DeskDemon is always looking for new features to inform, entertain and assist you. It is therefore, with great pleasure, that we introduce you to Paul Pennant, DeskDemon's new Agony Uncle who is on hand to answer all your work, career and training related questions.
A former Executive PA himself Paul set up his training company, www.todaysPA.co.uk in 2005. He has since developed an impressive client roster which reads like a who's who of global brands. In the past year, Paul has trained PAs from Selfridges, Rugby Football Union, Barclays Bank, Shell, AXA Insurance, ABN AMRO, Lehman Brothers and Carphone Warehouse, so he is well placed to help you with your conundrums and offer advice. To ask Paul a question, just complete the form below and click submit. Check back later to read Paul's response.
Take it away Paul!
"I'd like to offer you a warm welcome to my new Agony Uncle page on DeskDemon. Whatever issues you face daily, it's almost certain that I or one of the many PAs I train, have come up against them before - and worked out how to handle them successfully. As a former PA myself, I'm also a member of the IQPS, with a post-graduate business qualification, so I can talk the talk and walk the walk - especially as I'm in touch with my feminine side!"
"As managing director of Today's PA (www.todaysPA.co.uk) and its principal trainer, I meet and train many PAs from all types of business and organisations around the world every month, so I have a wealth of experience and wisdom to share with you. I'm really looking forward to helping you solve the problems that challenge and frustrate you at work."
"So, don't suffer in silence, because we're all in this together, right?
Go on - use me - I love it!"
Entrepreneur Paul Pennant is making waves in the PA training business, but
don't take his word for it. The glowing testimonials posted on his website,
are proof that this is one former executive PA who is uniquely qualified
to run www.todaysPA.co.uk, his own training business. Since setting up his training
company in 2005, Paul has developed an impressive client roster which reads
like a who's who of global brands. In the past year, Paul has trained PAs
from Selfridges, Rugby Football Union, Barclays Bank, Shell, AXA Insurance,
ABN AMRO, Lehman Brothers and Carphone Warehouse. Armed with a MIQPS and
a post-graduate business qualification, Paul's growing reputation has attracted
invitations to speak at industry events such as Times Crème, The National
Executive PA Conference and EUMA UK (European Management Assistants).
| Q. Dear Paul, I have been working with my present company for several years and while I am not in fact my bosses PA (she is based at our other site) I do act as PA when he is here working. Due to the nature of the work here and my particular strengths in certain areas I also undertake specific projects within the company and this is where the problem occurs. My boss is well aware of my abilities and when ever there is anything a bit unusual to be done (on either site) it's me he asks to sort it and he is always very pleased and supportive of me when I suggest or start new projects but invariably - regardless of how big (some have involved up to six months concentrated work) or small and how much work I have put in - he will involve or allow someone else (normally his PA) to take over just as the project comes towards completion and this person then takes all the praise and kudos for the work well done. On the one occasion recently that this person was not capable of taking over due the specialist nature of the project I completed it, received considerable praise and congratulations from the other people involved and from other outside sources but just "great that’s finished now lets get on with... " from the boss. I don't want the praise but I find it very frustrating when I do all the work only to have the project handed over to someone else before I can finish it, especially when the whole idea was mine to start with. How can I a) make my boss realise that this is very annoying, and b) Stop the particular person from jumping in and taking over.
Administrator |
| A. Hi there, From what you say, this situation has been going on for some time so I’m surprised that you haven’t discussed this with your boss before now. Do so straight away. Be assertive and remember it’s about what you need, not want, to happen in future. There is a big difference! Next step, request a meeting with your boss. Don’t wait for your performance review. Asking for a formal meeting should make him realise how serious you are. Go through your list, pointing out your contribution the projects and how the experience has helped you and, in turn, the company. Keep the meeting positive. Remind him of the success of the projects and don’t dwell on your frustration. Say how much you enjoyed completing the specialist project and that you’d welcome the chance to see other projects to the end. Hopefully, he’ll take this on board and think twice before he hands the next project to someone else. If not, keep strong and say “No, I want to follow this project to its conclusion”, reminding him of your project experience and your input so far. After your initial meeting with your boss, set yourself a time limit. The situation may be resolved immediately but if nothing changes, consider your options. Is it time to take your talents and experience elsewhere? Try to sort things out with your boss first but remember that ultimately you are in control of your own career. Good luck! |
| Q. stuck in a rut. I need to get out of PA work, I fell into this after coming back from 3 years abroad. I ran my own company and when I came back to the UK nobody would employ me because I was overqualified. I dumbed down my CV to say that I was the PA at the business which I ran. I managed to get a job and have been here for 3 years but desperately want to get out and do something else. Still an empahsis on coordinating but I just dont want to be a PA or secretary anymore. Can you help, how can I branch out.?
