Title: Admin Meetings
Post by: willo on November 04, 2002, 10:20:53 pm
Hi everyone,
I am putting together a proposal for organizing the admins in our offices.
The major part of this would involve weekly or biweekly meetings.
As it stands, we rarely see each other to communicate.
We would discuss office concerns, learn from each other on how to work around those things we cannot change. Create our desk manuals together, etc.
Is anyone involved with something like this already? Any info would be helpful.
Thanks so much.
I am putting together a proposal for organizing the admins in our offices.
The major part of this would involve weekly or biweekly meetings.
As it stands, we rarely see each other to communicate.
We would discuss office concerns, learn from each other on how to work around those things we cannot change. Create our desk manuals together, etc.
Is anyone involved with something like this already? Any info would be helpful.
Thanks so much.
Title: Re: Admin Meetings
Post by: chris68 on November 04, 2002, 10:28:17 pm
No not at the moment but would love to hear from folks that are doing this. We've talked about this in the past but it never got implemented in our office. I would also like to hear about if you are cross-trained if another Secretary/Admin is out of the office for filling in if they are out for any length of time. We've had this come up this year and not much has been done about it. Other than oh btw guess who is filling in for a day or two as needed--your lookin at her. It would be nice to know how things are run ahead of time and not miss a beat.
Chris68
Deskdemon Forum Board Staff
Chris68
Deskdemon Forum Board Staff
Title: Re: Admin Meetings
Post by: mnaeempk on November 05, 2002, 08:22:19 am
We hold an Admin & Finance meeting 4 times a year. This is chaired by our CEO particpated by our project managers and 1 man each from Admin, Finance, HR units and one secretary (that's me).
Purpose of the meeting is to try to solve admin, finance and HR related issues and increase coordination. It proves very useful for the organization however, due to the presence of top management as well (who has time problems) this is not a kind of meeting that you are referring to where only admin professionals meet for networking purposes for sharing experiences and learning and knowing each other.
mnaeempk
Naeem in Pakistan
Purpose of the meeting is to try to solve admin, finance and HR related issues and increase coordination. It proves very useful for the organization however, due to the presence of top management as well (who has time problems) this is not a kind of meeting that you are referring to where only admin professionals meet for networking purposes for sharing experiences and learning and knowing each other.
mnaeempk Naeem in Pakistan
Title: Re: Admin Meetings
Post by: aberdeensecretaries on November 05, 2002, 10:11:40 am
Welcome Willo to "The Hub"
Sorry I can't help you as I work in a small office, and we talk frequently, therefore you question does not come into play for me.
I'm sure you will receive good feedback to help you out.
Best regards
Pam
www.Aberdeen-Secretaries.co.uk
DeskDemon Forum Board Staff
Sorry I can't help you as I work in a small office, and we talk frequently, therefore you question does not come into play for me.
I'm sure you will receive good feedback to help you out.
Best regards
Pam
www.Aberdeen-Secretaries.co.uk DeskDemon Forum Board Staff
Title: Re: Admin Meetings
Post by: peana on November 05, 2002, 10:57:24 am
A few months ago I set up a networking group for the PAs and senior admins in the company. We've got a few hundred people based in London, in three main buildings, and as a result I found that even after a year I'd still only spoken to some other PAs and never met them in the flesh! Something had to change!
Having discussed this with my manager, who is a great believer in networking and very supportive, he suggested I do something about it myself. A group of up to 14 of us now meet every two months for 1 - 1.5 hours, and then go out for a few drinks together. I've arranged for different departments to come along and discuss whatever we feel is the 'hot topic' of the day, be it IT, voicemail, expense forms, corporate image, building facitlities, etc.. The meetings are hoped to be beneficial to both parties, providing a useful forum for feedback and discussion. They generally take the shape of an informal chat, but I do try to set an agenda to stop things going awry.
Sometimes it's a bit of an uphill struggle, but it's starting to get more established and is paying rewards. We now have a private shared directory where we can share common information e.g. restaurant reviews, useful websites, department organisation charts, etc.. Luckily my boss has been quite understanding about the time I need to devote to keeping this ticking over (only ca. 1-2 hours per week max), but the rest of the group only need to spare the time for the meetings.
