Essential Management Skills For Executive Secretaries And Personal Assistants Abf Secretaries Conference

Division Head •Business Unit Head •Division Head •Department Head Types of Roles Real Level = Type of Work + Type of Boss... Managing your Boss: Boss’ problems “You can get anything in l

ESSENTIAL MANAGEMENT SKILLS For Executive Secretaries And

Personal Assistants

Kenny Ong

CNI Holdings Berhad

4 Malaysia, Singapore, Brunei, Indonesia, India,

China, Hong Kong, Philippines, Italy, Taiwan

5 Staff force: ± 500

6 Distributors: 250,000

7 Products: Consumer Goods and Services

“Be more initiative and get

things done fast.

Understand the working style

of your superior and assist

him accordingly”

Q1: Do you want a good career?

Q2: Do you want a good career Fast or Slow?

So….do you want to be a Professional or

Amateur?

1 Managing your Job

Managing Your Job

“Know your job well, do it well, and be better than anyone else doing it.”

Managing Your Job

•Corp Division Head

•Business Unit Head

•Division Head

•Department Head Types of Roles

Real Level = Type of Work + Type of Boss

End Results

Ensure uninterrupted supply to consumers

in the district by operating the District Distribution System.

Ensure satisfaction of the major customers

in the district by managing supply and Distribution.

Ensure high performance and productivity of technical staff by adopting proper human resource management methods on selection, training, coaching, counselling and motivation.

Duties and Responsibilities

Control, operate and

maintain the District

Distribution System

Manage major supply

projects to customer in the

district.

Supervise all technical

staff in the district.

Plan and design the High

voltage system

Ensure availability of adequate supply for future needs of industries in the district by planning and designing the High voltage System

District Engineer

Managing Your Job: End

Managing your Job: Skills

F1 Information Management

F2 Communication and Influence

F3 Planning and Organising

F4 Working with others and in teams

F5 Mathematical Techniques

F6 Problem Solving and Decision Making F7 Technology

*based on research findings: “Skills essential for participation in adult life”,

Queensland Studies Authority 1994, 1998, 1999

2 Managing your Boss

Managing your Boss

1 Boss’ problems

2 My Boss, the Client

3 Boss’ Personality

4 Bad Bosses

Managing your Boss: Boss’

problems

“You can get anything in life that you want if you can help enough people

get what they want”

Managing your Boss: Boss’

problems

A Top Four Leadership Challenges

1 Getting people to work together who have different

agendas (60%)

2 Balancing competing demands and priorities (56%)

3 Motivating and inspiring employees in a world of

constant change (48%)

4 Accomplishing difficult assignments without the

necessary resources (45%)

Managing your Boss: Boss’

problems

B Top three challenges affecting Business today (if your

Boss is a CEO or Business Unit Head)

1 Recruiting, retaining and training talented employees

(49%),

2 Developing and implementing business strategies that

result in profitable returns (49%)

3 Reducing operating costs to increase efficiency (41%)

Managing your Boss: Boss’

problems

C Unspoken Problems faced by Bosses (1/2)

1 Too much communications (Email <yahoo, google,

outlook, intranet>, IM, mobile, office phone, blackberry, etc….)

2 Uncooperative Heads from other departments/business

units

3 Conflict among subordinates

4 Too many meetings to attend

5 Follow up on tasks (especially tasks delegated to

Managing your Boss: Boss’

problems

C Unspoken Problems faced by Bosses (2/2)

9 Pressurized career progression

10 Too much information to read, store and retrieve

11 Need for more influence and power

12 Multiple and conflicting accountabilities (some are not

even recognized officially)

13 Monitoring the performance of multiple

projects/committees

14 Forgetfulness

15 Stress

16 Lack of Time

Managing your Boss: My Boss, the Client

1 Do not treat your boss as a boss Treat your boss as a

Customer

2 I used to have four main clients at every client: the HR

Manager, CEO, Company, Staff

3 Now in CNI I have also four clients: Boss, Big Boss,

Company, Employee

4 What I have learned about properly managing clients

and customers**

Managing your Boss: Boss’

Perfect: Melancholy

Managing your Boss: Bad Bosses

If none of these strategies work, you have two choices:

1 Choice A - If you have good personal reasons for

staying in your job you love your work, you're

learning a lot, you like the people you're working with you can hold your nose and ignore your boss as best you can

2 Choice B - Or, you can quit: life is too short too deal

with this kind of abuse.

3 Managing your Time

Managing your Time: Time

to Know

1 Time is irreversible

2 Value = Time + Money

3 Love is spelt as T.I.M.E to your loved ones

4 Interruptions will always happen

5 Time investments compound

6 “I don't have time” = lower priority

7 Time required for something expands

according to expectations

Managing your Time: At the HEART…

Only three things really matter in Time

Management:

1 Prioritize

2 To-do List

3 Maximize

2 To-do List

Task 1 Task 2 Task 3

!

