Question: Firstly, let me say I enjoy my job, but during the last 6 months I find myself working longer hours. We are a small firm and any extra work always comes to me. I sit at my desk from 8 o'clock am until after 7 most days. My back aches, my eyes get tired and I have no time to exercise after work. I try and follow advice of getting up and walking around, taking my eyes off the screen every hour etc, but realistically work comes first and I get so bogged down and involved in what I am doing the hours just fly by. I work on an industrial estate with nowhere to walk and I hardly have time for lunch anyway. What can I do?
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Answer: You have to take the control back. Your company will want to get the best out of you but you cannot work flat-out for 12 hours a day with no breaks without it affecting the quality of your work and your health and well-being. Work does come first, but never at the expense of your health. No matter how busy you are you must try to stop for lunch and get yourself away from your desk – this break, no matter how short is vital. I structure my daily workload so that I ensure that I stop to get my lunch and stretch my legs even just to get 5 minutes of fresh air - it all helps. If things really don't improve I think you will have to have a workload chat with your boss and see if you can work out ways for you to realistically manage your workload and be able to work reasonable hours so that you can get your work/life balance back on track.

Answer: It's strange how the myth of working hard until we drop being a virtue persists. Especially as evidence shows quite clearly that those who are wealthy often do not have this work ethic. In other words working long hours alone rarely leads to wealth, but instead leads to poor physical and mental health, inefficiency and does more harm than good to the employer and employee.

Sadly evidence shows that people are working longer hours than ever and some don't even take their allocated annual leave.

You mention lack of time to do any exercise. This is a serious statement. Medical research shows that exercise is vital for every aspect of our wellbeing, it is not about vanity nor self indulgence. Exercise maintains a healthy workforce. Equally when we sacrifice our relationships for our job, our work performance deteriorates.

I suggest you print off some evidence from an internet search about the negative consequences for companies and staff from over work. Present this to your boss over coffee and then offer some suggestions that could benefit everyone. Perhaps a team sport or physical challenge that you and your peers could do if they wish. This will have two advantages. One, physical and mental fitness will increase thus aiding efficiency. Two, encourage stronger working relationships, which will lead to greater empathy, communication and a fairer distribution of the work.

Answer: You need to speak to your manager and/or HR department about the hours you are working – and pull together some solutions so you are working your contracted hours of work and finding some help for that extra work that comes through to you. You have identified that there are implications to your health and this needs to be addressed now.

You also need to be more strict with yourself about what work you take on and what your working practices are. Even if there is nowhere to walk on the industrial estate where you work just stepping out of the office for some fresh air is really important – a break away from your desk and computer is a necessity.

Answer: When you are working for a small firm – and in a job you enjoy – it is easy to take on more and more work. But sitting at your desk from 8am for 11 hours long-term will have a detrimental effect on your health.

It is obvious that you need help in the office to allow you to take a lunch-break and leave the office on time. However, employing someone full-time on a permanent basis may not be feasible. Has your employer thought about taking on an apprentice? Employing an apprentice admin assistant (or marketing assistant, secretarial assistant or book-keeper) will not only take some of the work from you, but will also provide the apprentice with work-based training and experience.

The Apprentice Scheme website (www.apprenticeships.org.uk) will give you more information and help you make the case for this to your employer. They have a guide specifically aimed at small businesses thinking of taking on apprentices.

In the short-term, speak to your boss about you current workload to see if someone else can take on some of the extra work (until such time as your apprentice starts!). But act soon, before you become ill from the stress of working such long hours without adequate breaks.

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Question: I am now doing the cleaning of paper documents from the 50s and the 60s, essentially removing dust and rusty clips. These documents are to be kept and I am supposed to clean them and to describe them according to the Archive Science. Any practical suggestions about how best to clean and most importantly, about describing and keeping these records? Thanks.
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Answer: I tend to use an external archive company who guarantee that our old documents and records are kept in fireproof / waterproof storage units. I would also make scans of any old documents where possible so there is an electronic back up. Try to describe each document with key-words so that they can easily be cross-referenced by anyone searching for them in future - the more description the better. I would also keep an excel chart with records of each archive box and details of what is in each. I even tend to describe the folders in which old documents are held within the archive box i.e. "green paper wallet / black lever arch." It may sound like too much info, but the more description the better and it can be very useful to see at a glance exactly what is stored in each archive box. As for cleaning documents, I've never had to do it, but maybe check out You Tube for tips.

