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12 Challenges Administrative Assistants Face

12 Challenges Administrative Assistants Face

Administrative assistant positions are found in almost every industry. Whether it’s finance, mining, legal, film, and/or retail, this position can be extremely demanding, and definitely deserves some recognition. Some might believe that being an administrative assistant is easy. That’s not the case, administrative assistants work extremely hard. They are educated individuals, who have charming personalities, and can pretty much do anything.

1. They Can Be Forced To Deal With Difficult Personalities

Most administrative assistants have had to deal with a lot of personalities coming in and out of the office space. Generally, these people will be pleasant, while others will be ticking time-bombs throbbing with compressed anger, ready to unleash on the polite administrative assistant.

When dealing with a difficult personality, admin staff usually have a witty charm about them. They can help the heated individual calm down and gain confidence in the company once again, by providing trust and reassuring the angry individual that all will be resolved as soon as possible.

2. They Can Be Seen As Someone Of Lesser Importance

Somehow, the administrative assistant position has been classified as a starting position for most companies. What most people don’t understand is that being an administrative assistant is a professional career in which people can excel.

Administrative assistants are so proud of their careers, their knowledge, and their humbleness, that it’s easy for them to simply brush off anyone who questions their plan for career advancement. They know how important their role is, and how they bring growth to the company they work for.

3. They Can Be Expected To Clean Up After Everyone

You would think with an office full of grown adults, that people would know how to clean up after themselves. Admin staff know that their job requires many nurturing duties, but they also know that they have a problem, when they start finding banana peels left to decay on the boardroom floor.

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Administrative assistants deal with messy co-workers by simply placing posters and signs reflecting their co-worker`s unethical workplace hygiene. They may not always call out an individual directly, but the message is clear, dirty dishes left on the kitchen counter and candy wrappers on the floor will not be tolerated.

4. They Can Be Expected To Fix Anything And Everything

Did you know that administrative assistants are IT technicians as well? They are expected to fix internet problems, connect employees to network printers, help with software, and then go back to filing paperwork and answering multiple phone lines. Not to mention the amount of times they’ve had to lug leaky garbage bags to the dumpster, change exploding toner bottles in the photo copier, refill empty ink pads and pens, pull old banker boxes from the dusty storage, and more.

Administrative assistants are not certified plumbers, electricians, or technicians of any kind. Yet, they find a way to solve the problem at hand with their amazing problem-solving skills and physical abilities.

5. They Can Be Expected To Know Everything, Even When Not Included In Meetings And Private Conversations

There are meetings and conference calls all day, in which they are not included in. Yet, they are expected to know what’s going on at all times.

Despite their inabilities to make executive decisions, they know more information than the typical employee. They are an information hub. This is because they have mastered the act of ease dropping, asking the right questions, and piecing bits of information together to obtain the right answers. Basically, they are all detectives.

6. They Can Be Blamed For Anything That Goes Wrong

They may not be the decision maker, but when everything goes awry, all fingers point to them as the culprit, or at least it’s their responsibility to solve the issue.

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To avoid being accused or blamed for anything, administrative assistants log their work day. They write everything down and create a systematic paper trail for themselves to cover their schedule from start to end, just in case of an unexpected hiccup.

7. They Can Be Expected To Always Be Available

Sometimes, administrative assistants eat as they work. They can be mid-bite into their lunch when they are approached by a co-worker about an upcoming meeting, broken internet connection, or even a flooded toilet.

Knowing when to draw the line is half the battle, because some co-workers can make a situation sound so much more urgent than it really is. For their own benefit, administrative assistants learn to make judgement calls based on the situation at hand. They will always agree to address the problem, but sometimes they decide that after lunch works best for them.

8. They Can Have Their Desk Used As A Dumping Station

They love the feeling of making a huge dent in their work pile, but if they walk away for just a moment, they are sure to be welcomed back by additional paperwork sitting in their inbox.

To keep up with steady incoming work, they sort and manage everything in categories and then prioritize them. Administrative assistants are extremely organized and know how to keep a productive workflow to handle large loads of labor.

9. They Can Have No Privacy

Being the assistant to pretty much everyone means that their desk is a free for all for those they work with. They are the keeper of keys, passwords, stationary, supplies and the great all might candy drawer.

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To keep their space to themselves, they develop homes for all company property outside of their personal bubble. Anything that is personal is kept far away in an opposing corner such as car keys, wallet, and cell phone.

10. They Can Lack Physical Activity

Someday, there’s too many emails, and too much paperwork piling into their inbox to even walk away. Sometimes, they may even sacrifice taking a break or lunch to complete a job.

Administrative assistants have such a great work ethic: they can easily multitask and work harder to find extra time during their day for a refreshing walk outside.

11. They Can Sometimes Be The Butt Of The Office Jokes

When administrative assistants make a mistake, which can happen, they are sometimes the butt of all jokes for the rest of the day.

To deal with mockery, they just chime in with everyone else and laugh at their own mistakes. They know that being able to admit their flaws and to learn from them is a sign of great leadership.

12. They Can Be Under Paid And Feel Unappreciated

The status of an administrative assistant position is debatable depending on the point of view it’s looked at. With the work-load of a hundred people, they are sometimes paid as if they are at the bottom of the totem pole.

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Sometimes their employers are so busy themselves, that the admin staff need to bring up the fact that a raise should be addressed. Sometimes employers forget how much their administrative assistants have done for the company, and they should be appreciated regularly.

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Last Updated on November 5, 2019

How to Use Visual Learning to Work More Effectively

How to Use Visual Learning to Work More Effectively

Knowledge is essential to become successful in life, your career and your business. Without learning new concepts and becoming proficient in our craft, we cannot excel in our chosen careers or archive knowledge to pass down to the next generation.

