Administrative Staff

Tabatha joined the company as an administrative assistant in the beginning of 2013.  She will be working directly on teleconference organization, assisting with customer service, and handling the majority of daily office administration tasks.

Tabatha graduated with a Bachelor’s of Science Degree in Psychology and a certificate in Event Planning and Tradeshow Management from Georgia State University in 2007. She recently relocated from Atlanta, Georgia to California with her husband.  In her spare time, Tabatha enjoys riding her bike around the South Bay, camping, and crafting

Reposted from WealthManagement.com | By Matt Oechsli

Los Angeles—“We’ve got so much going on in our practice, everybody is working, but I don’t really know if we’re prioritizing properly,” Michael explained. “Do you know of a simple way in which we can get a handle on this?”

In the busy world of a successful financial practice, it’s easy for everyone to get caught up in the reactive whirling dervish of day-to-day affairs. The telephones are ringing all day, support personnel have been trained to answer the telephone by the third ring at the latest, they attend to whatever the client calling is requesting, and the beat goes on—all day long.

When it comes to time management, we focus on three critical factors: total households, client segmentation, and service models. At this stage, most financial advisors have segmented their client base. Although everyone labels them differently, some version of “A, B, C, and D” client sorting has usually taken place. That said, we always recommend that advisors include two qualitative components: upgrade potential and spheres of influence. Top advisors typically have two service models, one for their top revenue generating clients, and a second for their other clients who generate less revenue but are still good, profitable clients.

I’m not going to get into service models in this issue, nor am I getting into our complete client segmentation process. For the purposes of establishing priorities within your practice, I’m going to assume you’ve got a handle on the aforementioned. But to Michael’s question, where the time is going on a daily basis is a different story. Client segmentation and service models are meaningless without a good handle on where everyone’s time is going. Effective time management is really about establishing and managing priorities.

To that end I recommended Michael engage in a two-week Time Motion Study that we’ve been using to help advisors begin to get control of this issue. As I share this exercise with you, I do so with a warning—it’s work, and it is usually not embraced by support personnel (because they “don’t have the time”). For this reason, the value of the exercise needs to be explained and it must be driven by the senior advisor of the practice.

Time Motion Study

Objective: Determine the clients who are requiring the most time and attention on a frequent basis and compare the time required to the revenue generated. The goal is to prioritize activities, eliminate wasted time, and provide more personalized service to top-tier clients.

Time Line: A two full-week time line provides a fairly accurate assessment of the day-in-the-life of a financial practice. Make certain to conduct this study during two complete 5-day weeks, a total of 10 working days.

Participants: Anyone on the team who takes incoming calls; senior advisors, junior advisors, practice managers, assistants, receptionists, etc. (Michael, like many senior advisors, never takes incoming calls as they are screened by his assistant, so he didn’t have to participate.)

Materials: Legal pad and pen (low tech).

Dispatching the Time-Motion Study: Determine the personnel who are going to be involved, and communicate clearly that this exercise is not “big-brother” looking over their shoulder. Whoever is participating must understand that this project will eventually save them time, lessen the reactive, hectic day-to-day routine, and enable them to devote more personalized time and attention to top-tier clients.

Step 1—Write the date at the top of a blank page on their Time-Motion Study legal pad.

Step 2—Log every call that day on the designated page in the following manner: name of caller, nature of the call, length of the call, and time required to fulfill the client’s request.

Step 3—Repeat steps one and two for 10 consecutive working days (two weeks).

Step 4—Upon completion of the study, meet as a team and compare the time required by the client with the revenue generated by that client.

Step 5—Adjust priorities accordingly following the basic time-revenue formula; if 20 percent of your clients are generating 80 percent of your revenue they should get 80 percent of the time available within your practice. If 25 clients of those 20 percent are generating a significant portion of the revenue, they get a significant portion of your practice’s available time.

Every time we’ve coached advisors through this drill, ah-ha moments surface. How so? Because advisors and support personnel start realizing that far too much of their time, which is a finite commodity, is being sucked into a black hole controlled by smaller clients.

Michael’s experience was no different. Initially his staff resisted, but he persisted by offering a reward (dinner-for-two certificates), and they discovered that approximately 70 percent of their time was being usurped by smaller clients who had no influence or potential. Since recognition is 50 percent of recovery, they were on their way to getting a handle on their priorities. Within a month, Michael had jettisoned the majority of these smaller clients to another advisor, and the last I heard, his team was revising their service models. Time management is priority management.

This post has been brought to you by The Ultimate Estate Planner, Inc., providing practical, tested and proven technical and marketing products to help estate planning professionals throughout the country build their practices.  If you are interested in a personal consultation for your office regarding how to make your office more efficient and how to improve the productivity of your attorneys, staff and advisors, contact us today at 1-866-754-6477 to find out how you can receive a free 30 minutes consultation.  Connect with us on Facebook, Twitter or LinkedIn.