Sandra, PA to CFO and Chairman |
| A. Hello Sandra, This must be frustrating but there is a lot you can do to regain control of your career and branch out into other areas. First of all, use your contacts and network, network, network. You don’t say what industry you worked in when you ran your own business. Do you want to get back into the same industry? What about using your expertise to become a consultant? Talk to some specialist recruitment agencies to get feedback and advice. Remember that however much you want to break out of the rut, your ideal job won’t come along straight away. It may be that the rut will last a bit longer while you are taking steps to change your career. But don’t get disheartened. Keep up the momentum and keep moving forward. There may be courses you can take which will enhance your CV for the UK market. Or you could become a volunteer. There are many charities and non-profit organisations who would welcome your skills and experience. You will be doing something worthwhile with your time, your CV will benefit and you never know what employment opportunities may open up! |
| Q. how do l write the best cv, which will get my phone ringing in no time? M, Administrator Assistant / Receptionist |
| A. Hi M, There’s plenty of free advice out there (books, websites, magazines) which will help you get your CV looking fantastic. Gather together all the information you need, such as details of your qualifications and job history. If you’re at a very early stage in your career, include details of your project work and your studies. You will probably need the names of two (or three) referees, so as well as an employer (indicate that they’re only to be approached if you’re offered the job) ask a teacher/lecturer or long term family friend if they will provide you with a reference. Microsoft Word has CV Wizards and templates which you can adapt and the Careers section of your library will be full of books with advice on how to organise the information in a clear and concise way to help you make the most your skills and experience. You can then make your CV look as individual as you wish – but take care to keep fonts to a minimum. Clean, clear lines, fonts like Times Roman, lots of white space and ragged right margins will help make your CV readable. If your CV isn’t clear and easy to read, it will end up in the bin. Do you know someone who works in HR or is there a work colleague who can help you write, proof-read and review your CV? And as your job-hunting progresses, make sure you catch up with them on a regular basis. Tailor your CV to the role you’re applying for and emphasise your relevant experience – and don’t, under any circumstances, lie! There is so much you can do to make your CV stand out from the crowd. Take advantage of all of it and good luck in your search. |
| Q. I am working as an Office Manager/EA in London. When I joined I was asked to 'help' the marketing manager, who is trying to recruit an assistant and was told that I'd dedicate 30% of my time to him on a short-term basis. At least a year later the role is still vacant (for a number of reasons) and I spend up to half my time on marketing. In the last 2 months this has rocketed to 85% leading to an important conference in June. My workload has suffered as a result and my relationship with the VP has been sidelined. He teases me that he no longer has an assistant, but I hope he understands that even though I regularly work extended hours, there's no way I can fit everything in, and something has to give! I was recently sent a document in error listing the team's salaries (when it should've been purged of that information). Not only was I shocked to see that my basic salary is lower than the 5 telesales people (no disrespect but they work a standard 9-5 and seem to spend most afternoons joking in the breakout areas, and rarely meet, let alone exceed their targets), but the marketing assistant's salary is also noticeably higher than mine. I wouldn't consider moving across to the marketing role as I don't have the relevant experience (other than organising events/databases) so accept that I can't bring these skills to the table, and enjoy the variety that my EA role brings. However, the marketing manager has just asked me to start researching venues for next year's event. When I joked that he should hurry up and fill the vacancy so his assistant can do this and I can go back to my proper job he replied that "I still need YOUR help as the new person won't know anything!" I was stunned. I didn't have any prior experience of this event either and was left to 'wing it'. I don't feel I can say anything until the position is filled. However, I am anxious not to be sucked in as the 'freebie helper' going forward (to the detriment of my own work), especially as I feel so demoralised about our respective salaries.
