Gears of the Workplace

Merriam-Webster.com defines Collaboration as:

to work jointly with others or together especially in an intellectual endeavor

In the work space, collaboration is essential to making deadlines, managing projects or people, and sailing through the politics of the office.  When done correctly, everyone is an essential gear in a well-oiled machine.

 Each gear and cog has a place and purpose.  Sometimes the gears can be changed around, creating a different manner to reach the same conclusion.

HOWEVER, there are times when a person or two refuse to cooperate in the achievement of a common goal.  The reasons vary.  Sometimes, people do not have the skills to work in a team.  The right team will help them understand a collaborative environment.

Other times, individuals feel that holding on to the information they know will make them more valuable.  More often than not, it just frustrates people.

In today's work environment, no person is an island.  Our jobs are interconnected.

Being the stuck or uncooperative gear will only cause dissension.  When push comes to shove, the stuck gear gets replaced.

Ch-ch-ch-changes

The organization I work for has been stable for several years.  What I mean by stable is major initiatives started and completed and no major change in leadership.

All this lulled me into a false sense of security.  Yes, I know that I've broken the cardinal rule of employment.  I had grown comfortable in the status quo.

Not to fear, the familiar feeling of being unbalanced and striving to keep all things in sync has once more begun to consume my life.

I am unamused with the person who cursed me with "May you live in interesting times."  When I find them?  I'll never tell.

The Reviews are In!

Admin Gal survived her Mid-Year Review and is ready to take on the next part of the year.  

The preparation that goes into the process is nerve racking. The goal is to put your best foot forward without being so cocky the review is ruined. 

THEN, there is the carefully chosen evaluation software.  It's processes are absolutely Byzantine!  Here is where Admin Gal looses her mind and patience.  The good thing is, her boss feels the same way.

Good luck with everyone and their mid-year reviews.

Staying on Task

Admin Gal has been running amok the last several weeks.  Projects to run, people to manage and chaos to sow.  With all this fun, it has been hard to stay on task.  The 'to do' list is lengthy and the writing illegible.

Yet, with out the almighty task list, little things might fall through the cracks.  So, what's an Admin to do?  Make a list, check it twice and be flexible to bend in the wild whirlwind that is the job.

The Devil is in the Details

Being an Administrative Professional is akin to being a coach, trainer and strategist - at the same time.  In order to keep all the balls in the air, or at least bouncing, we need to pay attention to the details.  

Some days, this is easier said than done.  However, the effort is truly worthwhile.

The devil we face as Admins are the little details.  Not paying attention can cost us our jobs, our networks, the trust of our associates, and/or friendships.

For the sake of all things sane!  Don't let the devil win - pay attention to your details.

Happy Admin/ Annoyed Admin - You Choose

Admin Gal is all for people taking the initiative.  She applauds people being proactive, on-time, and forward thinking.

What Admin Gal does NOT appreciate are people who can't grasp simple concepts:

1. No, Admin Gal does not know why the sophisticated and very expensive HR software STILL doesn't have your information correct.  No, she won't go in and change it for you.
2. The correlative nature between annoying Admin Gal and their inability to get things done.
3. Just because they are having a piss poor day, does not mean they can bring their woes to Admin Gal's desk.  There is a 'No Whining or Complaining - Violators will be Stapled' sign posted for a reason.

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?

Calendar Misfires

A professional calendar is just that - Professional.

More often than not, Admin Gal finds more and more of her colleagues using their work calendars to keep up with the events of their personal life.  As the administrator of more than a few of those calendars, Admin Gal does not want to see the following:

1. Nip and Tuck.
2. Pick up 'Sexy Stuff' for tonight.
3. Keep 'R' from knowing about 'S'.
4. ANYTHING to do with intimate performance.
5. Innumerable references to dinners, doctor appointments, dates, children's plays and other performances, etc.

All of these things belong on personal calendars. If they need to be on your professional calendar, by all things sane, create a code by which you can spare the Admin.  We already know to much about your lives.  

Seriously!

A Challenge

Admin Gal has a challenge for all her readers.

No, she is not asking anything of a felonious nature.

Simply, that over the next seven days you reach out do something to improve someone's day.

Random acts of kindness have been known to increase productivity and moral exponentially.

Added bonus?

It makes your boss and others wonder what you're up to.

Feel free to report on your collective mayhem.

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.

Workplace Dance

How many times have we felt overwhelmed, over-worked and over-utilized by the people we are suppose to be supporting?  It's sad that we seem to be able to do their job and not get their pay.

An Administrative Professional is a special breed of employee.  We have a special ability to be able to see globally while managing the details that get the job done.  Unfortunately, there are co-workers that see this as an opportunity to pass on parts of their jobs to the Admin.  

This is where, we the Admins, must have clearly defined roles in our workplace.  I'm happy to help people out, but only my boss has the authority to add to my workload.

I'll be blunt, I'm not paid enough to do their job and mine.

The End is Near!

Year end reports, deadlines for the year's expenses, accruals and more!

December isn't just about that giant, jolly red elf and using vacation time.  Absolutely not!  No, its about getting ready for the next year by making sure the previous year's 'i''s and 't''s are dotted and crossed.

An Admin is aware of all the deadlines.  We put reminders on calendars, we send emails, we use sticky notes and smoke signals.  Sometimes we even stand on our heads in order to get people to do their part in the year end preparation.

As our colleagues act surprised by the pile of year-end to do's that end up on their desk, the Admin will calmly smile through the tempest in a teapot.