Answer: DeskDemon says:

Care of Paper Documents
Top tips:

• Have clean hands and a clean work area
• Keep food and drink away
• Use pencil, not ink, to make any necessary marks or inscriptions. Only make inscriptions when the paper is on a clean, hard surface, to avoid embossing the inscription into the paper, which will be visible from the other side
• Not using paper clips, other fasteners, "dog ear" folding to mark or organise leaves
• Not using rubber bands, self-adhesive tape, and/or glue on paper

Storage of Paper Documents
Top tips:

Good storage significantly prolongs the preservation of paper materials and includes:

• A cool (room temperature or below), relatively dry (about 35% relative humidity), clean, and stable environment (avoid attics, basements, and other locations with high risk of leaks and environmental extremes)
• Minimal exposure to all kinds of light; no exposure to direct or intense light
• Distance from radiators and vents
• Supportive protective files
• Unfolded and flat or rolled storage for oversized papers
• Individual/isolated storage of acidic papers to prevent acids from migrating into the other works on paper

Answer: This sounds like a very interesting project! The National Archives, (www.nationalarchives.gov.uk) who look after Government papers, Armed Services records as well as old maps and the Domesday Book records, are the experts in this field. They have several online guides regarding looking after documents and preparing documents for storage. You should be able to find all the help you need there.

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Question: I've been working with the company for 12 years and for my current boss for 5. We get on really well and I've always been seen as the 'career girl' by my boss, but last year I had my first baby and I am not able to get in at 7am and leave 12 hours or so later like I used to do. I love my job and still do more hours than contracted, but my boss either doesn't listen when I say I need to leave the office or goes a bit cold on me when I leave. He hardly mentioned the birth of my son and when I returned after maternity it was straight back in. Not sure how to handle this as I thought we had a good relationship.
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Answer: I think what you need to keep in mind is that you do have a good work relationship with your boss and that is it. The key is not to take it personally: you know that you are still putting in more than expected hours and putting in high quality work. It may be worth sitting down with your boss for a review to clarify the hours that you now have to work and to set your daily leaving time so that his expectations are realistic and clear.

Answer: Well done for getting 'straight back in' to your job after returning from maternity leave, it's not easy. You are obviously a conscientious employee and trying hard to accommodate the workload. The problem however, seems to be a lack of communication from both parties.

It is hard for a company to cope with maternity leave and can remain difficult when the returning employee doesn't work those extra long hours as they used to. This is both a perception and reality that needs to be erased. The only way we can do this is to talk calmly and sensibly together. Lack of communication is the underlying problem for most things, because what the brain doesn't know it makes up and we can turn people into enemies.

I suggest you talk to your boss over coffee, lunch or go for a walk. Sharing food or walking together breaks down barriers at the start. Ask your boss what his views are and listen carefully. Talk them through. Then point out how committed you are, how you love your job and explain your new improved set of skills as a mother: keen time management, empathy and loyalty.

A woman returning to work as a mother is an asset to a company. She may need a little more flexibility to work around her child, but the extra things she brings to the office are often ten-fold.

Answer: It is important that you book some time with your manager and share how you are feeling in order to get your working relationship back on track.

Be really clear with yourself about your outcome for this meeting – ideally what do you want to happen and how do you want the working relationship to work ongoing?

Make sure you prepare all that you want to say to your manager before your meeting (and try to pre-empt his responses so that you are really ready).

Answer: To me, this sounds as if the working dynamic between you and your boss has changed considerably since your maternity leave and he now feels (wrongly) that you are somehow less committed to the job.

Take a step back and look at your role. If you were working very long hours before your maternity leave, were you perhaps taking on too much work? Spend some time now reviewing your weekly workload by keeping a work diary to keep track of how much you do in a day/week and the hours you work.

Then take the bull by the horns and speak to your boss about your role and the hours you put in. Make sure he knows you are still enjoying your role and that you are still committed to the job. Let him know that although you can no longer work 12 hour days as in the past, this more even life/work balance is good for you and has given you a renewed enthusiasm for your job. You have been in this role for a long time and he obviously values your work. The solution could be as simple as re-organising your workload, with another member of the team/department taking on some of the routine admin.
As you previously had a good working relationship, talking to him should be your first step.

