Writing Examples
Below are a few of my more popular blog posts.
I’ve recently returned from Rome where I attended the Vonlanthen Global EA Summit. Going through my notes from the conference, one thing in particular sticks out.
Know your company’s elevator pitch, as well as your own
This is something I’ve been thinking about a lot. I recently attended an EA event that a co-worker also attended. I heard one of the other attendees ask them what our company does. Their reply was, “a little of everything.” I wanted to die. I’ve fought long and hard to get company buy-in for these professional development activities. Part of that battle was proving it beneficial to the company as well as myself. “A little of everything” does nothing to sell my company. It does not give any possibility of partnership. It shows no pride in the company.
Please remember every single person you meet is an opportunity. While it is important to promote yourself, it is equally important to promote your company. This is especially true if the company is footing the bill for you to attend a conference or event.
Every employee is a brand ambassador. Engaged employees build strong brands. By simply saying, “a little of everything” you are not demonstrating engagement. Many successful companies are so committed to the employee brand ambassador concept they have training or guidelines on what to share on social media. Some even have incentives for sharing information the company wants to get out.
All employees are salespeople. I’m an Executive Assistant, but I’ve brought business into many of the companies I’ve worked for, from hospitality, to financial, to marketing, by SELLING the business to everyone I meet. If you really want to get the attention of the Executive Team, have a large piece of potential business walk in the door and drop your name as the reason they are there.
If asked the same question, my response would be, “Jacobs is one of the largest and most diverse providers of technical, professional and construction services, including all aspects of architecture, engineering and construction, operations and maintenance, as well as scientific and specialty consulting. Recently named to the Fortune 500 list for the 17th consecutive year, we are a global firm with over 50,000 employees in over 200 locations, serving a broad range of companies and organizations. I currently support executives in our Building & Infrastructure business”
Do you know your company’s elevator pitch? If not, I encourage you to do some research and rehearse what you will say the next time you are asked, “What does your company do?”
Know your company’s elevator pitch, as well as your own
This is something I’ve been thinking about a lot. I recently attended an EA event that a co-worker also attended. I heard one of the other attendees ask them what our company does. Their reply was, “a little of everything.” I wanted to die. I’ve fought long and hard to get company buy-in for these professional development activities. Part of that battle was proving it beneficial to the company as well as myself. “A little of everything” does nothing to sell my company. It does not give any possibility of partnership. It shows no pride in the company.
Please remember every single person you meet is an opportunity. While it is important to promote yourself, it is equally important to promote your company. This is especially true if the company is footing the bill for you to attend a conference or event.
Every employee is a brand ambassador. Engaged employees build strong brands. By simply saying, “a little of everything” you are not demonstrating engagement. Many successful companies are so committed to the employee brand ambassador concept they have training or guidelines on what to share on social media. Some even have incentives for sharing information the company wants to get out.
All employees are salespeople. I’m an Executive Assistant, but I’ve brought business into many of the companies I’ve worked for, from hospitality, to financial, to marketing, by SELLING the business to everyone I meet. If you really want to get the attention of the Executive Team, have a large piece of potential business walk in the door and drop your name as the reason they are there.
If asked the same question, my response would be, “Jacobs is one of the largest and most diverse providers of technical, professional and construction services, including all aspects of architecture, engineering and construction, operations and maintenance, as well as scientific and specialty consulting. Recently named to the Fortune 500 list for the 17th consecutive year, we are a global firm with over 50,000 employees in over 200 locations, serving a broad range of companies and organizations. I currently support executives in our Building & Infrastructure business”
Do you know your company’s elevator pitch? If not, I encourage you to do some research and rehearse what you will say the next time you are asked, “What does your company do?”
I am a shy introvert. No one believes me when I tell them that fact, but it is true. 10 years ago, the thought of going to a networking event where I didn’t know anyone and had to make small talk would give my hives. In 2016, I began working with a woman who was a master networker and I learned there is great value in learning this skill, and it is a skill. For the next few years I read hundreds of books and articles on networking, took webinars and I studied my co-worker for tips and tricks to overcome my owning phobia. Today, while I make no claims to be an expert networker (I still get butterflies in my stomach before events) I want to encourage you to develop your own skills by sharing with you some of the good things that happened once I embraced networking.