Holiday Cheer

As the Holiday Season descends upon us, Admin Gal has a few words of advice:

1. Remember that work Holiday function is just that - WORK RELATED!  You might not remember anything you said or did, but your colleagues will - guaranteed!
2. Holiday music is to be used judiciously. Just because you LOVE holiday music, be kind to those around you who aren't so inclined. Use your headphones.
3. Scents of the season should be kept at home.  Pine, cinnamon, apple pie are popular scents for candles, potpourri, etc.  Those smells can cause serious sinus and allergy issues in enclosed places such as office environments.
4. Holiday Gift Exchanges or Secret Santa's are not the time to find your inner prankster.  Having a co-worker open something that is NSFW or immature will be remembered far longer than the season it was given.  Not the memory you want to give.

If these simple guidelines can be followed, Admin Gal feels you will survive this Holiday Season with goodwill and cheer.

Morale

Sometimes morale is a tough sell in the workplace. With budget cuts, lay offs, increased productivity in the form of more to do with less people.  Everyone is under the gun at work.  It gets really tiring, and frankly demoralizing.

At the end of the day we should be able to walk out the door each day and leave the job behind, satisfied we've done our best.  And that should be enough.

But it's not.

How do we take control of our work environment, making it healthy?  The answers are simple, the implementation, not so much:

1. Say 'NO'.  If people have a habit of dumping part of their job on you, enforce your boundaries and push back.  
2. Prioritize what comes across your desk. - When there are conflicting priorities, communicate with the parties involved and find a solution that won't send you over the edge.
3. Don't take work home.  
4. Just Breathe.  Take a moment and breathe.  Don't let the stress build.  A little stress is normal, it comes and goes.  Stress that doesn't go away is deadly.  Take the time to breathe, work through stress.

When you are happier and in a healthier place, your morale is good.  Morale is a virus that is contagious, good morale will spread as easily as bad.

When Under the Weather

Dear Team,

When Admin Gal is under the weather, certain protocols should be observed.

1. Inquiries of her health and well being is always appreciated.
2. Flowers are always looked upon fondly.
3. Good wishes for return to health are also considered appropriate.

Admin Gal is aware that her presence and skills are missed when she is not at her post.  She can not control the vagrancies of the current viruses or bacteria that are floating around the world.

What is not appreciated are phone calls or emails demanding she carry her germ ridden self into the office to take care of projects that are only important in the mind of the person assigning priority.  Or who do not want the task themselves (which is often the case).

The projects were present the previous day and will survive until Admin Gal is back in the office healthy and whole.  OR she can spread her contagion about the impolite person's office.

Your choice.

Admin Gal

Just Because It's There...

doesn't mean you have to avail yourself of it.

Like most people, I have a sweet tooth.  So, I have a small candy bowl place for my convenience at my desk.  When I say convenience, I mean at the back of my desk where it is easy to reach for me.  If someone wants to partake of its contents, they seriously have to make an effort.  Which means generally tripping over me.

I don't mind the occasional, 'Ooo, do you mind?' I'm willing to share.

I DO mind the person who walks into my cubicle, climbs over my warm, working body and grabs a handful of whatever is in the bowl.  Leaving without a greet, glance or anything.

Were they raised by mutants?

I once worked in an office where the candy bowl was communal and once a week everyone contributed $3-5 and their preferred candy.  All was good in the universe.  But if the bowl is private, placed in an obviously difficult place, ask before you snatch.  It's only polite.

Shark vs. the Guppy

There are some days this admin feels like a guppy surrounded by a bunch of sharks.  Small, without a lot of merit.

Those days tend to be few an far between. Why, faithful reader, do you ask?  It's simple.  As I dart in and out of the different sharks swimming along their various paths, I realize a have a mobility and an ability to change direction in a blink of an eye. Staying out of the way of the serrated teeth that might look at me as an appetizer.

And if I get really annoyed, I'll give the shark a firm punch on the nose. Sending them off to sulk in the depths of the sea to think about what they might have done.

A good admin, swims among the sharks with finesse and savvy, biting back when necessary.

The Art of the Smile

Some days a simple smile can go a long way in the office environment.  I'm not talking a flirty or suggestive smile. I'm talking about a genuine happy to see you, I'm glad you are here smile.

The smile is something so simple, yet so powerfully profound.  When the office environment is tough, someone is having a really bad day, a smile can make all the difference in the world.

Not to be too dramatic, but a smile can save a life.

When you smile at a person, it means you acknowledge them.  You've made an effort to notice them.  In an age where we are inundated by deadlines, buried in assignments, and overwhelmed by responsibilities, being acknowledged can truly make a difference in your day or someone else's.

So, Admin Gal's Challenge to the world at large is to smile at someone today.

Save someone's day, and maybe their life.

Confessionals & Morale Meters

As an Admin, we are a combination of confessionals, morale meters, undercover cops and good people trying to make their work environment better.  This can be a heavy load to bear.  We are a clearing house for information good and bad for our managers on the emotional and environmental health of our areas.  Sometimes it can be overwhelming or inspiring.

We can stop trouble before issues arise with a word of well placed advice in the ear of someone who can make a difference.  At times, we have to make the difficult choices that will impact personal relationships for the greater good of the company.

While we reflect our managers in our jobs, a good Admin also manages their environment.  Providing the best work place they can for they people they work with.

Everyone deserves to work in a healthy community.