Source & Photo Credit: WealthManagement.com

While your co-workers start every day enjoying a cup of coffee together in the break room, you're barely able to find time to call your doctor. While they're taking lunches, you're rushing through another meal at your desk. Sound familiar? Here's the good news: This apparent discrepancy may not mean you've got a bigger workload or that you're a harder worker. Instead, it may mean that they've mastered certain time-saving skills and habits that you haven't-until now. From prioritizing your workload to learning which projects don't need to be perfect, read on to discover eight workplace habits that'll boost your productivity and lower your stress levels.

1. They make it a point to take breaks.
   Americans seem to think that constantly working is synonymous with being productive, but unless your brain is functioning at its maximum level, you may not be getting as much work done as you think. "[Taking breaks] is like hitting the reset button. It helps you empty out your 'brain cache' so you have room to refill it," says Christine Hohlbaum, author of The Power of Slow: 101 Ways to Save Time in Our 24/7 World. First and foremost, she recommends taking lunch every day-and leaving your desk to do it. "When you have a 'working lunch,' it's just not very efficient. At some point you're going to lose attention," she says. Ultimately, eating while you work will cause you to suffer on two fronts: you won't be able to pay attention to your food-a surefire way to overeat-and you won't be giving your work the proper attention it deserves. In addition to a "real" lunch break, Hohlbaum suggests allotting time for other breaks as well. She recommends taking five minutes in the morning, before starting work, and at least a 10- to 15-minute break in the afternoon. Whether you take a short walk, read a book or stare out of the window with a cup of tea, it'll help you recharge and improve your overall productivity. "It's really important to take time off because otherwise your brain will reach a saturation point," Hohlbaum says, explaining that when this happens, it becomes hard to focus on even the simplest task. "At that point, you need to push away from your computer and take a break."
    
2. They start their day off on the right foot.
   According to a recent study at the Fisher College of Business at Ohio State University, if an employee is in a bad mood when they arrive at work-whether because of familial problems or a stressful commute-it can decrease their productivity by as much as 10% that day. So unless you come in to the office every day in a great mood (and who does?), start your day with 5 to 10 minutes of time dedicated to decompressing. "Create a ritual. Maybe it's meeting in the coffee break room or going around the office to greet everyone. It doesn't matter what you do, as long as you foster a sense of connection [with your coworkers]," Says Holhbaum. "Swinging by to say 'hi' to your colleagues when you walk in gives you a sense of focus. When you feel you're part of a bigger effort, you feel more connected to why you're there and that can make all the difference in the world." Re-focusing your mind at the beginning of the day will also create a sense of calm, helping you to disregard outside stressors and zero in on your daily tasks. "If we're actually able to start the day centered, then we'll have a longer tolerance period before we get off track," Holhbaum says.
    
3. They make mindful food choices.
   You are what you eat, and eating a heavy mid-day meal will often make you feel lethargic for the rest of the afternoon. "Consider what you're eating at lunch. If you're having that post-pasta slump at 2 p.m., and need java or cookies to pep back up, maybe you should try a salad or something a bit lighter so you won't lag," suggests Hohlbaum. The key is keeping your blood sugar levels steady throughout the day, according to Kari Kooi, RD, corporate wellness dietician at The Methodist Hospital in Houston, who recommends three light meals and two snacks at regular intervals. "Heavy meals can make you feel sluggish because they require more energy to digest," Kooi says. "[A quality lunch] will consist of a fiber-rich carbohydrate, like water-rich veggies, and a lean protein, like chicken or fish," she says. And what does Kooi suggest you avoid? "A highly processed meal, like some of the frozen meals in the grocery store, will not give you the sustainable energy you need. The less processed the better when it comes to keeping your energy levels up." When you hit that midday slump, Kooi suggests going for proteins like mixed nuts and fruit instead of the usual energy-zapping pretzels, cookies or candy, which cause your blood sugar levels to spike and then drop and may even make you hungrier, according to Kooi.
    
4. They keep a flexible to-do list.
   Making a daily list of to-dos is a great way to stay on top of your work. However, there is one pitfall-it can make you inflexible. "A lot of people feel their day's been wrecked if they have to change their plan, but the most effective people understand that's part of the job," says Vicki Milazzo, author of Wicked Success Is Inside Every Woman. "I always start my day with a plan, but by 9 a.m. I've busted that plan." However, according to Paula Rizzo, a master list-maker and founder of ListProducer.com, it's important to keep some form of a to-do list, no matter how much your day changes. For example, Rizzo begins her days with a master list, which she continually updates throughout the course of the day to note the items that haven't been done or to add tasks as they crop up. Before leaving work, Rizzo will make a fresh list for the next day. The key, she says, is referencing the changing list throughout the day to keep herself on course. "Just putting a little extra work into it will keep you on track."
    