If you're seriously thinking of doing something I'd suggest speaking with your manager and HR first - the workplace can be more political than you think and you don't want to tread on any toes. It can be hard work, especially if when the response you get is minimal at times (you all agree enthusiastically on a meeting topic, but when you ask people for their specific input prior to the meeting things dry up), but I'd suggest you at least give it a go. You'll probably find other people in the company have been thinking along the same lines!
Contact me again if you'd like any specific help.
Having discussed this with my manager, who is a great believer in networking and very supportive, he suggested I do something about it myself. A group of up to 14 of us now meet every two months for 1 - 1.5 hours, and then go out for a few drinks together. I've arranged for different departments to come along and discuss whatever we feel is the 'hot topic' of the day, be it IT, voicemail, expense forms, corporate image, building facitlities, etc.. The meetings are hoped to be beneficial to both parties, providing a useful forum for feedback and discussion. They generally take the shape of an informal chat, but I do try to set an agenda to stop things going awry.
Sometimes it's a bit of an uphill struggle, but it's starting to get more established and is paying rewards. We now have a private shared directory where we can share common information e.g. restaurant reviews, useful websites, department organisation charts, etc.. Luckily my boss has been quite understanding about the time I need to devote to keeping this ticking over (only ca. 1-2 hours per week max), but the rest of the group only need to spare the time for the meetings.
If you're seriously thinking of doing something I'd suggest speaking with your manager and HR first - the workplace can be more political than you think and you don't want to tread on any toes. It can be hard work, especially if when the response you get is minimal at times (you all agree enthusiastically on a meeting topic, but when you ask people for their specific input prior to the meeting things dry up), but I'd suggest you at least give it a go. You'll probably find other people in the company have been thinking along the same lines!
Contact me again if you'd like any specific help.
Title: Re: Admin Meetings
Post by: bethalize on November 05, 2002, 11:32:51 am
Wow, Peana! That sounds amazing.
I mentioned Deskdemon to a senior bod at my place of work and mentioned how good it was to be able to network and he said "We've found that secretaries feel better being part of the team they support". That's true, but it doesn't mean we don't want to network with our peers in the same way other people do.
Bethalize
Deskdemon Forum Board Staff
I mentioned Deskdemon to a senior bod at my place of work and mentioned how good it was to be able to network and he said "We've found that secretaries feel better being part of the team they support". That's true, but it doesn't mean we don't want to network with our peers in the same way other people do.
Bethalize
Deskdemon Forum Board Staff
Title: Re: Admin Meetings
Post by: andream on November 05, 2002, 11:42:42 am
PEANA, check your Private message si vous plait!
Andrea
Andrea
Title: Re: Admin Meetings
Post by: patphi on November 05, 2002, 01:14:01 pm
One word of caution. Take care that the meetings do not turn nto a "grip session."
I had been in one of the groups in the past and sadly it turned into a "grip session". Everything wrong with the company, the job, their peers, each other was gripped about. Finally, I stopped attending. At first my boss could not understand why I refused to go and it did not look good for me to not go. However, after I explained that I came out of those meetings totally depressed; he understood. Soon after than the meetings were eliminated.
Currently, I have given some thought to forming a similar group about the Sr. Administrative Assistants at my company. However, due to past experience I have been holding off. Please let me know how this works out for you and your company.
Pat in Orlando
I had been in one of the groups in the past and sadly it turned into a "grip session". Everything wrong with the company, the job, their peers, each other was gripped about. Finally, I stopped attending. At first my boss could not understand why I refused to go and it did not look good for me to not go. However, after I explained that I came out of those meetings totally depressed; he understood. Soon after than the meetings were eliminated.
Currently, I have given some thought to forming a similar group about the Sr. Administrative Assistants at my company. However, due to past experience I have been holding off. Please let me know how this works out for you and your company.
Pat in Orlando
Title: Re: Admin Meetings
Post by: chevygirl55 on November 05, 2002, 01:55:40 pm
About 4 years ago, our OM decided that the office support staff should meet on a bi-weekly basis. These meetings never accomplished anything. If one of the staff brought something up that needed to be dealt with, the answer was "I'll look into it". When we got more insistant on an issue we got "there is no money in the budget for it" or "you know how managers are".
Some of us would try to streamline a procedure, working together to iron out any bugs. The OM would take it over and tell us we had no idea how this fit into the "big picture" and he would handle it. Sometimes it was implemented. Sometimes not.
