__MAIN_TEXT__

Page 1

#AskForTraining Workbook


Welcome to Day One of #AskForTraining! For the next 10 days we will be taking you through the steps to confidently #AskForTraining with your executive, HR department, or whoever you need to lobby for the training you need to do your role to the best of your ability. And, once you have been through the process, the skill to #AskForTraining will be yours forever. You will get: A Daily Email Every day, for 10 days, we will send you an email that has a new piece of information to help you on your journey, and a bitesize task for you to action that day. We’ll also include links to relevant articles and websites where you can get more information. Of course, if you don’t want to wait for the email, you can go ahead and fill out the workbook – but it will be more fun doing it together! A Daily Video Every day, the email will contain a link to a video where we will either explain the task in more detail, introduce a trainer or type of training, or introduce an assistant who successfully asked for training – and got it! These videos will be available on our YouTube channel, but to make things easier, we’ll email the link to you every day. Social Media Join our Facebook or LinkedIn Groups or follow us on Twitter for more tools and bonus videos from trainers, associations and training companies across the world. What do I do now? Download, save or print out this #AskForTraining workbook. We want you to share your experiences as you #AskForTraining with our community in the Executive Secretary Facebook group, and on Twitter and LinkedIn. We want to encourage as many as possible to sign up and take part in the programme as we can. Use the #AskForTraining hashtag and our blue, red and yellow buttons to show us how you are progressing.

©All content copyright Executive Secretary Magazine


Post this logo when you start the #AskForTraining programme

Post this logo when you have completed the workbook exercises and asked for training

Post this logo when your request has been approved

ŠAll content copyright Executive Secretary Magazine


Day Two: Why Invest in Training Check your email for today’s update including valuable contributions from Rhonda Scharf, Linda Sherman, Karen Lewis & Sandy Geroux Why invest in yourself and training? Note your reasons below:

What will this do for your personal brand?

ŠAll content copyright Executive Secretary Magazine


Day Three: Self-Assessment – What are your current skills gaps? On the next few pages you will find our competency self-assessment, covering four areas of hard skills, soft skills and competencies that assistants use every day. The assessment covers: • Technology skills • Organisational and time management skills • Knowledge of your organisation • Leadership skills To get the most out of the assessment, be honest with your current level of skills in each area. There are no right or wrong answers. This will help you identify areas where training could help you to become a stronger & more proactive assistant. Bonus: Ask your executive to complete it too! It will give you a clearer view of where they feel you need improvement. Check your email for today’s update including an article from Kemetia Foley on how to build your knowledge set and expand your perspective. And don’t forget that we have all sorts of additional tools and resources on our Facebook & LinkedIn Groups as well as on Twitter.

©All content copyright Executive Secretary Magazine


COMPETENCY AND SKILLS ASSESSMENT FOR OFFICE PROFESSIONALS NAME: _____________________ DATE OF ASSESSMENT: _____________________ SCORING YOURSELF: Competency levels Level 1 2 3 4

Fundamental awareness (basic knowledge) Intermediate (practical experience) Advanced (recognized contributor with demonstrated ability) Expert (strategic business partner) YOUR SELF ASSESSMENT

