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June 2013 2012-2013 Board of Directors President Anita Stephens Vice President Open Chapter Secretary Diana Capaul

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1 June 2013 2012-2013 Board of Directors President Anita Stephens Vice President Open Chapter Secretary Diana Capaul Chapter Treasurer Terri Rathfelder Membership Committee Chair Martha LaFortune Certification Committee Chair Victoria Siegfried Webmaster Sue Wadkins 2012-2013 Board of Directors President Anita Stephens Vice President Open Chapter Secretary Diana Capaul Chapter Treasurer Terri Rathfelder Membership Committee Chair Martha LaFortune Certification Committee Chair Victoria Siegfried Webmaster Sue Wadkins On April 9 th the Greater Lakes and Lake County Chapters joined forces for the APW Event at the University Center of Lake County in Grayslake. The attendance from both Chapters were fantastic. Thank you to the APW Planning Committee: GLC, Mary, Martha, Susan, & Jennifer and LC, Marilyn, Cristi, Judy & Brenda for all their efforts in making this event a wonderful success! The doors opened at 5:30pm, and we networked until 6pm at which time we all sat down for a delightful dinner. The two Chapters had the chance to get to know the people sitting at their tables by playing an ice breaker game….and everyone enjoyed learning a little bit about each other! We had some wonderful prizes donated for this event. Judy Rooney, Anita Stephens and Mary Christoph were in charge of giving away the prizes. Among the list of prizes were baskets from Hotel Indigo & Doubletree Hilton, books, and monetary gift cards. For our main event, Lauren LoPresti was the guest speaker, and she taught us how to create an individual e-portfolio. We used the Google Site to develop our e-portfolio, where each person could write a customized background and showcase their skills. Everyone appreciated the time Lauren spent with us. We all will benefit from her class! Also, because of Mary Christoph’s efforts, we received recertification approval for the education program for the Greater Lakes Chapter. We had some comments about our event from the Greater Lakes and Lake County Chapter Members that I would like to share with you: I thoroughly enjoyed the event. It was a great time! I wish I could have spent more time perfecting my e-portfolio profile. I really enjoyed the event! I have nothing but positive feedback. I thought putting the two local chapters together was a great idea, and it was fun getting a chance to meet them. The food was very good, the space was nice, the game was entertaining, and the prizes were an extra treat. What else could we want? I thought it was a great event! The food was awesome along with the networking we were able to do. I really liked having both chapters together and would suggest doing it again in the future. Lauren did an excellent job with her presentation. Very well done! I don’t have anything negative to say - I think it was a fun and informative night for all! Greater Lakes Chapter By Jennifer Mickus

2 Upcoming 2013 Chapter Meetings Meetings held at 6pm 3 rd Tuesday of the month University Center of Lake County 1200 University Lane Grayslake, IL 60030 June 18 Retirement & Social Security IAAP will take a recess for the months of July and August. Enjoy your time off! Check out for travel destinations: Shirley Lidskin – June 22 Jennifer Mickus – June 22 Mary Christoph – July 17 Lauren LoPresti – July 16 Elvia Rodriguez – August 7 2 Therese Andrucki – 1 year, June Cynthia Buffano – 1 year, June Diana Capaul – 33 years, June Minerva Guerra – 11 years, Aug Shawaun Harvey – 1 year, June Victoria Siegfried – 8 years, July Adrienne Towles – 12 years, July June 2013 Greater Lakes Chapter

3 3 July 27 – 31, 2013 61 st Illinois Division Annual Meeting Be the One Singular Sensation in your Office!!! Holiday Inn Rolling Meadows, IL June 7 – 9, 2013 R amada Inn & Conference Centre Edmonton, Alberta, Canada October 24 - 26, 2013 CAP & Organizational Management Exam Dates Nov. 2, 2013 May 3, 2014 Nov. 1, 2014 Deadline Dates Aug. 15, 2013 (Aug. 31, 2013, with late fee) Feb. 15, 2014 (Feb. 28, 2014, with late fee) June 2013 Greater Lakes Chapter

4 4 Upcoming Webinars: Start your Year on the Right Note Marie Herman & Lisa Olson, IL Division Cost: Free Access 2010 Study Group May 15-June 12, 2013 Wednesday evenings 7:00-9:00 pm Central time. 5 week on-line course. Space is limited. Cost $50.00 Illinois Division Microsoft Access 2010 Study Group Certification Test Preparation June 2013 Greater Lakes Chapter