After a couple of months, these meetings became "Here is what you did wrong since the last meeting". I am not exagerating. One day he literally screamed at us for not putting the correct accounting number on change orders, producing a memo that was dated 3 years prior explaining this procedure. When I turned to one of the other staff and asked if she had ever seen this memo. He butted in with "of course not, it was given to the managers. But you should have picked up on it by now'.
One of the staff would become so ill on the days of these meetings, she physically got sick and would leave. I know from my side of things, I would start and end the day with a terrific migrane.
After a couple of years of this, and finally my refusal to participate (a fantastic, stupid risk I took), the Owner decided that these meetings were no longer productive. (When had they ever been productive?)
I'll take water cooler talk any day!
chevygirl55
Some of us would try to streamline a procedure, working together to iron out any bugs. The OM would take it over and tell us we had no idea how this fit into the "big picture" and he would handle it. Sometimes it was implemented. Sometimes not.
After a couple of months, these meetings became "Here is what you did wrong since the last meeting". I am not exagerating. One day he literally screamed at us for not putting the correct accounting number on change orders, producing a memo that was dated 3 years prior explaining this procedure. When I turned to one of the other staff and asked if she had ever seen this memo. He butted in with "of course not, it was given to the managers. But you should have picked up on it by now'.
One of the staff would become so ill on the days of these meetings, she physically got sick and would leave. I know from my side of things, I would start and end the day with a terrific migrane.
After a couple of years of this, and finally my refusal to participate (a fantastic, stupid risk I took), the Owner decided that these meetings were no longer productive. (When had they ever been productive?)
I'll take water cooler talk any day!
chevygirl55
Title: Re: Admin Meetings
Post by: bethalize on November 05, 2002, 04:45:59 pm
I agree with you, Chevy. Unstructure networking is just as good as structured - better, in someways.
Bethalize
Deskdemon Forum Board Staff
Bethalize
Deskdemon Forum Board Staff
Title: Re: Admin Meetings
Post by: msmarieh on November 05, 2002, 04:57:53 pm
I've organized this (and been on the receiving end) at several places of business. I've really enjoyed it. We were able to exchange updated phone lists, organizational charts, suggestions for improvements, new procedures, etc.
We also have had some wonderful ideas come out of it that were often implemented.
It all depends on how it is handled.
Marie
We also have had some wonderful ideas come out of it that were often implemented.
It all depends on how it is handled.
Marie
Title: Re: Admin Meetings
Post by: mlm668 on November 05, 2002, 05:18:29 pm
I've only worked at one place (a law office) that had these kinds of meetings and that was over 10 years ago. I do remember thinking at the time it was huge waste of my time and was taking me away from more productive work. We didn't really discuss our concerns, we were there to listen to the the office manager the boss's secretary (also his sister-in-law) tell how to do things her way. She had way to much control in that office and next to no experience as a legal secretary. Of course there was a huge personality conflict between her and my boss too, so she would go out of her way to interfere in my job. I didn't stay there long after he left.
Based on what the others have posted, I would suggest that you have a clear agenda for each meeting and obtain the authority to act on or implement anything your group decides. If you come up with great ideas and don't have the authority or the backing of management to implement them, you'll be spinning your wheels on a lot of issues and it very well could turn into a gripe session down the road.
Just my $0.02.
Michelle
Based on what the others have posted, I would suggest that you have a clear agenda for each meeting and obtain the authority to act on or implement anything your group decides. If you come up with great ideas and don't have the authority or the backing of management to implement them, you'll be spinning your wheels on a lot of issues and it very well could turn into a gripe session down the road.
Just my $0.02.
Michelle
Title: Re: Admin Meetings
Post by: lioness on November 05, 2002, 05:46:26 pm
Tried to resist but couldn't. The correct phrase is "s'il vous plait."
Lioness, Queen of the Jungle
Lioness, Queen of the Jungle
Title: Re: Admin Meetings
Post by: andream on November 05, 2002, 05:56:44 pm
LOL! thanks lioness, and my pronunciation is even WORSE than my spelling. :0
Title: Re: Admin Meetings
Post by: bethalize on November 05, 2002, 08:36:33 pm
She's fibbing! Her conversation French is so good that the french shop assistants in the local patisserie talk French to her.
Bethalize
Deskdemon Forum Board Staff
Bethalize
Deskdemon Forum Board Staff
Title: Re: Admin Meetings
Post by: copyboy007 on November 08, 2002, 09:26:43 pm
Oh hoh ho!