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Question: Hello
I'm possibly facing redundancy AGAIN! This would be the 4th time in 20 years. I've updated my CV and got my covering letter sorted but honestly, I feel sick to my stomach that I have to return to the slog of re-registering with agencies, chasing non-existent jobs and hardly anyone calling you back, responding to emails or applications. I need help retaining my energy and spark needed to look, apply and chase jobs.
Wornout Worrier
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Answer: ANSWER1

Answer: I completely understand why you feel like a wornout worrier. Redundancy can be a shock and leave us in a state of disbelief and anger. These negative feelings have to be dealt with if we are going to be successful in securing a new job, because it is highly likely that any underlying negativity will be detected in an interview process and will work against us. Suppressed negative feelings can also cause all sorts of problems so it's a good idea to talk to someone whom you can trust. If this isn't possible, writing a letter expressing how you feel is therapeutic too, but never ever send it to anyone. In fact destroy the letter, the idea is to release anger on paper, not hold onto it to read later, that can lead to further problems, so burn it! Of course, if you think this is unfair dismissal getting legal advice is important too. Can you take some time out if the redundancy happens? Tidying up the garden, sorting out a home office or long walks in the countryside can clear headspace to think clearly and get to a place of acceptance. It is at this point that we feel more energized and can move on. My top tips are:-

1. Stay positive. See it as a fresh start if you can; a chance to try something new and different. Make sure your CV is perfect and your covering letter is positive and full of drive, but make sure they fit with each job application. Focus on all the experience and the credentials you have.
2. If you are feeling stressed and anxious, cortisol the stress hormone will suppress neurotransmitters, which in turn will impair memory, appetite, sleep, motivation and much more. Keep stress in check. Walking, exercise, meditation or just relaxing and staring out of the window can help.
3. Try to remember all the wonderful things you have achieved. Write them down. Add to the list as you think of things. Look at the list often. This will not only keep you upbeat, but it may also lead to new ideas that you can explore and develop.

Answer: Thank you for your openness and honesty in sharing your situation with us. And very well done on your proactiveness in updating your CV and pulling together a covering letter already.

When faced with challenges such as this it is important to keep busy and focus on the future as much as you can. As you rightly identify, you need to retain your energy and spark during this challenging time – so, regularly imagine yourself in a new role that ticks all your boxes for your dream job. You've shared your feelings openly and honestly with the panel at DeskDemon, also share what's going on for you with a friend or partner as this can really help.

You sign your note off "wornout" so maybe now is the time to take some well deserved r&r time for you – even if this is something as simple as a walk in the fresh air to rejuvenate you and help you to think about this situation as positively as possible.

Answer: Dear Wornout Worrier
This is a difficult and upsetting time for you and you have my sympathy to be facing redundancy once again. But it is the job that is being made redundant, not you. You still have all the skills and experience that you’ve built up over the years. It's now time to take these to a different employer.
Although you may find it difficult to remain positive when job-hunting, that is exactly what you need to do. One tip is to try thinking of your job search as a job in itself.
Approach it as you would any project, writing “To Do” list and calling the agencies each day to touch base, and making sure they remember your name.
Take advantage of any help that is offered by your employer (outplacement consultants, etc.,) and constantly refine and tailor your CV and covering letter to the job you are applying for.
Have you considered temping? You may feel it isn’t for you but you never know when a short-term assignment will turn into a long-term assignment and then a permanent job.
Talk to the agency about exactly what you’re looking for and be honest about your situation.
Keep smiling, stay positive and focus on your new project.
Good luck!

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Question: I am unsure what is the best thing to do. I work for two different bosses and one of them keeps making personal comments about my weight. It is generally when no-one else is around, but, there can be people present when he makes sly digs.
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Answer: No one has the right to make any comments or sly digs about your weight or physical appearance in the workplace. If you actually told him that you found his comments inappropriate and upsetting, he should be embarrassed into stopping it. If you don't want to say it face-to-face then you can write an email to him, just say that you would prefer it if he didn't make personal comments about your weight. Be careful to just keep your tone pleasant but confident; don't be heavy handed or threaten him with disciplinary action. There is the further option to inform HR or his manager, but I imagine they would expect you to have first mentioned the issue to your boss, before escalating it.