HOW YOUR MANAGER ASSESSES YOU

TECHNOLOGY SKILLS

TECHNOLOGY SKILLS

MS Word

1

2

3

4

1

2

3

4

MS Word

MS Excel

1

2

3

4

1

2

3

4

MS Excel

MS Powerpoint

1

2

3

4

1

2

3

4

MS Powerpoint

MS Outlook

1

2

3

4

1

2

3

4

MS Outlook

Setting up Conference Calls

1

2

3

4

1

2

3

4

Setting up Conference Calls

Social Media

1

2

3

4

1

2

3

4

Social Media

OneNote

1

2

3

4

1

2

3

4

OneNote

Adobe

1

2

3

4

1

2

3

4

Adobe

GSuite

1

2

3

4

1

2

3

4

GSuite

Apps

1

2

3

4

1

2

3

4

Apps

SharePoint

1

2

3

4

1

2

3

4

SharePoint

Office Teams

1

2

3

4

1

2

3

4

Office Teams

Data Analysis

1

2

3

4

1

2

3

4

Data Analysis

Cybersecurity

1

2

3

4

1

2

3

4

Cybersecurity

I am technically fluent in a variety of digital platforms

1

2

3

4

1

2

3

4

I am technically fluent in a variety of digital platforms

Design skills, including formatting and proof reading

1

2

3

4

1

2

3

4

Design skills, including formatting and proof reading

Email etiquette and productivity

1

2

3

4

1

2

3

4

Email etiquette and productivity

I am pro-actively looking at ways that AI might affect my future role

1

2

3

4

1

2

3

4

I am pro-actively looking at ways that AI might affect my future role

Co-ordinating Video Conferencing

1

2

3

4

1

2

3

4

Co-ordinating Video Conferencing

ORGANISATIONAL & TIME MANAGEMENT SKILLS

ORGANISATIONAL & TIME MANAGEMENT SKILLS

Scheduling of priorities

1

2

3

4

1

2

3

4

Scheduling of priorities

Budgeting

1

2

3

4

1

2

3

4

Budgeting

Finance and Business acumen

1

2

3

4

1

2

3

4

Finance and Business acumen

Processing financial requests

1

2

3

4

1

2

3

4

Processing financial requests

Record keeping (eFiling)

1

2

3

4

1

2

3

4

Record keeping (eFiling)

I arrange meetings effectively and timeously

1

2

3

4

1

2

3

4

I arrange meetings effectively and timeously

Preparing briefing documents

1

2

3

4

1

2

3

4

Preparing briefing documents

Preparing reports

1

2

3

4

1

2

3

4

Preparing reports

Undertake research projects

1

2

3

4

1

2

3

4

Undertake research projects

Minute taking

1

2

3

4

1

2

3

4

Minute taking

©All content copyright Executive Secretary Magazine


YOUR SELF ASSESSMENT

HOW YOUR MANAGER ASSESSES YOU

ORGANISATIONAL & TIME MANAGEMENT SKILLS

ORGANISATIONAL & TIME MANAGEMENT SKILLS

Shorthand/Speedwriting (where appropriate)

1

2

3

4

1

2

3

4

Shorthand/Speedwriting (where appropriate)

Disaster Recovery

1

2

3

4

1

2

3

4

Disaster Recovery

Presentation/Public speaking skills

1

2

3

4

1

2

3

4

Presentation/Public speaking skills

I am able to manage multiple managers

1

2

3

4

1

2

3

4

I am able to manage multiple managers

Event planning (conferences, team builds etc.)

1

2

3

4

1

2

3

4

Event planning (conferences, team builds etc.)

Travel arrangements

1

2

3

4

1

2

3

4

Travel arrangements

I have systems in place to track workflow and responsibilities

1

2

3

4

1

2

3

4

I have systems in place to track workflow and responsibilities

I work with realistic time estimates

1

2

3

4

1

2

3

4

I work with realistic time estimates

Effective diary time management

1

2

3

4

1

2

3

4

Effective diary time management

I possess good questioning and listening skills

1

2

3

4

1

2

3

4

I possess good questioning and listening skills

Pay attention to detail

1

2

3

4

1

2

3

4

Pay attention to detail

I possess good problem solving skills

1

2

3

4

1

2

3

4

I possess good problem solving skills

I possess good decision making skills

1

2

3

4

1

2

3

4

I possess good decision making skills

My work outputs meet SLA’s / deadlines

1

2

3

4

1

2

3

4

My work outputs meet SLA’s / deadlines

KNOWLEDGE OF YOUR ORGANISATION

KNOWLEDGE OF YOUR ORGANISATION

I have sound knowledge of my business environment

1

2

3

4

1

2

3

4

I have sound knowledge of my business environment

I know my organisation’s history

1

2

3

4

1

2

3

4

I know my organisation’s history

I know my organisation’s products and services

1

2

3

4

1

2

3

4

I know my organisation’s products and services

I know who my customers are

1

2

3

4

1

2

3

4

I know who my customers are

I know what policies and procedures to apply to my work

1

2

3

4

1

2

3

4

I know what policies and procedures to apply to my work

I know who my manager’s key contacts are

1

2

3

4

1

2

3

4

I know who my manager’s key contacts are

I know and understand my manager’s role and function

1

2

3

4

1

2

3

4

I know and understand my manager’s role and function

I understand my executive’s goals for the year

1

2

3

4

1

2

3

4

I understand my executive’s goals for the year

I know and understand my role and function

1

2

3

4

1

2

3

4

I know and understand my role and function

I know my resources (internal and external)

