F/U

I finally figured out my assistant meant follow up ...

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When you need it later: The Bring-Forward System

My boss likes me to keep him organized and the way I do that is to have a system to bring forward items, which I then bring to his attention when he needs to see it. The system I use is quite simple and has been around for a long time. They taught this system when I was in highschool and it is still being taught and used by many assistants today because it works! Tried and True Method: I set up 12 hanging file folders labelled January through to December. If my boss is going on a business trip in April for instance, I put his ticket, passport (if necessary) and any material he will need for his trip in the April folder, with a bf date on it i.e. April 6. If there are forms that need to filled in and it has a due date in June, I put those forms in the June folder with a bf date on it for a week before it is due. Each day before I leave for the day, I go through the appropriate hanging folder and look through it for any items my boss will need the next day. I then put the items in a two-...
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Viewing Gridlines in a Table in Word

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When I create a table in Word I like to see the gridlines (the faint lines that tell you there is a line there, but if you print the document you won't see any lines).  I like this especially for minute taking as I use a minute template with tables.  I prefer creating it this way because I don't want to be fussing with formatting while in a meeting.  The end product will look like it is one area on the document, but really it is many rows of cells.  By doing this it makes it easy to jump from cell to cell.  Setting the gridlines is done by clicking on the View Gridlines button under the Layout Tab, which is in the Table area (located at the bottom on the ribbon).  See screenshot below: This is a toggle button so once you set it, it will be on for all your documents, which is what you probably want if you like this feature.  To take it off you just click on it and then it will return to having no gridlines. I go through this every time I chang...
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Minute-Taking Coach

I am one of those rare birds who actually enjoys taking minutes, although I avoided taking them for years.  I wouldn't apply for a job if I saw that minute taking was a requirement and if an employer ever suggested it, I threatened I would quit.  However, when I finally decided to try it, I found I really liked it.  I enjoy the preparation leading up to the meeting, the actual taking of the minutes and the follow up afterwards.  I particularly like senior executive meetings. So how did I get into it?  In 2007, I started this blog and wrote articles on various subjects of interest to an administrative assistant.  I had never written on minute taking though and knew that was probably something people would want to hear about.  So I bugged and bugged a friend of mine who was a Senior Executive Assistant and experienced minute taker to explain it all to me.  After listening to her, I realized that once I knew th...
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