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15 Challenges Only Secretaries Can Handle

15 Challenges Only Secretaries Can Handle

You’d be surprised to know that the most popular profession for women in 1950s and today is the same—secretary. About 4 million girls employed in the US fell into the category of “secretaries and administrative assistants” and I believe it is a job you can be proud of.

Being an executive secretary, personal assistant, legal, medical or a school secretary means dealing with a lot of ongoing tasks at once, mastering time-management and keeping razor sharp attention to details. No matter what they may say, it’s an important and rewarding job to take. Just think of the next 15 challenges we can handle with ease and grace as part of our profession!

1. You can smile and stay friendly even if you are not in the mood.

No matter what’s boggling your mind right now or tears your heart apart, you are a true professional and will always greet your boss’s clients with a bright smile and warm notes in your voice. You are particularly good at separating you work and emotions as you are the person who makes the first impression for the company you work for.

2. You can keep any secrets.

As a secretary you often deal with a lot of sensitive data and private information. The saying “curiosity killed the cat” has a sacred meaning for you. Yes being curios is part of the human nature; however, there’s a fine line between wanting to know more and and being so exuberant that you want to tell everybody what you have just learned.

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You are proud to say that you are someone your employer can wholeheartedly trust and stay sure nothing will ever leak, even the most hilarious or obscure things your boss does. Besides, you are perfectly aware of the difference between being helpful and being too bubbly. The latter includes spilling out information from a client’s file to a caller who barely introduced himself or going into too much details of what exactly your boss is now up to.

3. You can DIY basically anything.

All sort of emergencies happen in the office. Most probably you are the person to deal with them. So now you happen to know a lot of handy hacks from how to DIY last minute business invitation and business cards to creative ways to clean up wine spills fast and even making a lip scrub  (true story). Everyone in the office know you can figure things out and propose an unconventional solution to any problem out there. Surely, you feel really proud of that, but sometimes constantly feeling challenged is a bit overwhelming as well.

4. You can taking notes really fast.

Your typing speed is somewhere close to the speed of light, but you also know that taking longhand notes can be even more effective when there’s a lot of information to digest.  During the past few years you’ve mastered shorthand, developed your own writing system and bought at least 4 new notebooks. Also, you had to master calligraphy as you are the person asked to write some beautiful text on those last minute invitations.

5. You can always stay organized.

You just cannot let yourself zone out, daydream or be a tiny bit absent-minded. Even if you are woken up at 3 a.m. in the morning, you can fire out your boss’s daily schedule for the next month. You have a few to-do list apps in your phone, a corporate Google calendar sync with all your devices, numerous reminders on your desktop and colorful stickers everywhere with the most important tasks to handle.

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6. You are a planner.

As you spend most of your days coordinating events, scheduling company meetings and making all sort of other arrangements from travel to catering, in your daily life, you have become an absolute planner as well. The world “spontaneous” makes you cringe and think of how bad will those unplanned things turn out, even if it’s just a weekend getaway to the countryside with your SO. Your have a strict daily routine and you start slightly panicking when something intervenes and you need to make changes. Some of your friends say you are a bit boring, but you just love to keep everything well-planned and organized.

7. You need to care a lot about your appearance.

Part of your profession is to look and dress well and appropriate. You carefully plan your outfit, accessories and shoes in the morning, watch for new business fashion trends and even secretly flip those “dress for success books.” You frequently visit your hairstylist (sometimes more frequent that your wallet would want to), nail salon and other beauty parlors to look groomed. You wish you could wear anything to work and stop applying makeup in the morning, but sadly there is no way around the fact that people judge you and the company you work for by your personal appearance.

8. You are in constant search of new ways to become even more productive.

Typically, you have a lot of work at hand and loads of tasks to juggle at once. So you spend most of your evenings testing yet another time-management app, reading all about the new productivity trends and hacks out there. The truth is, sometimes you get so engaged that you actually procrastinate by trying to become even more productive instead of getting things done.

9. You can be very flexible.

That means you come early in the morning and stay out til late if that’s absolutely needed. You are okay with flexible working hours that often get sporadic and can easily adjust to nearly any schedule or working environment. However, that means you can’t maintain proper work-life balance and oftentimes sacrifice your personal time for the sake of work.

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10. You can deal with any type of person.

Obviously, you don’t work in a vacuum and apart from dealing with your boss, you also happen have a sort of interactions with vendors, clients, board members, other employees and all sort of other folks out there. Yes, most of people you interact with are genuinely pleasant, but you often get face to face with “difficult people” as well.  You are forced to exercises all your patients and professionals to keep the communication smooth and polite. In real life you’ve probably said the f-word already at least twice, but at work you can’t let your emotions dominate.

Apart from that you are sometimes bullied by those who see you as a subordinate. It’s another unpleasant situation you have to tactfully deal with and communicate assertively while keeping good work relationships.