↓

Maximize: Personally speaking…

1 Small time segments

2 Do things at times that no one else is doing it:

5 Internet (search, templates, tools)

6 Forced Break Times

Maximize: Personally speaking…

7 Analyze the time wasters in your day

8 Use the on/off button on your TV

9 Allocate extra time for all task planning (this

includes traveling)

10 Judge and manage personalities

11 Control phone calls (call out, return call out)

12 In phone calls (or face-to-face) – serious first,

social second

13 Learn to say ‘No’

14 Planned Annual Leave

Maximize: Personally speaking…

15 Wednesday leave

16 Plan for 6.30 exit

17 Automobile University

18 Fat = 50% (money) + 100% (time)

19 If you need to see someone, go to their

office/room/house, you can always leave

20 If you think you will have to wait-take work with

you: e.g letters you need to write/office-work, etc

21 Don't complain Don't whine

4 Managing your Relationships

Managing your Relationships

Basics of Relationships

1 Why?

2 Good performance & skill won't get you very

far You need others to succeed

3 Five Rules for Successful Relationships:

Managing your Relationships

Basics of Relationships

4 You cannot get people to listen to you if they

don't like you

5 And if they don’t listen to you, you won’t

accomplish anything!

6 Relationships = Expectations

7 You must know the expectations and manage

those expectations

Managing your Relationships: People Skills

1 People are interested in themselves, not in you

2 What is the most interesting subject in the

world to them? THEMSELVES

3 Take four words out of your vocabulary: “I, me,

my, mine” and substitute for the most powerful word: “YOU”

4 Remember that the more important you make

people feel, the more they will respond to you

5 Avoid arguing

L isten with interest and praise make the person feel I mportant use their N ame

A sk questions

Communication SF

5 Managing your Discipline

Managing your Discipline

Discipline consists of three parts:

1 Habits

2 Self Development

3 Feelings

Managing your Discipline:

Habits

Steps to Success…

1 Your success depends on what you do.

2 What you do depends on who you are

3 Who you are depends on Habits

What we do, say and think is 90% controlled by

habits

Managing your Discipline:

Self Development

1 Self Development = Investment

2 Investment = Time + Money

3 Nobody is going to invest in you

4 Start Early

5 Small Differences compound in the long-term

“You will be same person in five years

except for the people

you read”

Charlie “Tremendous” Jones

Managing your Discipline:

Self Development

Managing your Discipline:

Feelings

“Anyone can become angry –

that is easy But to be angry with the right person, to the

right degree, at the right time, for the right purpose, and in the right way – that is not easy.”

Aristotle

6 Managing your Attitude

Managing your Attitude

1 List down Bad Attitudes – and reverse them

2 Be careful of ‘us’ vs ‘them’ thinking

3 Serve before expecting to be served

4 Have high standards for yourself

5 Never complain about how hard you work

7 Managing your Career

Managing Your Career: Intro

Congratulations.

You are going to die.

Managing Your Career

Biggest Career Mistakes

1 Keeping a career in line with your education

2 Getting career advice from your parents (or

Career Progression: Current

•Corp Division Head

•Business Unit Head

•Division Head

•Department Head

•Corp Division Head

•Business Unit Head

•Division Head

•Department Head

•Corp Division Head

•Business Unit Head

•Division Head

•Department Head

•Corp Division Head

•Business Unit Head

•Division Head

•Department Head

•Corp Division Head

•Business Unit Head

•Division Head

•Department Head

Additional Career Advice…

1 Manage Boss’ Communications

2 Manage Boss’ Schedule

3 Stand in-between interruptors

4 Attend meetings on behalf

Additional Career Advice…

5 Take over some work:

a Decisions that the boss makes frequently and repetitively and that are predictable in nature

b Assignments that will add variety to your routine work

c Functions that the boss dislikes

d Work that will provide experience for you

e Tasks that you're capable of doing

f Activities that will make you more well rounded and that will broaden your expertise

g Opportunities to use and reinforce your creative talents

h Recurring matters

i Minor decisions

j Time-consuming details

Managing Your Career:

Management Ladder

1 Pick the area of Management you want

2 Set long-term and short-term goals

3 Determine competencies needed for short-term

goals

4 Invest (Time + Money)

5 Time = Study, Work, Projects, Reports, Mentor

6 Be prepared to invest up 50% IN ADDITION to

your current work-load and current schedule

7 Time Management skill is critical

The Ultimate Career Advice

“Find something you like to

do so much that you would gladly do it for nothing

Then, learn to do it so well that people would be happy

to pay you for it.”

End Notes

1 G row up

2 U nderstand Yourself

3 I nvest in Yourself

4 E liminate “Cannot be Done”

5 “Y ou are being observed all the time”

How to reach your

maximum potential

How to reach your

maximum potential

6 “E verything depends on Relationships”

7 C hoose your close Friends

8 S erve

9 C ontrol and use your Emotions

10.D iscipline

The rest is up to you.

Thank You.

soft copy of slides:

http://totallyunrelatedrandomanddebatable.blogspo t.com/