I expanded my inner circle of friends to include people so amazing I often have to pinch myself to make sure I’m not dreaming. Seriously, I know some of the coolest people on the planet.
You have heard the saying, “It’s not WHAT you know, but WHO you know.” Expanding my inner circle increased my circle of influence. Your circle of influence encompasses those concerns you can do something about, or concerns you have some control over. I now have greater control over a wider variety of things.
I became brave enough to cut out the negative influences in my life and made room for people who have positive influence and positive energy. Energy is contagious, so surrounding myself with these people has made me a more positive person and, hopefully, more enjoyable to be around.
Job Seeking can be one of the most stressful tasks a person must face in life, but once I expanded my network, job seeking became EASY. The last time I was in the job market, a couple of strategic posts to my network brought news of dozens of potential new positions. One which was already “filled” but with a call to someone in my network who knew someone at the company, I was able to secure a last minute interview … and then a job.
New Opportunities started appearing. Once you put yourself out there, opportunities increase. But remember, if opportunity knocks, you can’t sit back and hope it walks in. You need to OPEN THE DOOR. In other words, you need to WORK at securing the opportunity for yourself.
I improved my self-perception. Growing up I had low self-esteem and non-existent self-confidence, but there came a time when I had to sit down and take a long hard look at my opinion vs. reality. Too many people were telling me a different (and BETTER) story than I was telling myself. It was not an easy transition, but networking greatly improved my perception of myself.
One of the greatest benefits of networking is that being “stuck” isn’t nearly as bad as it once was. If my boss gives assigns me a new task, I always say that if I can’t figure it out myself, there is someone in my network who can help me. Knowledge sharing is one of the greatest reasons to overcome your fear of networking.
I love to help people. I’ve been trying to solve all of the world’s problems since I was old enough to walk. Expanding my network provides me more opportunities to experience the personal satisfaction I get when I’m able to help others.
There are numerous resources on how to improve networking skills. Some of my favorites are:
- The Fine Art of Small Talk by Debra Fine
- How to Win Friends and Influence People by Dale Carnegie
- Never Eat Alone by Keith Ferrazzi
- How to Work a Room by Susan Roane
- Your Network is Your Net Worth by Porter Gale
The three pieces of advice which helped me most were:
Have interesting facts prepared and rehearsed (see my blog on One Interesting Fact).
If you are able to secure a list of attendees, do a little online research first to find common areas of interest. This makes it infinitely easier to strike up a conversation. If you don’t know who the attendees will be, read up on current events.
Practice confident body language. Even if you don’t FEEL confident, you can LOOK confident. Be conscious of your posture, where you stand in the room and fidgeting.
If I can network, anyone can do it. I encourage my fellow introverts to take a few giant steps outside your comfort zone and see what great things might start happening for you.
I expanded my inner circle of friends to include people so amazing I often have to pinch myself to make sure I’m not dreaming. Seriously, I know some of the coolest people on the planet.
You have heard the saying, “It’s not WHAT you know, but WHO you know.” Expanding my inner circle increased my circle of influence. Your circle of influence encompasses those concerns you can do something about, or concerns you have some control over. I now have greater control over a wider variety of things.
I became brave enough to cut out the negative influences in my life and made room for people who have positive influence and positive energy. Energy is contagious, so surrounding myself with these people has made me a more positive person and, hopefully, more enjoyable to be around.
Job Seeking can be one of the most stressful tasks a person must face in life, but once I expanded my network, job seeking became EASY. The last time I was in the job market, a couple of strategic posts to my network brought news of dozens of potential new positions. One which was already “filled” but with a call to someone in my network who knew someone at the company, I was able to secure a last minute interview … and then a job.
New Opportunities started appearing. Once you put yourself out there, opportunities increase. But remember, if opportunity knocks, you can’t sit back and hope it walks in. You need to OPEN THE DOOR. In other words, you need to WORK at securing the opportunity for yourself.