Lizzie, Office Manager / EA to SVP |
| A. Hi Lizzie, I’m surprised you feel unable to say anything until the vacancy is filled. You say this has been going on for some time so you need to speak up sooner rather than later. There may be several reasons why the post is still vacant but none of these are down to you. Your first priority is to take back your role as Executive Assistant. This was the role you were employed to do and if working for the Marketing Manager is taking you away from this, you need act now. Your boss needs to be able to rely on you, however sympathetic he is to the Marketing Manager’s plight. Can you speak to a personnel manager for advice and more information on the situation? Try keeping a work diary for a week, noting down how long you spend on marketing and related issues. This will form the basis of your case to reclaim your original job. Then organise a meeting with your boss and the Marketing Manager to tackle the problem. Explain what the job is doing to you (working extra hours and no work/life balance) but stress the effect it is having on them and their work. Make them see how much better their lives will be when a new marketing assistant is on board. As they say in marketing – sell benefits, not features! |
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Q. Dear Paul I had been with this company for 3 years and felt that I must move on, for the sake of my sanity. Even though I had the best boss any assistant could dream of. I had been thru many interviews and were shortlisted to the final few several times but each time I failed to 'clinch' the job. I gave up asking for feedback because I know they will give the usual 'waffle' that the other candidate had more experience or the other candidate's temperament is better suited etc., It is beginning to demoralise me and I am doubting myself that I will ever be able to move on. I need to get out and start afresh, look for new and fresh challenges. I have no doubt that it can't be my C.V. as if it is badly written or if I lack the necessary qualification, I won't even be invited to attend an interview. It couldn't be that I didn't interview well as again I won't even be shortlisted if that is the case. So I am very demoralised to find myself rejected and having to pick myself up after each knock down. I will be very grateful if you could advise me how to behave and be outstanding. Thank you Regards
Julia, Executive Assistant |
| A. Hi Julia, Failing to clinch the job at the final interview is tough but don’t let yourself get demoralised. Keep on asking for feedback. It may be that the other candidate did have more experience but keep asking the questions, listen to the answers carefully and act on the advice. You need to give yourself every opportunity and stand out from the other candidates. Don’t apply for jobs just for the sake of it. Think about the job, imagine yourself working there and look at what you could bring to the role. Keep this in the forefront of your mind when you are in the interview. The interview is a two-way process so remember to ask your own questions. Be professional but not ultra-cool. If you love the sound of the job and the company, don’t be afraid to let the interviewers know. Your enthusiasm will be remembered. Good luck. |
| Q. Dear Paul, I am disorganised, but have worked like this with my boss for the past 4/5 years. This job to me is by chance and not by choice. Having run my own business as an entrepreneur’s wife, I think and treat my job as an assistant role. While emotionally I bring great maturity and stability to my boss's crazy and entrepreneurial role, I feel I want to help him and be in control of my job and be systematic and methodical. I am methodical when I want to. The problem is I am not organised and regular in my job. Some days I am up and about and some days I relax and go slow. Whereas my boss is always up and optimistic and driving me day in and day out. I need someone to show me how to use my time better and organise paperwork better. Once I learn I am sure I will follow. I learn best by example. But, I am bad at putting systems in place on my own. If i was my boss, i would have sent me home long back. I know he is giving me time to realise and put the house in order. I understand everything as I have run my own business and know I am not optimising my opportunity, but I need help as I now sit on at least 5 years of old and archived information including email, documents, shareholder certificates, etc.. all filed of course, but not accessible at one shot or easily searched for. If I am off one day, my life is hell because the boss needs something and only i can find it or do not want anyone to access my stuff.. Please tell me where and how I am going wrong and how I can let everyone win in the end. Thanks for this window to write my feelings. I already feel better. Regards,
Deepali. |
| A. Dear Deepali, You’re not alone in feeling disorganised. There are so many books and TV programmes on how to organise your life, your office, your wardrobe and your finances, it appears that everyone needs some help. But before you start reorganising the office, think about your feelings for this job. Your “go slow” days may mean you don’t feel as motivated as you could be and maybe even a little bit bored. Going from running your own business to working for someone else can be difficult. The good news is that once you’ve identified the problem, you can work on it and make sure you’re optimising every opportunity. The bad news is that there is no quick fix to getting organised. Being disorganised and having an untidy office is very draining at a subconscious level and this could also be causing your “go slow” days, contributing to your lack of motivation. Start by looking at what information you and your boss need on a regular basis and remember that the key to office systems is simplicity. The simpler the system, the more inclined you’ll be to follow it. One book that will help you set up the right systems and takes you through the organising process step-by-step is “Take Back Your Life” by Sally McGhee and John Wittry. Hopefully, once everything is in place, you’ll find you have more “up and about” days. Enjoy them. |
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Terms and Conditions
E-mail your questions to Paul at AgonyUncle@deskdemon.com. DeskDemon reserves the right to edit submissions and to refuse to publish any submission of a defamatory, obscene or discriminatory nature. All advice from Paul Pennant 'Agony Uncle' is offered without legal responsibility. Neither DeskDemon.com nor www.todaysPA.co.uk will accept any liability for the consequences of following Paul Pennant's suggestions. DeskDemon.com and Paul Pennant regret that no correspondence can be entered into.
E-mail your questions to Paul at AgonyUncle@deskdemon.com. DeskDemon reserves the right to edit submissions and to refuse to publish any submission of a defamatory, obscene or discriminatory nature. All advice from Paul Pennant 'Agony Uncle' is offered without legal responsibility. Neither DeskDemon.com nor www.todaysPA.co.uk will accept any liability for the consequences of following Paul Pennant's suggestions. DeskDemon.com and Paul Pennant regret that no correspondence can be entered into.