5 Behind every executive is an executive assistant who makes business happen. Executive assistants provide high-level administrative support, including preparing reports, handling correspondence and scheduling meetings. As of May 2011, the United States had 952,030 executive secretaries and assistants. The most effective share skills in communication, organization and technology. They also have sound judgment and understand the importance of teamwork. Communication Communication skills are the most important quality for an executive assistant. Assistants who speak and write well help shape a positive image of their company. Assistants write letters, memos and meeting minutes, so they need to know grammar, punctuation and spelling. They also speak with co-workers at all levels of the organization and with members of the public, so they must talk in clear and concise sentences. Executive assistants must listen to the needs of others. Assistants should give complete attention to what people say and ask questions to understand their concerns. Organization The executive assistant’s job is fast-paced, with many responsibilities. It’s essential to stay organized and to manage time and workspace. An executive assistant must keep his executive’s calendar, tracking meetings and activities and scheduling conferences and business travel. Executive assistants also must prepare and organize reports, letters, presentations and other documents. When the executive has conflicting priorities, the executive assistant must balance those duties to make sure key projects meet deadlines Technology Executive assistants work with every conceivable piece of office equipment, from computers to photocopiers to fax machines. They also work with software for word processing, desktop publishing, database management and spreadsheets. Because technology changes constantly, executive assistants must be comfortable adapting to new equipment. Troubleshooting equipment issues is also part of the job for many executive assistants. 5 Executive Assistants works as Partners with their executives to accomplish their goals The Top Five Characteristics to Being a Good Executive Assistant by Jennifer Alyson, Demand Media June 2013 Greater Lakes Chapter

6 Judgment Executive assistants don’t work with much direction, so judgment, or the ability to make sound decisions without supervision, is important. Executive assistants need to anticipate or recognize problems and refer them immediately to the right person for resolution. They also need to understand logic, reasoning, mathematical methods and statistics to determine the strengths and weaknesses of solutions to problems. They must find common threads among unrelated events to draw conclusions about potential issues. Teamwork An executive assistant must understand she’s part of a team that includes her executive and other employees. She must establish and maintain working relationships with staffers at all corporate levels and with clients. Executive assistants who see themselves as partners to their executives have the best shot at improving their skills and advancing on the job. They should collaborate with their executives and work to form and accomplish mutual goals. In the best working relationships, executive assistants and executives see accomplishments as joint efforts. Pay Executive assistants earn more as they gain skills and experience. The median annual wage for executive assistants was $45,580 as of May 2011, according to the U.S. Bureau of Labor Statistics. Executive assistants at the top of their field took home more, with the top 10 percent making $71,020. The best-paying states for executive assistants included New York, with a mean annual wage of $60,310, and New Jersey, at $57,340. References (7) Washoe County School District: The Effective Executive Assistant State of Virginia: Career Guide for Executive Assistant US News & World Report: Executive Assistant: Job Profile & Salary Sacramento County Office of Education: Executive Assistant to the Superintendent Santa Clara Valley Water District: Executive Assistant to the CEO The City of Duluth, Minnesota: Executive Assistant U.S. Bureau of Labor Statistics: Occupational Employment and Wages, May 2011-Executive Secretaries and Executive Administrative Assistants 6 The Top Five Characteristics to Being a Good Executive Assistant (continued) About the Author Jennifer Alyson started writing professionally in 1995. Her work has appeared in the "Chicago Tribune," the "New York Post" and "Where" magazine. She covers business and real estate, but writes about topics ranging from rock-climbing to jewelry design. She holds a Bachelor of Science in journalism from University of Kansas. Photo Credits Jupiterimages/Pixland/Getty Images June 2013 Greater Lakes Chapter