1

2

3

4

1

2

3

4

I know my resources (internal and external)

I know what developmental opportunities are open for me

1

2

3

4

1

2

3

4

I know what developmental opportunities are open for me

I understand the key issues and challenges that my manager faces

1

2

3

4

1

2

3

4

I understand the key issues and challenges that my manager faces

I know and understand what is expected of me

1

2

3

4

1

2

3

4

I know and understand what is expected of me

Customer service orientated

1

2

3

4

1

2

3

4

Customer service orientated

I know how to negotiate

1

2

3

4

1

2

3

4

I know how to negotiate

I act in a professional manner

1

2

3

4

1

3

3

4

I act in a professional manner

I can juggle multiple tasks

1

2

3

4

1

2

3

4

I can juggle multiple tasks

Good attitude

1

2

3

4

1

2

3

4

Good attitude

LEADERSHIP SKILLS

LEADERSHIP SKILLS

©All content copyright Executive Secretary Magazine


YOUR SELF ASSESSMENT

HOW YOUR MANAGER ASSESSES YOU

LEADERSHIP SKILLS

LEADERSHIP SKILLS

Teamplayer

1

2

3

4

1

2

3

4

Teamplayer

I treat suppliers and subordinates with respect and dignity

1

2

3

4

1

2

3

4

I treat suppliers and subordinates with respect and dignity

I ask questions when I’m not sure what is expected of me

1

2

3

4

1

2

3

4

I ask questions when I’m not sure what is expected of me

I welcome feedback – both positive and negative

1

2

3

4

1

2

3

4

I welcome feedback – both positive and negative

I am able to express my ideas with clarity and confidence (verbally)

1

2

3

4

1

2

3

4

I am able to express my ideas with clarity and confidence (verbally)

I am able to express my ideas with clarity and confidence in writing

1

2

3

4

1

2

3

4

I am able to express my ideas with clarity and confidence in writing

I productively Anticipate my managers needs

1

2

3

4

1

2

3

4

I productively Anticipate my managers needs

I am able to set goals for myself

1

2

3

4

1

2

3

4

I am able to set goals for myself

I readily share my knowledge and skills with others

1

2

3

4

1

2

3

4

I readily share my knowledge and skills with others

I am emotionally intelligent and am comfortable dealing with criticism

1

2

3

4

1

2

3

4

I am emotionally intelligent and am comfortable dealing with criticism

I manage stress, conflict, pressure in a positive way

1

2

3

4

1

2

3

4

I manage stress, conflict, pressure in a positive way

I understand different personality styles and adjust my communications style accordingly

1

2

3

4

1

2

3

4

I understand different personality styles and adjust my communications style accordingly

I understand body language and how to read other people

1

2

3

4

1

2

3

4

I understand body language and how to read other people

I am comfortable saying No when the need arises

1

2

3

4

1

2

3

4

I am comfortable saying No when the need arises

I own my mistakes

1

2

3

4

1

2

3

4

I own my mistakes

I am confident in managing difficult people and conversations

1

2

3

4

1

2

3

4

I am confident in managing difficult people and conversations

I am comfortable using my influencing skills to manage up

1

2

3

4

1

2

3

4

I am comfortable using my influencing skills to manage up

I have good people (staff) management skills

1

2

3

4

1

2

3

4

I have good people (staff) management skills

I pro-actively look for new learning opportunities to keep myself current and relevant

1

2

3

4

1

2

3

4

I pro-actively look for new learning opportunities to keep myself current and relevant

I understand the concept of personal branding and am happy with my own personal brand

1

2

3

4

1

2

3

4

I understand the concept of personal branding and am happy with my own personal brand

I am able to balance my work life and my personal life

1

2

3

4

1

2

3

4

I am able to balance my work life and my personal life

I seek out opportunities to grow my personal network for the good of the business

1

2

3

4

1

2

3

4

I seek out opportunities to grow my personal network for the good of the business

I embrace different cultural perspectives

1

2

3

4

1

2

3

4

I embrace different cultural perspectives

I embrace change

1

2

3

4

1

2

3

4

I embrace change

©All content copyright Executive Secretary Magazine


Day Four: Analyse Your Self-Assessment We have two excellent supporting pieces today; one from Sandy Geroux and the other from Eth Lloyd. Check your email for today’s update and links. Then complete today’s exercise. And don’t miss Bonnie Low Kramen’s adminchat recorded specifically for #askfortraining over on our YouTube channel, which goes live at 6pm BST this evening. Looking at your self-assessment from yesterday, what are the three skills or competencies that require the most focus?