5. They use technology with intent.
   In today's 24/7 all-access world, it's hard to get a handle on technology use. While it's impossible to avoid it altogether, you can be disciplined about how much time you spend perusing the Web. Set aside a specific time, say 15 minutes after lunch, to scroll through your social networking sites or other favorite websites-and stick to it. Or try something like Google Chrome's website blocker, which allows you to set restrictions to your online time by either totally blocking your favorite websites or just restricting the timeframes within which you are allowed to check them. In addition to surfing the Internet, it's important to watch your email habits. Whether you give yourself 15 to 30 minutes at a set time each day to check your personal email, or you allow yourself brief intervals between tasks, Holhbaum says the key is to be very mindful of the time you're spending checking your non-work inbox. "Have a very clear distinction between what's personal and what's work. If that's a part of your 'OK I need to zone out for a little bit' time, that's fine. But you need to be clear and be mindful of what you're doing." Even work-related emails can become a distraction if not properly managed. Ask yourself if email is the best method of communication, or if you're better off calling the person. "Sending 100 emails isn't [always] going to be the most productive thing. And as we know, emails beget emails. They're like little rabbits," Hohlbaum jokes. "If it's a one-way communication, for example forwarding an airplane itinerary, you don't need to have any answer [so email works]. But if you want detail or you know the person won't respond right away by email, pick up the phone," she says.
    
6. They balance their workload.
   Different tasks require different levels of concentration, which you can use to your advantage. Start by identifying-and placing-the tasks you have into two categories: weeds and intensive work. Weeds are small, manageable things such as handling email, phone calls and minor organizational tasks. Intensive work is anything that requires an extended period of concentration, such as management tasks, preparing presentations, writing or editing. "Miscellaneous routine tasks are like weeds in your garden; we all have them, and no matter how often we try to get rid of them, they never go away," says Milazzo. "Yet they do have to be handled, and pulling a few weeds can provide a restorative break from more intensive work." Milazzo recommends splitting up long sessions of intensive work with regular 15- to 30-minute intervals of weed pulling. This way, you'll accomplish a variety of tasks while not burning out on one type of work.
    
7. They put perfectionism in its place.
   While turning in perfect work has been encouraged since kindergarten, that attitude can be counterproductive if it's not managed. It's important to pick your battles. "Women, by nature, are somewhat perfectionist," says Milazzo. "So we need to distinguish what requires perfectionism," she says. Of course you want to put your best foot forward in all situations, but if you're strapped for time, prioritize. If, for example, you're writing an informal memo or email to a co-worker, give it a quick look and spell-check it, but resist the urge to re-read it three times over. If, on the other hand, you're creating a brochure for your company or preparing an important presentation, then that's the time to put all of your perfectionist tendencies to good use.
    
8. They know how to say "no."
   It's easy to get distracted or overwhelmed at work. But one of the secrets of highly productive people is that they learn when and how to say "no." For starters, say "no" to whiners, complainers and distracting people. One way to do that, according to Rizzo, is by wearing headphones. "That sends the message that you're busy and it drowns out the noise as well," she says. When it comes time to say "no" to the boss, tread lightly but firmly. You don't have to spell out n-o per se; rather, ask her to prioritize what's most important given what's on your plate. "When an employee does that, the boss usually comes to their senses and they get it," Milazzo says. "You don't want to make your boss the enemy; you want your boss to know you're there for the company, and that you're there for them. If they know that, they're more likely to listen to what you say."

This post has been brought to you by The Ultimate Estate Planner, Inc., providing practical, tested and proven technical and marketing products to help estate planning professionals throughout the country build their practices.  Connect with us on Facebook, Twitter or LinkedIn.

Source: WomansDay.com by Alexandra Gekas
Photo Credit: Thinkstock

Kristina Schneider here.  I am currently the Executive Director for The Ultimate Estate Planner, Inc.  However, I used to be President and Estate Planning Attorney, Philip Kavesh’s, full-time Executive Assistant with respect to his law firm, Kavesh, Minor & Otis, Inc.  So, I’m very aware of and experienced in the types of duties involved in being an assistant to a busy professional.  I take pride in being able to say that I’ve been with Phil for almost 8 years now, which is longer than just about any other assistant that he’s had over the past 30+ years of practice.  That being said, I am providing to you 4 simple tips to having a better working relationship between assistants and advisors.  These principles and tips can be applied to any assistant for any type of professional, whether you’re an assistant to an attorney, financial advisor, life insurance agent or any other professional outside of the estate planning community.