But content comes in various forms, and because how we learn influences how much we know, we need to talk about learning styles. This article will focus on how to utilize visual learning to boost your career or business.

The Importance of Knowing Your Learning Style

Knowing your learning style enables you to process new information to the best of your ability. Not only does it reduce your learning curve, you’re able to communicate these same concepts to others effectively.

But it all starts when you’re able to first identify the best way you learn.

As a college student, I soon figured out that taking online courses without visual aids or having an instructor in front of me led to poor retention of concepts.

Sure, I got good grades and performed excellently in my online exams. However. I discovered that I couldn’t maintain this performance level because I forgot 80 percent of the course content by the end of the semester.

There are several types of learning styles known to mankind. To give an idea of how visual learning stacks up against other learning styles, here’s a brief mention of some of the different types of learning styles we have.

The four most popular types of learning styles are:

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  • Visual learning style (what this article talks about).
  • Aural or auditory learning style (learning by listening to information presented).
  • Verbal or linguistic learning style (learning that involves speech and writing).
  • Tactile learning style (learning by touching and doing)

But for the purposes of this article, we will be focusing on using visual learning to boost your career or business.

How to Know If You’re a Visual Learner?

When it comes to boosting your career, business (or education), a visual learner is one who would most definitely choose shapes, images, symbols, or reading over auditory messages.

I’m talking about preferring to read an actual map when navigating to a new place over listening to verbal directions. I’m talking about discovering that you actually have trouble remembering what your manager said at the meeting because there were no graphs or illustrations to support the points raised.

Most people who struggle with learning probably aren’t leveraging their best learning styles. The earlier you identify how your learning style can boost your success, the less struggle you will encounter with processing new information throughout your career.

However, visual learning in particular CAN 10x your career or business whether it is your preferred learning style or not. And here’s why:

Several studies have arrived at the conclusion that the brain retains more information with the help of visual aids. In other words, images are directly processed by our long-term memory which helps us store information for longer periods of time.[1]

While some lessons can be performed orally, several concepts can only make sense if you have an image with an explanation of sequences (i.e learning about the human DNA).

Visual learning does use a different part of the brain and visual cues are processed by the part of the brain known as the occipital lobe.

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By engaging more parts of the brain during learning, you’re able to have a fuller understanding of concepts and facilitate better interaction with your immediate environment.

How to Use Visual Learning for Success

Here’re 4 ways to use visual learning to boost your career or business:

1. Bring back the to-do list. Then add shapes and colors to boost productivity.

We live in an age where computers have taken over virtually every aspect of productivity and most human functions. But written lists are making a comeback, and with an endless number of important tasks to complete, having a to-do list of tasks in order of importance can improve your productivity.

While coming up with a list is initially challenging, adding colors and shapes to written lists that you personally write and manage gives you an extra layer of assurance and boosts aids recall so that you actually get stuff done.

I have tried this technique in my work as a registered nurse and discovered that adding shapes and colors to to-do lists helps me delegate tasks, recognize where more work is needed, and makes it easy to cross off completed tasks at the end of the day.

2. Add graphs, charts and symbols to your reports.

Yes, it seems like more work cut out for you. However, graphs enable you monitor the heartbeat of your business.

Graphs and charts help you trend your finances, budget, and pretty much any data overtime. With the help of free and premium software available on the market, it has become easier to take plain data and in a matter of seconds, have relevant information displayed in different shapes and images.

As an entrepreneur, you can make predictions and allocate funds wisely when you’re able to see whether your efforts are rewarded. You can use colors and charts to delegate actions to members of your team and track performance at the same time.

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And when broken down into monthly, quarterly, bi-annual or annual goals, graphs and charts communicate what ordinary text cannot.

3. Effectively brainstorm with mind-mapping.

Mind-mapping is not new but I don’t think it’s been talked about as often as we do to-do lists.

With mind mapping, you’re organizing information accurately and drawing relationships between concepts and pieces from a whole.

Think of a mind map as a tree with several branches. For example, the tree can symbolize healthcare while each branch stands for nursing, medicine, laboratory science, and so on. When you look at nursing, you can further branch out into types of nursing; pediatric, women’s health, critical care, and so on.

It’s an interesting relationship; the more ideas you’re able to come up with for your chosen subject, the deeper you get and the stronger the association.

Mind maps really show you relationships between subjects and topics, and simplifies processes that might seem complicated at first glance. In a way, it is like a graphical representation of facts presented in a simple, visual format.

Mind mapping isn’t only limited to career professionals; business owners can benefit from mind mapping by organizing their online learning activities and breaking down complex tasks into simple actions so that you can accurately measure productivity.

4. Add video streaming to meetings.

What if you could double the productivity of your team members by video streaming your meetings or adding flash animation to your presentation at the same time?

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When you offer video as an alternative method of processing information to colleagues, there is a greater chance of retaining information because we recreate these stories into images in our minds.

For organizations that hold virtual meetings, it can also be an effective way to enhance performance during if people can see their colleagues in addition to flash animation or whatever form of video is provided during the meeting.

Is Visual Learning Better Than Other Learning Styles?

No, that is not the point. The goal here is to supplement your existing dominant learning style with visual learning so that you can experience a significant boost in how you process and use everyday information.

You might discover that understanding scientific concepts are much easier after incorporating visual learning or that you’re able to understand your organization’s value when projected on a visual screen with charts and graphs.

The overall goal is to always be learning and to continue to leverage visual learning style in your career and business.

More About Learning Styles

Featured photo credit: Unsplash via unsplash.com

Reference

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