a sad tale in her career, but this particular tale of abuse raised her hackles.  

As Admins, we are like ducks, shaking off the bad and reveling in the good.  However, one bad manager can certainly spoil the job.

Dear Reader, what would you do in our dear Admin's place?

Fashion Faux Pas

Alas, gentle reader, the temperature gauge is rising with the hemlines. The landscape is filled with unfortunate fashion choices with the advent of the warmer weather.

In corporate America, it is time for a few gentle reminders for the summer wardrobe in the workplace.  If the following rules are followed, Admin Gal can promise a Spring and Summer season free of disaster.

1. Skirts - I see London, I see France.... If you can't bend over without exposing everything, don't wear it!  Admin Gal is appalled at the articles of clothing that are mistakenly called skirts that can show up at the workplace.  According to the majority of corporate dress codes, women should be covered from their waist to 2 inches above their knees.
2. Blouses & Tops - Just because the temperature is rising doesn't mean the décolletage should be lowered.  The workplace is not a brothel.  It is a place of business.  It is better to leave things to the imagination.
3. Short Shorts - There is no professional environment where short shorts are appropriate work attire.  Daisy Duke wasn't a really person, she existed only in comics.  That's where those shorts should stay.
4. Overall Clingy-ness - While many of us work hard to maintain our physical fitness, properly fitted clothing is much more attractive than ill fitted clothing.  Clothing should not reveal every lump, bump or unmentionables.  Leave something to the imagination.  
5. KNOW YOUR CORPORATE DRESS CODE

Here's to a summer season without a fashion disaster!

Sales Call Fail #2

Admin Gal:  Thank you for calling ABC Company, how may I assist you?
Persistent Sales Guy: I'm calling for Mr. X.
Admin Gal: Whom may I say is calling?
Persistent Sales Guy:  He knows who I am, it is on a need to know basis.
Dear readers, after uncurling her fingers from her cracked telephone receiver Admin Gal replies.
Admin Gal: I need to know as I let Mr. X know who is calling.
Persistent Sales Guy: No, you don't. You are only the admin.
CLICK!
oops!

Calendar Mayhem

When you work for a large or small corporation, the calendar is an important tool to your day to day duties. It doesn't matter if you are an admin, a manager, or a CEO.

The one thing that will aggravate EVERYONE around you is when a calendar, which is the property of the company, is blocked from the rest of the company.  We're not talking about seeing the details.  Frankly, no one cares!

I'm talking about seeing the basic Free/Busy. Thereby allowing some basic planning for when, as a courtesy, you call the person to confirm the time is actually available.

When the CEO and the Chairman of the company allow their calendars to show Free/Busy, it is poor form on an individual's part to think themselves more important than the people who allow them to have a job.

Free/Busy won't kill you, but not seeing your calendar might make important people wonder what you are hiding.

A Word of Advice

Sales people, when you call:

1. Do not claim to have called Admin Gal's boss when she is CLEARLY the person who answers the phone.
2. Do not claim to have had a prior conversation.
3. Do not cut Admin Gal off when she is trying to gather information to help you possibly get to the correct person.
4. Do not lie.

Last but not least, when Admin Gal calls you place of business to give pointers to you about how you might be more successful, DO NOT have your receptionist lie about your employment status there.  

If these simple, yet effective, suggestions can be followed you might have success in your business endeavors.

People are Silly

Admin Gal as an observation and pet peeve all rolled into one.

We all know that person.  The one who takes on a project and can't let go of the details.  They do everything, up to and INCLUDING every task that the team members are suppose to do.

Leaving the project member to do what - you may ask?

Why to take the fall for the impending failure on their part - of course.

Look people.  Projects, events, committees are all things that are comprised of multiple tasks, milestones and, often times, deadlines.  Having several people on the team is meant to alleviate the stress of the over all project.

Taking the burden upon yourself is just plain silly.

Telephonic Imbeciles

Admin Gal walked into a conference room the other day to set up for a meeting.  To her horror the previous occupants hadn't hung up the telephone, disconnecting the conference bridge.

People from the other side hadn't left their conference room, nor had they disconnected the teleconference bridge on their side.  Admin Gal walked into a serious discussion on...



Shoes.  Specifically, the new season of Loubitans.


Fortunately, this was an inter-company conference call.  Clearing her throat, Admin Gal signaled her presence and her preference for the classic platform pump.

Nothing sensitive was being discussed - this time.

But for the love of all things sane!  Make sure all the technology, that makes our meetings run smoothly, is disconnected and put away at the end of each meeting.

The Sin of 'Reply All'

We've all done it, hit 'Reply All' when we've only meant to send a pithy, semi-inappropriate reply to an email. And had grovel accordingly.

OR

In the case of one company, the ill-conceived notion, of starting a revolution on the matter of refurbishing the company fitness center.  After all, if 'YOU' are up in arms over the matter, surely others will follow your lead and charge up the hill with torches and pitchforks at the ready supporting you all the way.

NOT!

A few days ago a misguided soul hit 'Reply All' to a simple announcement that the fitness center would be closed on a Saturday.

Instead of a simple reply to the sender, the obliviot hit 'Reply All' and said, 'I hope it is closed for renovations! It needs it!'.  A fellow obliviot, joined in with their own spin, also sharing their remarks with the entire list.

Neither one of these individuals paid attention to the individuals on the list.  At least three Vice President, seven Directors, and each of their direct managers were party to their career suicide.