Assistant Tip #1: Block Off Regular Times with Your Assistant (and Other Key Staff!)

One of the ways that we have tackled all of the multiple deadlines and tasks that we have on our plate every day is by making sure that Phil has a regularly scheduled time to meet with his assistants (literally scheduled appointments on his calendar).  In addition to his assistants, he also does this for other key staff members in his firm, such as his associate attorneys, Director of Marketing, bookkeeper, office manager, etc. - - basically, anyone that may require his time for advice, answers, direction or otherwise.

In fact, Phil has blocked off an entire day each week to do this.

The reason this is so effective is that it provides him 4 other virtually interruption-free days to work.  Daily staff meetings can take up a lot of time, especially those “impromptu” meetings that are not on the calendar.  On Mondays, all of the staff members that have meetings with Phil are expected to come to the meeting well-prepared with a list or agenda of the matters for which they require Phil’s time and attention.  This has allowed us, as staff, to learn how to prioritize our work and to put off any non-urgent, non-important items for our scheduled weekly meeting time with him.

Not only does having a scheduled meeting time allow for Phil to be more efficient, but it allows us, the staff, to be more efficient as well. 

Trust me, coming from the perspective of an assistant to a busy professional, we need to meet with you.  There are issues and matters that come up that simply require your attention.  Having a set meeting time each week (and for some busier professionals, it may require an interim meeting with certain staff) allows your assistant and staff members to be reassured that they will have an opportunity to meet with you and get the time that their job requires of you in order for them to effectively perform their job duties.  This structure also results in your staff learning to handle more minor matters by themselves, thereby empowering them to become better decision-makers and more productive.  Additionally, Phil defers any non-urgent and non-important items to the weekly meeting as well, which has decreased the number of times he interrupts his own staff.  It’s a win-win for everybody!

I know that some of you may be thinking that this tip seems like an obvious one, but I have spoken to several assistants and even some attorneys and advisors and know that many do not have regularly scheduled meetings together.   By “regularly scheduled” I mean you never violate this blocked time by taking other appointments or doing other work!  So, if you don’t do so already, sit down with your assistant and key staff members and schedule a specific time to meet with them on a regular basis (either once a week or even twice, if necessary).  Once you do so, I guarantee you that you will begin to find you and your staff members working much more efficiently and effectively together - - allowing you to do more of the things you love to do!

Assistant Tip #2: Remember to Use CPR—It Just Might Save Your Life!

One of the most overlooked (or possibly unknown) techniques that most busy, successful executives and their administrative staff use is what I like to call “CPR”.  No, I’m not talking about the medical emergency procedure that can save someone’s life in a life-threatening situation.  What I’m talking about is a simple, yet effective, technique that can and should be used each and every single day—Clean, Plan and Relax.

Sounds pretty simple and obvious, right?  Let’s go into more detail about what this technique entails.

Clean – Some people may say, “Oh, my work area may look messy and disorganized, but I know where everything is and it hasn’t impacted me or my business at all!”  This may be true and I understand that we all have different habits when it comes to the organization of our desks and offices (and our lives!), but it is important to realize what kind of impact having a cluttered office or desk can indirectly have on you. 

First and foremost, if you’re a busy executive, it may make your clients (as well as your employees) a bit uneasy.  You can be on the ball with everything you do, but your office and desk will say a lot about you (even if you don’t think it does or you don’t want it to).  It can take away from your credibility as a professional who is capable of handling important matters such as one’s legal and financial matters.  For assistants, it may make your boss and coworkers a bit uneasy about entrusting you to handle certain tasks.

And, for both assistants and executives, it also affects you indirectly by how it can impact you subconsciously while you’re at the office. 

Picture it…you’re an assistant to a busy professional.  You wake up a few minutes late and are rushed to get ready for work, caught in traffic while on your way to the office (maybe we feel this more—we’re in LA!), and you rush up to your office, open the door and what do you see?  Papers strewn all over the desk, folders, files and mail all over the place.  Pens, paperclips, and an empty water bottle (lord knows how long that’s been there!).  A notepad with your quick scribbles all over it with things you need to do, some done, some not, some crossed off, some not.  Now, you turn on your computer, you’ve got clutter on your desktop, in your e-mail inbox, all your electronic files scattered everywhere.  What kind of impact do you think that will have on you?  Are you calm, cool and collected?  Or, do you feel more frazzled?