Answer: This behaviour from a manager (or any individual) is completely unacceptable. Have you tried speaking with the person who is making these comments? If you have spoken to the individual and there is no change you could go to Personnel or another senior manager and advise them of the problem. Start to keep a log of each occurrence too. Another option would be to investigate whether your company has a grievance process? If it does, go through the formal process and raise this issue as a grievance. This action may sound very harsh when the individual may think they are only having a joke, however this is serious and must be stopped.

Good luck.

Answer: This is workplace bullying. It needs to be sorted out now - informally at first and then you may need to formally make a complaint to your HR Department following your or-ganisation's grievance procedure.

Keep a diary and record of the incidents (dates, times, who else was around, exactly what was said - keep it factual) - this is known as a contemporaneous record. It can be used if you decide to take action at a later stage.

Speak calmly to the boss making these "sly digs" and personal comments.

If this situation continues then you can make a formal complaint per your organisation's grievance procedure.

Below is a proven model to use when responding to conflict and situations such as this - the AIDA model uses precision language to ensure your message "lands" in the correct way - your response may go something like this . . . .

Action: When you make comments about my weight - either when it is the two of us or when other people are around
Impact: I feel (say how you are feeling). I am here in a professional capacity and I feel your comments are unprofessional
Desired Outcome: I would appreciate it if you would stop making any personal comments about my weight
Agreement: what do you think? Okay?

Please do let us know how this goes.

Answer: I am sorry to hear about the bullying you are suffering. I have been a victim and can empathise with you. You should be judged solely on your work and your ability to do your job. Nothing else.

Your organisation may have a formal policy for dealing with bullying and harassment. However, it is always better to resolve the issues informally at first, if this is possible.

You need to start taking action straight away. I have a few suggestions:      1- Visit www.acas.org.uk (08457 47 47 47) for advice and information. They have an excellent brochure you can download.
     2- Keep a detailed diary of each incident, together with any written evidence (emails or notes, etc)
     3- Let your boss know you are uncomfortable. Write a memo/email to them if that is easier.
     4- >Talk to a senior colleague or someone in Human Resources.
     5- Speak to your union rep if you have one available.

I do hope you can resolve this very soon.

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Question: Dear Panel

My last appraisal with my boss was 2 years ago and my next one is due in April and I fear it will be another waste of time! I have to complete a long drawn out form beforehand and then I'm marked accordingly. Personally, I feel that my job as a PA is really hard to measure, especially when you're being ranked against project and sales managers who can plan more ahead and have customers and also set targets. It feels like it's an opportunity for my boss to bring up the one thing I haven't managed to get done and all the many thousands of things I have done, are just swept away. Quite frankly, I'm dreading it!

Karen.
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Answer: As a PA it is extremely important that you have an annual review (not just every two years) as your performance and development is just as important as other members of your team. If they mention something that has gone wrong, then turn this into a positive: explain to them what can you learn from it / changes you can make as a result of it.
Preparation is everything: if you have to complete a form beforehand then use this to carefully outline everything you have achieved this year and most importantly what you want to do in the next year. You can measure your achievements by finding examples of things that have gone well i.e. an event, a foreign trip, a complicated meeting you've arranged. You need to carefully outline how and why each was a success and the PA skills you used to achieve them. Don't dread it; be confident about what you have achieved in your role and see it as an opportunity to tell your bosses what a great job you are doing!

Answer: Karen, The first thing to remember is that appraisals are a two way communication. Your manager should not be doing all the talking. This is where you get your opportunity to have your say about your role, tasks, problems, training and progression. Two years between appraisals is a very long time! However, the way forward could be to complete the form as required then find projects that you have completed since your last appraisal and put the evidence in a folder. Also, add evidence of completed objectives saying /showing how you did it. Doing this will show your manager what you have been doing and how you have met any objectives. If you are asked about something you haven▒..t completed, tell the truth and constructively say why. Hopefully with the evidence in the folder there will be nothing to find fault with!

Answer: You sound quite exasperated Karen - and understandably so. It sounds like the process currently in place is adding little or no value to you. The appraisal process should be an exciting opportunity for you to share your goals and achievements and to receive quality feedback on where you are, where you are going and what you can do in order to further your career and be the best you can be. It is a two-way process with input from both you and your manager to identify your next career steps and how you are going to get there.