Which type of training would give you the biggest ROI (return on investment) for you, your manager and the company? As well as attending external training courses, think about conferences which cover more than one topic, e-learning, or bringing a trainer in-house. List your top three training needs here: -

Quantify the ROI (efficiency / effectiveness / time saved / new connections made)

©All content copyright Executive Secretary Magazine


Day Five: What is the Value to You and Your Role? Today we are going to look at you and your commitment to training. Check your email for a full explanation of today’s topic and links to all sorts of additional information, including an excellent article from Lindsay Taylor and a quick quiz you can take to find out your personal learning style. What personal commitment will you make?

What is your preferred learning style?

What are you prepared to bring to the table – for example will you pay travel and accommodation, if the company pays for conference? Are you prepared to do additional study out of hours?

©All content copyright Executive Secretary Magazine


Day Six: What is the training window? Check calendars for an appropriate time to attend training. List available times here. How will your workload be covered?

Day Seven: Research available trainers Check out all the resources at your disposal. Our email today contains links to our fully searchable events calendar, which lists training events, networking & conferences all over the world as well as suggested trainers and excellent articles from Julie Perrine, Melba Duncan & Joan Burge. Consider all the cost implications of one person going off-site or alternatively, bringing the training in-house. Consider value for money for the company. Remember that the cheapest doesn’t mean it gives the best return on investment. Choose your courses and/or trainer.

ŠAll content copyright Executive Secretary Magazine


Day Eight: Prepare the Necessary Paperwork. Use this area as a checklist to ensure you have the right information. Gather all attachments (cost, course outline, any internal forms needed). Today’s email contains a link to a sample business case letter that you simply fill in to make your case for training. Check your inbox now! And don’t forget that there are many more resources, films and articles over on our social media channels. Gather any comparison costs and quotes that will form part of your request.

ŠAll content copyright Executive Secretary Magazine


Day Nine: Book Time in Your Manager’s Diary Do not use your usual 1:2:1 time – make a specific request, to discuss this one topic only. Sample email 1: Dear Greg, I do hope that you are keeping well. I wanted to set up time for us to catch up this week. The topic for discussion is training for my role here at the company. I have done a lot of research and came up with this great course, which will help me to be more of a strategic partner to you and the team. Here’s a quick summary of what I can learn on this course: • Understand the role and how you can add value to your Executive and your business • Enhance your communication skills, understand body language & explore emotional intelligence • Learn how to build a powerful business partnership • Increase your productivity • Master the art of managing more than one Executive • How do you become strategic? • Explore processes for problem-solving, decision-making & project management • Learn to deal with multitasking, stress and overwhelm I will look for time on your calendar if I may and we can catch up to discuss further? Thank you for your support here. Colette

©All content copyright Executive Secretary Magazine


Day Ten: Request the Training Before your meeting, send copies of all the attachments and forms to your manager. Allow them time to read before the meeting and discussion Sample email 2: Dear Greg, I would like to make a request to attend the following training program. It is called XXX. I have been doing a lot of research into what courses are out there that will have the most impact on my role as well as what will make the most valuable contribution to the company. I have attached the program, details of the trainer (s) together with a document that outlines costs and the return on investment to the company. I see this as a great opportunity for me to learn to support you in ways that make both of us more efficient & effective. I look forward to catching up with you, so that we may discuss this great opportunity further. Thank you, Colette

Post on Social Media with the ‘I asked for training’ #AskForTraining button and let us know how you get on! So now you are done. We hope you have enjoyed the #askfortraining experience and that you benefit by getting a ‘yes’ from your executive for the training you want and deserve. Let us know how you get on. Let us know when they say ‘Yes’ and don’t forget to then post your final button – the ‘I got training’ logo. We hope it will inspire others to ask too.

©All content copyright Executive Secretary Magazine

Profile for Executive Secretary Magazine

#AskForTraining WorkBook  

Welcome to #AskForTraining! For the next 10 days we will be taking you through the steps to confidently #AskForTraining with your executive,...

#AskForTraining WorkBook  

Welcome to #AskForTraining! For the next 10 days we will be taking you through the steps to confidently #AskForTraining with your executive,...