I improved my self-perception. Growing up I had low self-esteem and non-existent self-confidence, but there came a time when I had to sit down and take a long hard look at my opinion vs. reality. Too many people were telling me a different (and BETTER) story than I was telling myself. It was not an easy transition, but networking greatly improved my perception of myself.
One of the greatest benefits of networking is that being “stuck” isn’t nearly as bad as it once was. If my boss gives assigns me a new task, I always say that if I can’t figure it out myself, there is someone in my network who can help me. Knowledge sharing is one of the greatest reasons to overcome your fear of networking.
I love to help people. I’ve been trying to solve all of the world’s problems since I was old enough to walk. Expanding my network provides me more opportunities to experience the personal satisfaction I get when I’m able to help others.
There are numerous resources on how to improve networking skills. Some of my favorites are:
- The Fine Art of Small Talk by Debra Fine
- How to Win Friends and Influence People by Dale Carnegie
- Never Eat Alone by Keith Ferrazzi
- How to Work a Room by Susan Roane
- Your Network is Your Net Worth by Porter Gale
The three pieces of advice which helped me most were:
Have interesting facts prepared and rehearsed (see my blog on One Interesting Fact).
If you are able to secure a list of attendees, do a little online research first to find common areas of interest. This makes it infinitely easier to strike up a conversation. If you don’t know who the attendees will be, read up on current events.
Practice confident body language. Even if you don’t FEEL confident, you can LOOK confident. Be conscious of your posture, where you stand in the room and fidgeting.
If I can network, anyone can do it. I encourage my fellow introverts to take a few giant steps outside your comfort zone and see what great things might start happening for you.
Recently, I posted a blog without following my normal procedure of sitting on it for 24 hours and re-reading what I’ve wrote, or sending it to one of my friends to proofread. Because I skipped these steps, I made a faux pas which made it seem as if I don’t value the role of receptionist, or don’t view receptionists as valued members of the admin profession. Nothing could be further from the truth. This got me thinking about one of the best receptionists I’ve ever had the honor of working alongside. Thoughts beget thoughts, which led me to today’s blog topic on the difference between having a Rolodex and having a network.
When I worked for Former Secretary of Defense, William Cohen at his consulting firm, Carol was the receptionist. I was in awe of Carol. She seemed to be a magician who could make pretty much anything happen. When push came to shove and Secretary Cohen really needed a miracle, it was often Carol, not one of the EAs, he called upon. I used to joke with Carol that I would give anything to have her Rolodex. What I didn’t realize at the time is that her Rolodex wouldn’t have been much use to me. Why? Because Carol had spent years cultivating relationships with the individuals in that Rolodex, not just a name, email address and phone number. She nurtured and grew a network that would bend over backward to help her make miracles happen. She sent birthday cards, flowers for anniversaries, emails acknowledging milestones, and hundreds of other small touches to develop relationships instead of acquaintances.
I have a plaque on my wall at home that reads, “I’m only as strong as the cocktails I drink, the hairspray I use, and the girlfriends I have.” I think the sentiment applies to my work life as well … that I’m only as good as my network. So I took a page out of Carol’s book and consciously work on building relationships.
One of my tools to cultivate relationships is making notes while they are fresh in my memory. A couple of small examples are:
Don’t have one-sided relationships. If someone has done something for you, when the opportunity to do something for them arises, don’t pass it up. On the flip side of that, if you have helped someone out multiple times, but they have neglected to help you when they could easily have done so, you may want to say no, if assisting them will create a burden on you. While we should not do favors to get favors, we should also understand the power of “not right now”.
Make your network a priority by touching base with your contacts before you need something. If you only reach out when you need help, your connection will feel the one-sidedness of the relationship and might not be there for your one day. Maintaining a beneficial and active network takes thought, time, and creativity. But if you put in the work, it will pay off.
I’ve corrected the errant blog statement, but if any receptionists read it before I fixed the error, I apologize. Receptionists, like Carol, are extremely valuable members of the team. She was a master, and I’m grateful I had the opportunity to learn from her the value of creating a network, not just a Rolodex.