And now, picture this.  Same scenario—with the rushing to get ready and the traffic to get to the office—but now, picture walking into an office with a clean desk.  A desk with a small stack of folders and paperwork, with a notepad on top marked “To Do List” with today’s date.  Pens, paperclips and supplies in cups and organizers where they belong and a computer with folders, files and an e-mail inbox that is arranged so that it is easy to find what you need, when you need it.  How does that change how you feel about your day?  How does that impact what you do when you first get in?  Are you spending time sorting through the piles or getting right to the first thing on your “To Do” list?  And, thus, how does this scenario change how productive you will be?

We’ve said it before, we’ll say it again.  An organized, efficient, “A+” assistant best supports an efficient and successful professional.

Plan – Remember that “To Do List” we referenced in the above scenario?  That to do list and its creation and implementation is what is what I call “Plan”. 

After you’ve had an opportunity to clear your desk and organize yourself, the next step is to Plan.  This involves reviewing your notes, sifting through the paperwork and going over your calendar to determine a game plan for the next day.  In the process of putting together the items that you need to do for the next day, it would make sense to prioritize each task.  Essentially, you are creating a road map for when you walk in the door, you know what things come first, second and third.  And, if you’re an assistant to any busy executive, I know there’s always that unpredictable “Other Tasks as Assigned” item (handed to you in haste!) that comes up each and every day.  At least with a game plan in your pocket, you can take on those unplanned tasks and still make sure that you do not let any of the important tasks you had to complete slip through the cracks - - or at least let your boss know what may fall through if you switch gears, and let him or her “make the call”!

Along with creating a to do list at the end of each day, it is highly recommended that at the end of the workweek you even look further ahead and plan a general list of things that have to get done the following week.  This is a great reference point for when you’re creating your daily to do lists.

Relax – Last, but certainly not least, we are at the final component of this wonderful technique and probably the most enjoyable (that’s for sure!).  And, that is…Relax! 

Once you have been able to train yourself and develop this technique as habit, you will find that you are able to leave the office feeling relaxed, renewed and ready for the next day.  What a wonderful feeling that is - - to leave looking at a tidy and organized work area!

This CPR does not take very long to pick up or implement each day, although for some of you, the initial “clean up” and office and desk organization may take a little more time.  But, it’s like what mothers always tell their children about cleaning up their room, “After you’ve done it once, it’s just about maintaining!”  Same concept here.  Once you have taken the initial step to organize and de-clutter your desk and your office, then it’s just about maintaining from there.  Maintaining is so much easier, too!

Trust me, as someone who by late afternoon often doesn’t know where her to do list begins or where it ends, taking the final 10 minutes or so of the day to clear off the paperwork on my desk, organize anything I may need into folders and neat piles, and putting together my to do list for the next day—it’s the best 10 minutes you will ever spend throughout your day and you will begin to see its effects immediately.  You will feel better about your day when you leave the office.  You will feel better about coming in to work.  You will be a better assistant and all of those around you will begin to benefit from your organization, efficiency and, probably most importantly, your confidence!

So, that’s it!  Seems simple, but it is often underestimated and overlooked.  Next time you are struggling to keep your “head above water”, just remember to use CPR!

Assistant Tip #3: 5 Ways to Get Yourself Electronically Organized and Be More Efficient Throughout Your Day

Staying organized with your paperwork, your desk or office space and your To Do List is still probably only half of what’s involved to completely stay organized throughout your day.

How should your boss - - like most busy professionals - - spend much of his or her day?  Hopefully, as an advisor, in front of a client.  Phil has always said that if the advisor is not in front of a client, they’re not making any money.  But, what about you, as an assistant?  Where do you spend most of your day?  I would venture to say that most assistants spend probably a good 75-80% (or more) of their day in front of a computer.

So, that brings us to an important question.  How “electronically organized” are you?

While the running joke amongst my friends, family and co-workers is that I have some OCD tendencies about my level of organization, I must give credit to this attention to detail and organization (both in “real life” and electronically) as the reason I am able to juggle as much as I do.  I took a course on how to manage priorities and deadlines, "Managing Multiple Priorities, Projects & Deadlines" by Fred Pryor Seminars.  It was very informative and, in this course, I learned that one of the biggest time-wasters for people in the workplace is losing and looking for things.  How much time have you spent this week looking for something?  How about today?  Hopefully, not too much.  But, if you have ever spent more than a couple of minutes looking for something, the disruption to your work and efficiency is huge by the end of the day.  That’s why it may be high time for you to spend some time organizing yourself.

I’d like to present to you some helpful ways to organize yourself electronically.  This could be helpful to busy executives, too!  (That means you, boss!)