7 10 Things Extraordinary People Say Every Day Want to make a huge difference in someone's life? Here are things you should say every day to your employees, colleagues, family members, friends, and everyone you care about: "Here's what I'm thinking." You're in charge, but that doesn't mean you're smarter, savvier, or more insightful than everyone else. Back up your statements and decisions. Give reasons. Justify with logic, not with position or authority. Though taking the time to explain your decisions opens those decisions up to discussion or criticism, it also opens up your decisions to improvement. Authority can make you "right," but collaboration makes everyone right--and makes everyone pull together. "I was wrong.“ I once came up with what I thought was an awesome plan to improve overall productivity by moving a crew to a different shift on an open production line. The inconvenience to the crew was considerable, but the payoff seemed worth it. On paper, it was perfect. In practice, it wasn't. So, a few weeks later, I met with the crew and said, "I know you didn't think this would work, and you were right. I was wrong. Let's move you back to your original shift.“ I felt terrible. I felt stupid. I was sure I'd lost any respect they had for me. It turns out I was wrong about that, too. Later one employee said, "I didn't really know you, but the fact you were willing to admit you were wrong told me everything I needed to know.“ 7 When you're wrong, say you're wrong. You won't lose respect--you'll gain it. "That was awesome.“ No one gets enough praise. No one. Pick someone--pick anyone--who does or did something well and say, "Wow, that was great how you...“ And feel free to go back in time. Saying "Earlier, I was thinking about how you handled that employee issue last month..." can make just as positive an impact today as it would have then. (It could even make a bigger impact, because it shows you still remember what happened last month, and you still think about it.) Praise is a gift that costs the giver nothing but is priceless to the recipient. Start praising. The people around you will love you for it--and you'll like yourself a little better, too. "You're welcome." Think about a time you gave a gift and the recipient seemed uncomfortable or awkward. Their reaction took away a little of the fun for you, right? The same thing can happen when you are thanked or complimented or praised. Don't spoil the moment or the fun for the other person. The spotlight may make you feel uneasy or insecure, but all you have to do is make eye contact and say, "Thank you." Or make eye contact and say, "You're welcome. I was glad to do it.“ Don't let thanks, congratulations, or praise be all about you. Make it about the other person, too. June 2013 Greater Lakes Chapter

8 8 10 Things Extraordinary People Say Every Day (continued) "Can you help me?“ When you need help, regardless of the type of help you need or the person you need it from, just say, sincerely and humbly, "Can you help me?“ I promise you'll get helpI promise you'll get help. And in the process you'll show vulnerability, respect, and a willingness to listen-- which, by the way, are all qualities of a great leader. And are all qualities of a great friend. "I'm sorry.“ We all make mistakes, so we all have things we need to apologize for: words, actions, omissions, failing to step up, step in, show support... Say you're sorry. But never follow an apology with a disclaimer like "But I was really mad, because..." or "But I did think you were..." or any statement that in any way places even the smallest amount of blame back on the other person. Say you're sorry, say why you're sorry, and take all the blame. No less. No more. Then you both get to make the freshest of fresh starts. "Can you show me?" Advice is temporary; knowledge is forever. Knowing what to do helps, but knowing how or why to do it means everything. When you ask to be taught or shown, several things happen: You implicitly show you respect the person giving the advice; you show you trust his or her experience, skill, and insight; and you get to better assess the value of the advice. Don't just ask for input. Ask to be taught or trained or shown. Then you both win. "Let me give you a hand." Many people see asking for help as a sign of weakness. So, many people hesitate to ask for help. But everyone needs help. Don't just say, "Is there anything I can help you with?" Most people will give you a version of the reflexive "No, I'm just looking" reply to sales clerks and say, "No, I'm all right.“ Be specific. Find something you can help with. Say "I've got a few minutes. Can I help you finish that?" Offer in a way that feels collaborative, not patronizing or gratuitous. Model the behavior you want your employees to display. Then actually roll up your sleeves and help. "I love you." No, not at work, but everywhere you mean it--and every time you feel it. June 2013 Greater Lakes Chapter

9 9 10 Things Extraordinary People Say Every Day (continued) Jeff HadenJeff Haden learned much of what he knows about business and technology as he worked his way up in the manufacturing industry. Everything else he picks up from ghostwriting books for some of the smartest leaders he knows in business. @jeff_hadenghostwriting books@jeff_haden Nothing. Sometimes the best thing to say is nothing. If you're upset, frustrated, or angry, stay quiet. You may think venting will make you feel better, but it never does. That's especially true where your employees are concerned. Results come and go, but feelings are forever. Criticize an employee in a group setting and it will seem like he eventually got over it, but inside, he never will. Before you speak, spend more time considering how employees will think and feel than you do evaluating whether the decision makes objective sense. You can easily recover from a mistake made because of faulty data or inaccurate projections. You'll never recover from the damage you inflict on an employee's self-esteem. Be quiet until you know exactly what to say--and exactly what affect your words will have June 2013 Greater Lakes Chapter

10 10 For more information visit the IAAP website: Welcome to the International Association of Administrative Professionals ® Greater Lakes Chapter GLC June 2013 Greater Lakes Chapter

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