When I worked for Former Secretary of Defense, William Cohen at his consulting firm, Carol was the receptionist. I was in awe of Carol. She seemed to be a magician who could make pretty much anything happen. When push came to shove and Secretary Cohen really needed a miracle, it was often Carol, not one of the EAs, he called upon. I used to joke with Carol that I would give anything to have her Rolodex. What I didn’t realize at the time is that her Rolodex wouldn’t have been much use to me. Why? Because Carol had spent years cultivating relationships with the individuals in that Rolodex, not just a name, email address and phone number. She nurtured and grew a network that would bend over backward to help her make miracles happen. She sent birthday cards, flowers for anniversaries, emails acknowledging milestones, and hundreds of other small touches to develop relationships instead of acquaintances.
I have a plaque on my wall at home that reads, “I’m only as strong as the cocktails I drink, the hairspray I use, and the girlfriends I have.” I think the sentiment applies to my work life as well … that I’m only as good as my network. So I took a page out of Carol’s book and consciously work on building relationships.
One of my tools to cultivate relationships is making notes while they are fresh in my memory. A couple of small examples are:
- I’m having lunch with a co-worker. A dessert is being delivered to the next table and they mention that is their all-time favorite dessert. I make a note in their contact file when I get back to the office. Six months later, for their birthday, I send the same dessert. They don’t recall mentioning it at lunch and are blown away I knew that dish was their favorite.
- While chatting with a client as they waited to meet with my boss I learn they are attending night school to obtain their degree and will finish up the following spring. Once they go into the meeting, I put a tickler on my calendar to send them an email to congratulate them on the accomplishment.
Don’t have one-sided relationships. If someone has done something for you, when the opportunity to do something for them arises, don’t pass it up. On the flip side of that, if you have helped someone out multiple times, but they have neglected to help you when they could easily have done so, you may want to say no, if assisting them will create a burden on you. While we should not do favors to get favors, we should also understand the power of “not right now”.
Make your network a priority by touching base with your contacts before you need something. If you only reach out when you need help, your connection will feel the one-sidedness of the relationship and might not be there for your one day. Maintaining a beneficial and active network takes thought, time, and creativity. But if you put in the work, it will pay off.
I’ve corrected the errant blog statement, but if any receptionists read it before I fixed the error, I apologize. Receptionists, like Carol, are extremely valuable members of the team. She was a master, and I’m grateful I had the opportunity to learn from her the value of creating a network, not just a Rolodex.
Embrace the Importance of the Admin Role
Published on May 18, 2016
I believe the way people view us is often a reflection of how we view ourselves. Talking to my peers I'm frequently shocked and saddened by how many feel their role has little or no value, or that they are not respected. Under the category of things I know for sure, I know the role of the assistant IS a valuable one. But how can we get others to see that if we don't believe it ourselves? How do we get our bosses to believe in us if we don't believe in ourselves?
I’ve been in administrative support roles for just shy of twenty years now. I’ve had roles ranging from entry level administrative support to executive assistant to the CEO and have always been a valuable member of the team. I’ve been extremely fortunate to have worked with executives who understood the value I brought to the equation and utilized me to the point their trust intimidated me. I’ve also had the misfortune to work with two executives who refused to provide me with the information and tools to be successful. Those executives viewed my role as insignificant and thought executive assistants were a dime a dozen. Worse, they saw the role as a place to lay blame when they messed up. I didn’t last long with one of those executives. The other I managed to change their mindset and partner with them as a strategic business partner.
My goal, my passion, and my dream is for all assistants to understand the value they bring and the importance of their role. If you believe you are “just an admin” that is how you will be viewed. When you embrace the significance of your position and others will as well.
I believe the way people view us is often a reflection of how we view ourselves. Talking to my peers I'm frequently shocked and saddened by how many feel their role has little or no value, or that they are not respected. Under the category of things I know for sure, I know the role of the assistant IS a valuable one. But how can we get others to see that if we don't believe it ourselves? How do we get our bosses to believe in us if we don't believe in ourselves?