Clear Your Inbox.  When I come in the office each day, I open up Microsoft Outlook to find nothing there until I hit that “SEND/RECEIVE” button.  It’s my way of making sure that anything that comes into my inbox is new and unread.  I am aware that unread messages are bolded, but in Tip #1, I talked about what a cluttered desk can do to one’s psyche.  Imagine what hundreds, if not thousands, of e-mails in your inbox (your e-desk, if you will) does to one’s psyche.  (I’m sure your IT guy would love you too, because you won’t get that message that says you’ve reached your mailbox capacity, either!). 

So, what do you do with all those e-mails?  Delete them?  It depends.  I’m a believer that you may never know when you may need a particular e-mail at any given point.  This is why Outlook has created such a wonderful thing called “Folders”!  I create larger categories, as you will see below.

I assist Phil on issues that relate to his law firm, Kavesh, Minor & Otis (“KMO”), as well as with The Ultimate Estate Planner, Inc. (“UEP”).  Additionally, I assist Phil in monitoring his e-mail (which includes his list serve subscriptions).  I keep these folders all separated, as it helps me find things immediately when I need it.  As you can tell from the image above, those folders then have sub-folders.  Those sub-folders will be even more specific to allow me the easiest way to find an old e-mail.  What’s great is that those e-mails are always there and won’t need to be pulled up from the Archives, if you have to go searching for them.

Set Up Rules for Your E-mail.  As mentioned above, I have separate folders for the various e-mail that I monitor, which includes Phil’s subscriptions to multiple list serves.  I am able to do this by setting up Rules inside Microsoft Outlook.  I only do this for the purpose of separating out the type of e-mail (KMO e-mails versus UEP e-mails, my e-mails from Phil’s e-mails and Phil’s list serve e-mails).  I do not recommend that you use the Rules feature for any and all kinds of e-mails.  That will just result in more work later on and tens to hundreds of different folders you will have to monitor to check for new e-mail.  This is just to segregate large stuff. 

To setup Rules for your e-mail in Microsoft Outlook, go to Tools and select “Rules and Alerts”.  A menu will pop up that will allow you to create, edit, delete and manage your Outlook e-mail Rules.

You will be able to then set the parameters of the rule, which can be based on where the e-mail was sent, who sent the e-mail, what the subject includes, and then what you want Outlook to do with the e-mail.  For the purpose I am recommending, you will set the rule to “Move it to a specified folder” and then you will want to specify which folder you want the e-mail to be moved to.  Voila!  No more list serve e-mails cluttering your inbox and, if you’re like me and you monitor multiple e-mail addresses, there’s no confusion about whom the e-mail was intended for.

Clear Your Computer Desktop.  One of my hugest pet peeves is having a ton of icons on the computer desktop.  Again, going back to what clutter does to the psyche - - the cleaner and simpler you can keep things, the better.  Have you ever saved something to your computer or your desktop and spent far too much time trying to find it?  It’s very simple.  Just like my advice in the past about keeping your office and desk organized, keep your computer desktop clean too.  Some of you may be thinking, “But, it makes it so easy to have everything available at my fingertips.  I don’t want to have to go looking all throughout my computer to find a program or folder.”  Not a problem.  It’s very simple, actually.  Just start utilizing the “Quick Launch” toolbar at the bottom of your screen.

Simply right click on your toolbar at the bottom, go to “Toolbars” and select “Quick Launch”.  You may already have it checked, which means you already have it.  But, now is the time to put the applications and folders on the toolbar that you want to be able to access quickly. 

Here's what I have.

(click to enlarge)

I keep the “Show Desktop” button on, which minimizes all windows when you need to easily access your desktop.  I keep my Internet Explorer button handy for accessing internet, along with the various folders and drives that I may access frequently.  Then, I have all of the other programs and applications available on the drop down (when you click the >> arrows).

Other than my Recycle Bin, the only other thing that I have on my desktop is a folder I call my “Current Works in Process” folder, which has shortcuts and documents that I want to quickly access and includes items I’m working on currently.

Folders, folders, folders.  Aside from e-mail, there’s another place on your computer that you may also need an e-filing system of some kind and that’s either on your computer directory (My Documents) or, for some, may even be on a centralized server setup for your office.  Just like keeping a tidy desk, a tidy computer desktop and a tidy Outlook inbox, keeping your electronic files tidy and organized is also equally as important.

I assist Phil with tasks related to his law firm, to The Ultimate Estate Planner, Inc., as well as some personal items.  Therefore, I have three separate main folders: KMO (for his law firm), UEP (for Ultimate Estate Planner) and PJK (for Phil).  This keeps these items separate.  Depending on whether I have a letter, document, contract or some other electronic file I may have to file away, I determine whether it’s related to these.  This makes locating files much easier.  And, of course, like with the Outlook folders, each of these main folders has sub-folders that categorize them in even further detail (including by year for some). 