I would suggest setting up a meeting with your manager and/or HR department to voice your concerns now. Emphasise that you are keen to have an appraisal process in place that fits better with your role and will leave you feeling motivated (rather than getting the impression that your achievements have been "swept away"). Your very pro-activeness in taking ownership here is a commendable step in its own right. Ensure you set some time aside to think about what would work better for you in terms of the appraisal process and to prepare fully for this meeting - and do let us know how you get on!

Answer: Hello Karen

Appraisals seem to be painful even when done correctly with a great boss.

Measuring your role against Project Managers and Sales Managers on a form devised by Human Resource Professionals is a challenge. I would suggest you independently measure the significant work you do. Monitoring your own work (and then reviewing it over the year) will show both you and your boss the amount of planning and organisation your role entails!

Use one of the Microsoft programmes (Outlook Tasks, Outlook Notes or OneNote - whichever one you prefer) to record your progress on certain projects, add emails, feedback notes.

The key is to keep it up to date, adding items every week. This will provide a clear, written record of your work and the value you bring to the organisation. When your next appraisal rolls around, use their forms and add all the items you've recorded during the course of the year. This shows a high degree of diligence and initiative which most managers would find hard not to be impressed by.

Once again, Good Luck!

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Question: Hi,

My name is Debra. I am looking into working from home doing typing, proofreading etc and do not know where to start. I have tried Googling the subject but there is so much out there I do not know where to start. Would you have any information for me on this subject?

Thanks, Debra N
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Answer: It is worth spending some time researching any local agencies near you that would offer jobs working from home. The best route however is to set yourself up as a Virtual Assistant (VA). This has become an increasingly popular way for PAs/Secs to run their own businesses and/or work from home. Many VAs are on LinkedIn/Twitter if you want to connect with them for any further advice. This website: www.virtualassistants.co.uk is a good resource to give you some tips about becoming a VA and working from home, you can also upload your CV so that employers can find you.

Answer: Debra,

From your question I am assuming you are looking at becoming a VA (Virtual Assistant). The way to begin would be to try and find out whether there are any other VA's in your area and make contact with some of them to see if they can offer you any advice. You could also have a look at the following web sites where you may find lots of information:

     - http://www.vanetworking.com/
     - http://www.linkedin.com/in/debbymarcy
     - http://www.societyofvirtualassistants.co.uk

Work out what you are good at and what you like doing and make this you're your specialism. Get good quality business cards produced and if possible create a web site. You will need to think about the equipment you will need eg good quality printer, good storage facilities (either paper based or electronic based), good communications equipment etc etc.

Find out whether there are any VA Networks near where you live or work and connect with them. Once you've started chatting to people you will get known. Remember people will not usually recommend someone they've never met! You could email target companies directly. If your email is friendly and explains why they might need you, people would be happy to keep and pass on your details. You could also place adverts in the local shops or newspapers.

Answer: Hi Debra and congratulations on your decision to work from home! As you've identified, there is a wealth of information out there just by "Googling" and I agree, it can be a little daunting to know where to start.

As a first point of call, I would suggest getting advice from industry experts (such as the UK Association of VAs - www.ukava.co.uk - who have some valuable information on their website). I would also suggest getting first hand advice from those who are currently working as VAs and can "tell it like it is". LinkedIn have various VA groups where you could post a discussion requesting advice and assistance. UK based Virtual Assistants and The Admin Doctor (Virtual Assistants Forum) are examples of LinkedIn groups.

Finally, I thought you'd like the following quote from Management guru Peter Drucker to ponder on

"whenever you see a successful business, someone once made a courgeous decision".

Congratulations on your decision and here▒..s to a very successful business for you!

Answer: Hi Debra,

Yes, there is so much information around you can end up feeling completely overwhelmed by it all. You need to start at the beginning, with the basics of working from home/being self-employed. The type of work you decide to do at home - whether proofreading or transcription or a mixture of both - will follow on from that point (being dependent on time commitments, training needed, etc). As a starting point, and to help clarify your thinking, I would suggest contacting:

www.gov.uk/business-support-helpline
Business Support Helpline
0845 600 9006
Monday to Friday, 9am to 6pm

I am confident they will be able to assist you.

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