I’ve been in administrative support roles for just shy of twenty years now. I’ve had roles ranging from entry level administrative support to executive assistant to the CEO and have always been a valuable member of the team. I’ve been extremely fortunate to have worked with executives who understood the value I brought to the equation and utilized me to the point their trust intimidated me. I’ve also had the misfortune to work with two executives who refused to provide me with the information and tools to be successful. Those executives viewed my role as insignificant and thought executive assistants were a dime a dozen. Worse, they saw the role as a place to lay blame when they messed up. I didn’t last long with one of those executives. The other I managed to change their mindset and partner with them as a strategic business partner.
My goal, my passion, and my dream is for all assistants to understand the value they bring and the importance of their role. If you believe you are “just an admin” that is how you will be viewed. When you embrace the significance of your position and others will as well.
Dos-si-er (noun) a collection of documents about a particular person, event, or subject.
Do you maintain a dossier on your executives? This is something I started in my first position as an Executive Assistant, but I don’t find it widely practiced among admins. I've come to refer to mine as my bible. It has all the pertinent information on my executives; credit cards, travel documents, passwords, travel reward programs, professional associations, and other miscellaneous information. I keep mine in a 3-ring binder and it is always close at hand, but definitely UNDER LOCK AND KEY. Obviously the executive dossier contains sensitive information, so it should never be left unsecured.
I have never entered a new position to find an executive dossier already established, but I have received notes of gratitude from almost every admin who has filled a position I've left for creating the dossier on the executives they now support. It makes life so much easier to have all that information within arm’s reach.
When I begin supporting an executive I like to schedule time for an “interview” with them. This interview is the first step in creating the dossier and includes questions about their immediate family, preferred communication style, travel preferences, food allergies, professional licenses, boards, and more. Depending on the comfort level between you and your executive, the next step is to photocopy credit cards, rewards programs cards, any licenses, travel documents, and any other info you may need to access. If your executive is hesitant to provide this information, please don’t fret. Some are comfortable turning over everything immediately, while others need time to build trust with a new admin before they are willing to share these details.
My executive dossier includes:
o Organizational charts
o Professional bio
o Personal data sheet including:
- Home address
- Date of birth
- Social security number
- Spouse’s info
- Wedding anniversary
- Children’s names and birth dates
- Travel preferences
- Food allergies / Medical info
o Spreadsheets of reward program information
o Spreadsheet of professional license and membership information
o Spreadsheet of passwords
o Copies of
- Driver’s license
- Passport
- Any VISAs
- Passport photos
- Credit cards
- Insurance cards
- Professional membership cards
- Travel rewards program cards
Do you maintain a dossier? If so, what else do you include?
Do you maintain a dossier on your executives? This is something I started in my first position as an Executive Assistant, but I don’t find it widely practiced among admins. I've come to refer to mine as my bible. It has all the pertinent information on my executives; credit cards, travel documents, passwords, travel reward programs, professional associations, and other miscellaneous information. I keep mine in a 3-ring binder and it is always close at hand, but definitely UNDER LOCK AND KEY. Obviously the executive dossier contains sensitive information, so it should never be left unsecured.
I have never entered a new position to find an executive dossier already established, but I have received notes of gratitude from almost every admin who has filled a position I've left for creating the dossier on the executives they now support. It makes life so much easier to have all that information within arm’s reach.
When I begin supporting an executive I like to schedule time for an “interview” with them. This interview is the first step in creating the dossier and includes questions about their immediate family, preferred communication style, travel preferences, food allergies, professional licenses, boards, and more. Depending on the comfort level between you and your executive, the next step is to photocopy credit cards, rewards programs cards, any licenses, travel documents, and any other info you may need to access. If your executive is hesitant to provide this information, please don’t fret. Some are comfortable turning over everything immediately, while others need time to build trust with a new admin before they are willing to share these details.
My executive dossier includes:
o Organizational charts
o Professional bio
o Personal data sheet including:
- Home address
- Date of birth
- Social security number
- Spouse’s info
- Wedding anniversary
- Children’s names and birth dates
- Travel preferences
- Food allergies / Medical info
o Spreadsheets of reward program information
o Spreadsheet of professional license and membership information
o Spreadsheet of passwords
o Copies of
- Driver’s license
- Passport
- Any VISAs
- Passport photos
- Credit cards
- Insurance cards
- Professional membership cards
- Travel rewards program cards
Do you maintain a dossier? If so, what else do you include?