Honestly, whatever works for you is best, but just keep in mind that the more you can categorize and be detailed in how you name files and file away electronic files, the easier it will be to find things.  Think about it - - would you rather sort through 100 folders, which then each contain 10 sub-folders with 5 appropriately filed documents, or sort through one large folder with 5,000 files?

Naming Files.  And, of course, the previous brings me to this final tip, which is the “science” of naming electronic files.  I am teased at times for having extensively long file names, but my system has yet to fail me.  I will use brief (2-3 word) descriptions, event names, revision dates and whatever else that may be useful to help identify what a document contains.  This helps in organizing and determining if certain versions you have are older, as well as preventing you from having to open up each document to identify what they are.  Combining very carefully thought out file naming with file folder organization is really a match made in heaven for any assistant, as well as any busy executive!

I know that these tips may seem like common sense, but after years of assistant experience and working with different people, I can honestly say that while it may seem “common”, it’s not commonly practiced.

Even implementing just one or two of these tips will make any assistant (and executive) more efficient and is a huge step towards becoming more “electronically organized”.  Keep in mind, when an assistant becomes more efficient, it frees up her or his time to do the types of truly important tasks that can really benefit a busy executive.  And, the same goes for executives and their level of productivity!  So, what are you waiting for?  Clean up that computer desktop, clear out that inbox, start utilizing folders and create easily identifiable e-file names.  You will be glad you did!

Assistant Tip #4: The 4 "D's" of Being a Better Assistant (and More Efficient Executive, too!)

Whether you’re a busy executive or the assistant to a busy executive, you know the feeling of having far too many things to do in a day than hours available, right?  There are a lot of different tips and ways that you can handle such a workload.  One such technique of determining how to handle a heavy workload is something that Phil actually taught to me.  It’s the 3 “D’s”: Do It, Delegate It, or Destroy It!

Start by looking at your To Do List - - which I hope all of you have, because if you’re not, that’s a whole other story for developing habits for efficiency and organization (see Assistant Tip #1).  It’s important to list your tasks in a To Do List, so you can then determine where each task falls under the 3 “D’s” below. 

DO it.  The first of the 3 “D’s” is DO it.  There are some tasks that you, and only you, can do.  These tasks are the ones you determine need to stay on the To Do List and, from there, you can prioritize which ones need to be done in what order.

DELEGATE it.  The second “D” is DELEGATE it.  This is one that most people struggle with, especially those Type A personalities and perfectionists.  It really involves a lot of trust in others and was definitely an area that I personally struggled with.  I felt like I couldn’t delegate a certain task somewhere else because it might not get done right or I know how Phil would like to have that done and the time and extra work involved to train and supervise someone else to do it would not be worth it, so I should just do it.  That mentality really started to affect my level of efficiency, because now I was unable to complete certain things because of a lack of time or other priority projects repeatedly bumping them. 

Ultimately, I had to determine that nobody would ever be able to learn how to do certain tasks and allow me an opportunity to delegate unless I started to give up some of the control and started trusting others to take on those tasks that could be delegated away.  As a result, we were able to free up my time to do the things that I do need to do and, frankly, that I enjoy doing (like blog writing and interacting with attorneys and advisors on a daily basis!). 

Start by delegating some relatively simple tasks that you ordinarily take on, if there are others in your office that could be doing them instead.  For example, there can be some downtime for your receptionist between answering phone calls and assisting clients, which is great for doing certain tasks like sending out letters or putting together manuals. 

Delegating some more complex tasks may take a leap of faith, but you may be pleasantly surprised to find what others can take on when empowered to do so.  In fact, don’t tell Phil I told you this, but it took him some time to realize that I was capable of writing.  He started to build up a level of trust in me in the area of writing and has since allowed me the opportunity to assist him in doing initial drafts of correspondence, proposals and contracts and has now entrusted me to post blog entries (for UEP and his law firm), modify both company’s websites, create monthly newsletters for the law firm, and even draft some of the marketing pieces!  (Thank you, Phil!)

Whether the task is simple or requires some training and supervision, once you learn to build up that trust and feel comfortable to delegate tasks to others, you will find that a lot more can get done.  What’s that lovely saying?  You can do more in teams than as an individual?  Something like that.

You probably won’t be able to jump in the pool right away, but you will need to dip that first foot (and, if you’re like me, maybe it’ll just be that first toe!) into the water! 

DESTROY it.  Last, but certainly not least, my favorite of the 3 “D’s” is DESTROY it.  This is one of those where if you can use it and simply “destroy” a task, it’s great.  However, unfortunately, not all tasks that are on our plate are capable of being “destroyed”.  But, destroying tasks is necessary when you have far too much on your plate and you must weigh the benefits versus the cost to take on such a task (and, remember, your time is money too!).  It’s okay to decide not to do things!  If you can’t “destroy” a task, then at the very least, you may determine it necessary to DELAY it until other tasks that are more important are completed.  And, that may also allow you an opportunity to delegate as well! 