Too be fair, the fitness center director should have blind copy the entire list to avoid the entire debacle.  BUT, common sense should have prevailed.

Only use REPLY ALL in the most dire of circumstances.  Your job depends on it.

Assigning Responsibilities

Admin Gal has a co-worker who recently was assaulted with responsibilities not assigned by her manager.

Assigned by whom you ask?

Assigned and announced to the company by another admin who, frankly, couldn't be bothered to go through the proper channels to discuss additional job responsibilities.

You see, these responsibilities being added to her plate surmounted to the work of an additional employee.  Let me repeat.  An Additional Employee.

Her managers had not been apprised of these changes.  An assumption had been made that she would be 'happy' to take on these additional responsibilities.

The admin with the added responsibilities was savvy.  She made the issue be known to her manager. Who, in turn, ran it up the channels to the unfortunate admin's boss who started the mess.

A review is currently underway of policy and procedure.  The admin who started making assignments is backpedaling.  Trying to create documentation for her faux pas - too little too late.

Her boss has egg on his face.

The morale of this story?  Always know your responsibilities, and always make sure your supervisor is aware of changes not approved by him or her.

Hacking & Coughing

Admin Gal appreciates a firm work ethic.  In fact, she is a firm believer that very few things should prevent one from getting the job done.  

However...

Please do not come to the office hacking and coughing, spreading your germs under the guise of being a good little soldier.  Martyr doesn't look good on anyone.

Please do everyone a favor and follow these simple suggestions:

1. If you are feeling under the weather, stay home, sleep, give your body a fighting chance to get over whatever it is that has assaulted you.
2. Don't hack and wheeze your way around the office.  The office environment is worse than kindergarten when it comes to illnesses.  Give your co-workers a break. Don't bring it to the office.
3. Work from home if you aren't feeling well.  Technology is marvelous, use it.
4. Go to the Doctor if it doesn't go away.  

Help keep the work environment healthy.

Thank you!

Greasy Fingerprints of Guilt

Admin Gal has an issue with organizations that will not trust the committees to complete the tasks they are assigned.

Projects can not be group managed.  The failure rate is 99.99% when this happens.  An excellent example is a newsletter.  Yes, content can be produced from the organization at large.  When it comes to the actual assembly and coordination of said newsletter, let the assignee's do their job.

Who shoulders the blame when everything goes to pot?  The original group who was assigned the task, that's who.  But the greasy fingerprints of the guilty, meddlesome creatures who couldn't help themselves, will be emblazoned on the smoldering heap of the failure.

Admin Gal's conclusion is - if you can't let go, don't assign the job.

Experiencing Technical Difficulties

Admin Gal walked into the office yesterday morning to find that not a phone in the building worked, the software program that ran her business unit has been taken hostage by gremlins and Monday has officially crapped all over Tuesday.

Spending the entire day sending email after email as to why the telephone system has the attention span of a gnat, the internet is as loyal as a cat and various programs have become recalcitrant has become maddening.

Here is the plain and simple truth.  Admin Gal did not break any of the following:

1. The phone system.
2. The internet.
3. The software.

Yes, she has called all the appropriate agencies to fix the problems.  No, hovering will only annoy her.

If you ask Admin Gal again 'Is it fixed yet?', no court in the land will convict her for the wrath she will bring down upon your head.

Have a nice day.

Chemical Warfare

Over the weekend, an unfortunate accident happened to the coffee machine in the office kitchenette. The water supply became disconnected.  Someone came in Monday morning to a spectacular geyser of water.  Who knows how long it had been going on.

Frantic calls were made to get the water shut off and the carpet mopped up. The next day, the all important coffee maker was still off-line, repair people had been called in for its revival.

The building maintenance people were working on drying out the carpet. One bright soul decided, in the middle of the work day, to lay down a layer of the foulest smelling carpet cleaning chemical on the affected portion of the carpet.  Let's list the effects on the working populace:

• Headaches
• Nausea
• Sore Throats
• Irritability

When a complaint was filed, the response was to lay down a layer of aerosol fragrance to cover up the smell. 

Does anyone see a problem?  Anyone?

Admin Gal is currently on the building maintenance hit list. She is a witch of epic proportions for defending hers and others well-being.  She is waiting for the company facility rep to parlay with the building maintenance to fix the problem. 

Air filter masks have been purchased for the duration of the stand-off.

Sales Hijinks

Dear Readers,
One more tidbit before Year's End.  Admin Gal received a call from her IT rep.

Much to her surprise, a request had been called in to start a 'free, no-obligation' trial of a gadget for a warehouse inventory system.  Admin Gal had submitted no such request nor would she

Admin Gal was NOT AMUSED!!!!!

In a calm voice, she asked the vendor name and the date of the request.  She flipped through her trusty calendar,  Admin Gal located the offending sales call.

You see, Admin Gal has a habit of jotting down numbers, names, companies and notes on sales calls. Particularly on calls that are annoying.

The details of the call came flooding back.  The offer of a free trial had been offered and roundly refused.  The scheming sales person had gone behind Admin Gal's back and submitted a request in her name to implement the trial of his equipment.

Admin Gal's first reaction was unprintable.  Needless to say, an investigation is underway.

Admin Gal as a lot of influence.  But to order the trial of expensive equipment is not one of them.  This vendor is on the DO NOT DO BUSINESS WITH list.  Thanks to this person's ingenuity.

When the answer is 'no', it does not mean maybe.