11. You can always learn something.

Now you can master any new accounting software in about 15 min, set up any email client, deal with different models of printers, scanner and VoIP phones without calling the IT guys. You learn new things every day and master new skills depending on the task you are supposed to handle. However, being a Renaissance man sometimes gets tiring.

12. You can never be late.

Actually, being late is your worst nightmare. So you always set two alarm clocks in the morning, especially if you have an important meeting. You leave home well in advance to have some extra time in case you get stuck in a traffic jam or something else turns out.

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13. You can never throw papers away.

During your first month you were kind of afraid to throw any paper away as it might later turn out as important. Now, you need one quick glance to identify which pile the paper should go to trash; to add to the folder as it might be needed some day; important and “never through that away under any circumstances.”  The problem is: you’ve stopped throwing away papers at home to and keep them neatly organized in folders just in case it’s ever needed.

14. You are very attentive to details

As you deal with a lot of paper work and important data, one small typo can not only cost you a job, but get your whole company in serious trouble. Say, typing $600.000 instead of $60.000 in a vendor contract. Your job made you manically attentive to all the details, you triple check everything you send to other people. Also, you are probably a grammar nazi and can help telling your friend that he misspelled something on Facebook or didn’t use the correct tense.

15. You can always crack a good joke.

As a recent survey found, 98% of CEOs prefer candidates with good sense of humor. Yes, you are a true professional, but that doesn’t mean you can’t have fun at the same time. People like you because you can give a witty remark or make a good joke even when things get really intense. Your sense of humor is among the things that help you handle even the most daunting challenges with ease!

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Elena Prokopets

Elena is a passionate blogger who shares about lifestyle tips on Lifehack.

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Last Updated on July 2, 2020

13 Common Life Problems And How To Fix Them

13 Common Life Problems And How To Fix Them

In life, we encounter problems as we breathe. But it doesn’t get to us until we feel a major impact, and that’s when it becomes a source of concern, hurt, or sorrow.

Life problems, depending on their magnitude, can be clogs in the wheel of progress, and we may not be able to attain our full potential if we don’t learn to place our problems in the proper perspectives as suggested in Robert Schuller’s Tough Times Never Last.

In this article, I have identified some common areas where you will most likely face problems as you make progress towards reaching your full life potential. I have also suggested practical approaches in handling, managing, and solving such problems.

1. Financial Crisis

We live in an uncertain world and a financial crisis may come at different stages of life. While you should always anticipate and prepare for a financial crisis, it may still catch you off guard or the magnitude may be far more than any preparation you have made over the years.

It could be that you lost your job or a major investment, got slammed with a lawsuit that threatens your savings, or have your livelihood be affected by a major disaster. So what do you do when you are in a financial mess?

Solution

To overcome a financial crisis, you will have to come to terms with the crisis. Acknowledge and accept the situation and begin recovery by setting your financial priorities right.

The next thing to do is to identify the cause of the crisis. If it’s due to a job loss, then your effort should be directed at getting a new job. If it is having multiple debts, look for ways to consolidate your debt so that your monthly debt repayment can be consolidated into one instead of being burdened with multiple payments.

You can also sell some of your assets to raise money to save the situation, or look for a better job if you are earning less at your current job. Don’t hesitate to ask for help from family and friends if you need to.

2. Health Crisis

Another major problem that might come up in your life is a health crisis. This is not far-fetched because our body systems work round-the-clock, even when we are sleeping. As a result of this, and if you don’t maintain routine health habits, health deterioration might begin to set in. Things might even get serious if you don’t attend to it early.

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Solution

When you are facing a major health crisis, the first thing to do is to consider lifestyle changes. This includes cutting down on junks, eating healthy diets, exercising, breathing fresh air, taking some sun, etc.

Apart from the lifestyle changes, you have to seek quality medical help and make sure you get different opinions about the state of your health so you can get the best affordable care.

3. Relationship, Marriage, and Family

There may not be anything as sweet as love and family life, but it can also be the source of pain for some. Human imperfections in a relationship can cause a major crisis in life. This has been a stumbling block to many on their path to fulfillment.

Solution

The best thing to do is to prevent relationship problems from happening, but if they do happen, you need to face reality and begin to take steps towards addressing them. Do your best to keep the lines of communication open as this can help in strengthening your struggling relationship. Talk about the challenges with your partner and look for common grounds.

You can also arrange to see a counselor together or read books that address the specific challenges you are facing. The worst thing you can do is to end a relationship and that’s only when you have exhausted all other options.

4. Workplace

The workplace is supposed to be a place where we dutifully render the services for which we’ve been hired.

However, it is not impossible to face animosity at work—dealing with toxic people who would rather not see any good in what you do. It might be caused by differences in background, attitudes, and unhealthy competition that can result in personal conflicts. This can create undue stress and reduce productivity.

Solution

Be as professional as possible when dealing with toxic people. Be kind and show understanding, and try to avoid personal confrontation.

You can even try to reach out to the persons and invite them over for a coffee and get to understand their worldview. This can help you to connect with them at their level so that you can avoid unnecessary stress for yourself.