So, the next time you feel overloaded with things to do, go through your To Do List and determine what tasks you can DESTROY (or, at the very least, delay), DELEGATE to someone else, and the ones that you will have to DO.  Better yet, make this determination immediately when items come to you and get placed on your To Do List!  I’m sure once you master this, you will free yourself up so that you’re starting to do the tasks that you need to do, and hopefully the ones that you enjoy, too!

Well, that’s it for the tips to being a more efficient assistant.  I hope that you found these tips helpful and since it’s usually the busy professionals reading our blogs and e-mails, you might want to be sure to pass along this blog entry to your assistant!  If you’re interested in having me personally come in and consult with your assistant and even train him or her on some of the concepts mentioned in this blog entry, please feel free to contact me directly and I can give you more information about what services we have available. 

ABOUT THE AUTHOR.  Kristina Schneider has been with The Ultimate Estate Planner, Inc. since July 2004, providing administrative support to Mr. Kavesh, along with sales and customer service support for clients and prospective clients. Kristina was originally brought on to coordinate and facilitate all of the "Missing Link" Boot Camps and served as Phil's Executive Assistant at the Law Firm of Kavesh, Minor & Otis for over 7 years.  Kristina currently assists both companies with marketing, including e-mail newsletters, blogs, and the company websites.  Through Kristina’s direct hands-on experience in Phil's law firm, Kristina has been able to assist numerous professionals - - and equally as important, their staff - - in the successful implementation of Phil's products and systems.  Kristina graduated with a Bachelor's of Science Degree in Business Administration from Pepperdine University in 2004.   She currently resides in Los Angeles and, in her spare time, enjoys playing club basketball, reading and writing, including assisting various companies with their blogs.  She is a big hockey fan (thanks to Phil) and enjoys cheering on the Los Angeles Kings.

This post has been brought to you by The Ultimate Estate Planner, Inc., providing practical, tested and proven technical and marketing products to help estate planning professionals throughout the country build their practices.  Connect with us on Facebook, Twitter or LinkedIn.

We found this great article in Forbes to help those that may be trying to find ways to motivate employees without simply increasing salary.  While most people today are grateful to even have a job, it still can be difficult to motivate and encourage employees when many companies are on hiring or salary freezes. 

This article goes over 8 ways to motivate your employees without breaking open your wallet.

1. Energize your team. Instead of being the type of leader who sucks the energy away from others, resolve to be the kind of leader who strives to bring passion and positive energy to the workplace every day. Your employees have just helped you pull your company through one of the nation’s worst economic periods. It’s time they had a source of positive energy.
2. There’s more to life than work. Great leaders have deep reserves of physical, spiritual, and emotional energy, and that energy is usually fueled by a strong and supportive relationship with the people they love, regular exercise, a healthy lifestyle, and setting aside time for reflection.
3. Put your people first. No organization is better than the people who run it. The fact is that you are in the people business—the business of hiring, training, and managing people to deliver the product or service you provide. If the people are the engine of your success, to be a great leader you need to attend to your people with a laser-like focus.
4. Act with integrity. In a time when news reports are filled with the stories of private and public leaders who’ve acted inappropriately and have gone against the best interests of their employees or constituents, showing your employees that you value integrity can help motivate them and create a sense of pride for your organization.
5. Be a great communicator. Leadership is influencing others, and this cannot be achieved without effective communication. If you’re struggling with communicating to your employees, first work on your ability to influence individuals by choosing words that are impactful to carry your message. Then you need to figure out how to communicate to a larger audience.
6. Be a great listener. The most effective leaders are the ones who take the time to listen not just to their team members’ words but to the priceless hidden meaning beneath them. Remember that during good times and bad, sometimes your employees just need someone to talk to. Communicate to them that you are always waiting with open ears.
7. Be a problem solver. Post a sign above your office door that reads, “Don’t Bring Me Problems. Bring Me Solutions.” Then set about the task of guiding each person on your team toward the goal of becoming a top-notch problem solver during this crucial period.
8. Lead through experience and competence, not through title or position. Mentor your employees, encourage them, make partners out of them, and your organization is sure to benefit. If you want to survive the tough economy, that’s exactly the kind of leadership motif you need for your organization.

Many people will find these intangible perks to their job to be comparable to salary increases!

This post has been brought to you by The Ultimate Estate Planner, Inc., providing practical, tested and proven technical and marketing products to help estate planning professionals throughout the country build their practices.  Connect with us on Facebook, Twitter or LinkedIn.

Photo Credit: employeesworld.com