CopyBoy007
DeskDemon Forum Board Staff
CopyBoy007DeskDemon Forum Board Staff
Title: Re: Admin Meetings
Post by: nextira on November 08, 2002, 09:47:16 pm
I have taken the lead to communicate with my team which consists of 13 Administrative Assistance. We have a 1-hour conference call every other week.
During the call, I give them a heads-up on things coming down the pike, I tell them "who's who", and I let them bring up any concerns they may have (including rumors). After the call, I send all of the a written summary via e-mail of each topic along w/contact numbers (if we did a who's who), etc... I also try to tack on
a inpirational quote or book advice. On one occassion I even suggested this web-site. The benefit from this is that the Assistance feel like a team, I get less calls, and they are better able to support their team.
Let me know if you have any further questions, I am happy to help out.
Good luck.
During the call, I give them a heads-up on things coming down the pike, I tell them "who's who", and I let them bring up any concerns they may have (including rumors). After the call, I send all of the a written summary via e-mail of each topic along w/contact numbers (if we did a who's who), etc... I also try to tack on
a inpirational quote or book advice. On one occassion I even suggested this web-site. The benefit from this is that the Assistance feel like a team, I get less calls, and they are better able to support their team.
Let me know if you have any further questions, I am happy to help out.
Good luck.
Title: Re: Admin Meetings
Post by: oldfashionedgirlfriday on November 10, 2002, 04:09:07 am
I too am at a company where there has been an effort made to have monthly Admin Meetings. When I first started here they were led by the Executive Admin. At that point they were - how to do things her way and what you all have done wrong - sessions. 
Which means they did not last long.
After awhile HR tried to establish monthly meetings. Now it was a case of several of us have titles of Executive Secretary/Executive Admin and a couple are Department Specialist and are not actual admins - do reports and some of the admin things needed for their department heads. So a couple of the 'top dogs' talked down to the specialists. The meetings also got to be bitch sessions.
I have tried to bring in articles (even some from DeskDemon) to share, brought in video tapes to enlighten....it has not really gone over big.....no one wants to take the breather and spend the time reaching for a level of excellence I believe is possible.
Yes...I think they are very valuable. They are a place to share educational stuff, to learn what is happening in the company, to work together as a team. I really hope in the near future to work at reestablishing them....I have been working with the head of HR on some ideas.
And the idea of developing a desk manual is VERY IMPORTANT ! ! Again, I have one at my desk and have not been able to get the others participate in the exercise.
You have my best wishes and encouragement ! !
Which means they did not last long. After awhile HR tried to establish monthly meetings. Now it was a case of several of us have titles of Executive Secretary/Executive Admin and a couple are Department Specialist and are not actual admins - do reports and some of the admin things needed for their department heads. So a couple of the 'top dogs' talked down to the specialists. The meetings also got to be bitch sessions.
I have tried to bring in articles (even some from DeskDemon) to share, brought in video tapes to enlighten....it has not really gone over big.....no one wants to take the breather and spend the time reaching for a level of excellence I believe is possible.
Yes...I think they are very valuable. They are a place to share educational stuff, to learn what is happening in the company, to work together as a team. I really hope in the near future to work at reestablishing them....I have been working with the head of HR on some ideas.
And the idea of developing a desk manual is VERY IMPORTANT ! ! Again, I have one at my desk and have not been able to get the others participate in the exercise.
You have my best wishes and encouragement ! !
Title: Re: Admin Meetings
Post by: spitfire78 on November 11, 2002, 06:38:56 pm
I think admin meetings are sooo important. We used to have monthly meetings. In the beginning they were very useful and we resolved a lot of issues. Then, they started to become gripe sessions. Our supervisor finally put a stop to the griping, and they once again became a useful tool. Then, she dropped them to every 3 months. Soon after that she stopped having meetings altogether. We missed them a lot and finally started asking her about them. Her response - "that's just not on the top burner." Kinda gives you a warm, fuzzy feeling knowing how valued you are, doesn't it? Anyway, she has just been putting in time until her retirement for the last 6 years or so. We have one woman here who started 4 years ago and has never attended an admin meeting - that's how long it's been since we've had one. Well, our supervisor is FINALLY leaving this coming spring. They are looking for her replacement. Oh how I hope it is someone who actually knows how to manage people and that he/she reinstitutes the admin meetings. Keeping my fingers crossed while I type...