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5. Career Pressure

In your quest to become more successful, you will likely encounter work-related pressure. Such can come when trying to stabilize your career or climb the career ladder. It can also come as a result of overworking and having no life. Career pressure is one of the most common life problems.

Sometimes, it may be that the promotion you are working hard to get is not coming or positions you are qualified for are being offered to others. The pressure can get more intense when you find that most of your colleagues are moving ahead of you.

Solution

Check to find if you have personal or attitudinal problems. Some attitudinal problems can put you at a disadvantaged end. It may be poor communication, poor personal grooming, or poor relationship and networking skills. If it is any of these problems, then work on improving yourself in those areas.

You can also observe your colleagues who are succeeding and take note of what they are doing differently.

6. Unfair Treatment

We are in a world where some people often think they have some privileges over others and may want to exercise this thinking and treat others unfairly. If you find yourself in an environment where you are being oppressed or treated badly because of your race, gender, or current status, this can make you feel really bad and can also affect your psyche and productivity.

Solution

There is the temptation to decry your treatment, defend yourself, and demand a change immediately, but you should really wait for the right opportunity to do that.

When the time is right, reach out directly to the person or authority involved, and make it private. Meanwhile, you should be factual about the instances of your unfair treatments. Don’t just say it that you are being treated badly; give several undeniable instances.

Once you’ve made your grievances known politely, keep being you. If things don’t change, you can cocoon yourself in that environment. If you have an option to leave, you can do so as well.

7. Emptiness and Boredom

When you are in a rut, everything becomes normal, dull, unproductive, and yet difficult to change. This can lead to feelings of emptiness and boredom. This may not seem like a serious life problem, but it can have a great impact on your life.

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Solution

To overcome boredom and emptiness, break out of your routines, and deliberately create a new experience for yourself. If you can’t leave your job to find a new one, start doing other things that reflect your true passion. Sometimes, the things that give us the needed drive in life are not our day jobs.

8. Confusion

Confusion is described as a change in mental status in which a person is not able to think with their usual level of clarity.[1]. It is inherent in forgetfulness and lack of concentration.

It can be caused by different things including medical and environmental factors. It can also be due to the experience of a loss, a heartbreak, or abuse.

Solution

Don’t allow the situation to deteriorate into something more serious. Try to snap out of whatever experiences you have had that is causing confusion. Seek medical help if necessary or talk to a psychologist.

9. Friendship Problems

We need friends in our lives to rob minds and hang out together and even help us when we run into trouble. But many people have found themselves in serious trouble as a result of the company of friends they keep. They’ve experienced jealousy, backstabbing, and betrayal of trust. Some friends have even used the information freely provided in times of friendship to betray trust.

Solution

Don’t open up on everything to friends. Keep some information only to yourself. If you notice that a friend is working against you, confront them with the truth. Limit your interaction with them or get rid of such toxic friends completely.

10. Haunting Past

We all have pasts, and we might have done some crazy stuff in the past before we begin to live a more civilized and decent life. But sometimes, the past comes back haunting. It’s even worse when life problems of the past haunt you back and become problems of the present.

It may be that what you have done is now striking your conscience, keeping you awake at night. Or someone who knows about it is trying to use it against you, and it is standing in the way of your progress.

Solution

Be true to yourself and forgive yourself. If it is an issue with another person, you can reach out to the person to settle with them. If it is a secret that is now being leaked out, own up to it, take responsibility, and move on.

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11. Safety and Security

You may find yourself in an environment where there have been unexplained murder, gun violence, police brutality, insurgencies, and other life-threatening situations. This can make you feel like you might be the next victim. What should you do in this situation?

Solution

Ensure that you watch where you go and keep your home secure. You can also get involved in a neighborhood community watch to collectively find solutions to the threat. If the situation persists, you can move to a more secure location.

12. Failure

Failure can bring disappointment and can also slow the pace of progress. But failure is also part of life, and we have to learn to deal with it. But what do you do when an experience of failure weighs you down?

Solution

You can read a book or biography to get inspired by other people’s success stories.

13. Grief

No one loves to grief but we can’t totally shield ourselves from it. The loss of a loved one is painful and, if not properly handled, can lead to an emotional breakdown.

Solution

Take your time to express emotions. You can also pen an emotional tribute to the individual. Writing can help us bring out the feelings that cannot be expressed otherwise, and it helps us breathe a sigh of relief.

You can also cope with your grief by helping them to realize some of their unfulfilled dreams or do something in their honor. Lastly, while you think about your loss, you will still have to move on, accepting the fact that life is transient.

The Bottom Line

Problems are what make life worth living. They help us adapt to become tougher as we adapt to different situations. Always remember that whatever problem you are facing has a solution or, at least, a manageable approach.

Therefore, never allow your challenges to stop you from fulfilling your true potentials in life.

More Tips to Help You Get Unstuck

Featured photo credit: Danka & Peter via unsplash.com

Reference

[1] Medicinet: Confusion: Symptoms & Signs

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