AN ADMINISTRATIVE PROFFESSIONAL AS A COACH A PRESENTATION TO NASAP A Leadership and Management Program PRESENTER MRS VICTORIA KADDU DIRECTOR HUMAN RESOURCE PARLIAMENTARY COMMISSION 27 th SEPTEMBER 2014

The biggest mistake that you can make is to believe that you are working for somebody else…The driving force of a career must come from the individual. Remember: Jobs are owned by the company, you own your career! – Earl Nightingale, Motivational Speaker -

Who is an Administrative Professional The IAAP defines administrative professionals or professional administrators as individuals who are responsible for administrative tasks and coordination of information in support of an office related environment and who are dedicated to furthering their personal and professional growth in their chosen profession.

If you are a professional you must be Specialized Skilled Proficient Qualified Productively engaged Equipped with specific skills & knowledge in your field Rigorous moral and ethical obligations A member of a recognised proffessional association

You must be guided by Professional standards Code of conduct and ethics Bench marks Best practices Connected to affiliated national and International bodies Certified in areas of professionalism

How to connect with people in your area Eliminate personal distractors such as; time wasters, gossip, Expand your range of expression by reading and exploring, Move with a sense of purpose; watch your poise, outlook, dress code, conduct behavior and character

“It is not the strongest or most intelligent who will survive but those who can best manage change” - Charles Darwin The work place has changed and we need to keep up with the pace recognize that we are dealing with a new generation, new ideas, new technology e.t.c? It will take much more to keep up and engage with the rest at your work place to be recognized as a profession and impact the organization in effect they will feel your coaching skills

Watch out What we say accounts for only 7% of what is believed? The way we say it accounts for 38% What others see accounts for 55%

Continued…. Maintain an open posture, not closed in and un approachable Pay attention to your surroundings, things have changed and are moving you may be the only one remaining static “We cannot become what we need by remaining what we are” …. John Maxwell…

Staying on top Your skill, Qualifications, abilities and competencies are required to keep you abreast with the changing world in order to meet expectations from your clients You are called to equip your self accordingly depending on the place of deployment Legal, medical, ICT, HR, Engineering, You can take on short programs to inform and educate you in order to work better in that organization Administrative skills will vary among different industries as well as different geographical locations.

Your role as a professional administrator must be seen in a new perspective Three Tips i.You have to give up to go up ii.People won’t go along with you if they can’t get along with you iii.People don’t care how much you know until they know how much you care

The 7 habits of highly effective people By Stephen R. Covey Be proactive- (Take initiative in life) Begin with the end in mind( self discover, clarify values, roles) Put first things first Think win-win ( value & respect) Synergize- (2 heads are better than 1) Seek first to understand than to be understood (empathy) Sharpen the saw ( renew resource, health, energy )

Being the Right Hand of our bosses Identifying and solve problems. This means that you do not wait to take orders, but ask if you could be of any help. Availability and willingness to help with even petty things Giving our bosses the benefit of right “the bosses is always right”. Endeavoring to give your best but also take care of your personal interests. Be dependable, reliable,smart and sharp.

Time as a critical tool Strategic time management that is ; planning and exercising conscious control over the amount of time spent of specific activities. Don’t create impossible situations Make time your friend not your enemy Use time to create success not failure Identify your first priority tasks and do whatever it takes to succeed

SkillsabilitiesBehavioral competencies Strong organization skillsmeeting deadlines. scheduling interpersonal strong computer and keyboarding skills office proceduresbusiness etiquette to juggle numerous taskshandle purchasesTeam builder exceptional communication, both written and oral. a good coachNegotiation, advocacy (soft Skills) IT, Spread sheets and databases discretion with sensitive content and materials electronic and manual record management flexibility

Connecting with others as a technique When you connect with others you position yourself to make the most of your skills and abilities You should be able to identify with people and relate to them in a way that increases your influence with them

An Administrator as a coach The Process of equipping people with the tools, knowledge and opportunities they need to fully develop themselves to be effective in their commitment to themselves, the organization and their work  Build self esteem  Validate understanding  Generate options  Inspire actions  Recognize results

With your Boss What can you do differently not to depict your boss as dis-organized and disorderly Keep 2 diaries and reminders Create systems both electronic and manual Follow through instructions Create easy access to information Create standard templates for making quick responses Be proactive, present the draft if you know it is a reply Be firm and assertive

With your Peers Walk your talk be willing to share professional information Ignorance is no defense, update your self and be on top of things in all areas

A proactive administrative team Checklist An attitude of positive and continuous improvement First-rate interpersonal skills Exceptional customer service skills Superior follow-up skills Improved attention to detail Increased multi-tasking skills Better negotiating skills Strong ability to prioritize assignments and projects

With your Juniors Be kind and Compassionate Exercise humane Don’t hoard information Be a good mentor they are watching you Emotional intelligence Remain on top by proffessionally upgrading on an annual basis

On which side are you?

A young woman went to her mother and told her about her life and how things were so hard for her. She did not know how she was going to make it and wanted to give up. She was tired of fighting and struggling. It seemed that, as one problem was solved, a new one arose. Her mother took her to the kitchen. She filled three pots with water and placed each on a high fire. Soon the pots came to a boil. In the first, she placed carrots, in the second she placed eggs, and in the last she placed ground coffee beans. She let them sit and boil, without saying a word. In about twenty minutes, she turned off the burners. She fished the carrots out and placed them in a bowl. She pulled the eggs out and placed them in a bowl. Then she ladled the coffee out and placed it in a bowl. Turning to her daughter, she asked, “Tell me, what do you see?”

“Carrots, eggs, and coffee,” the young woman replied. The mother brought her closer and asked her to feel the carrots. She did and noted that they were soft. She then asked her to take an egg and break it. After pulling off the shell, she observed the hard-boiled egg. Finally, she asked her to sip the coffee. The daughter smiled as she tasted its rich aroma. The daughter then asked, “What does it mean, mother?” Her mother explained that each of these objects had faced the same adversity – boiling water – but each reacted differently. The carrot went in strong, hard and unrelenting. However, after being subjected to the boiling water, it softened and became weak.

The egg had been fragile. Its thin outer shell had protected its liquid interior. But, after sitting through the boiling water, its inside became hardened! The ground coffee beans were unique, however. After they were in the boiling water, they had changed the water. “ Which are you?” the mother asked her daughter. “When adversity knocks on your door, how do you respond? Are you a carrot, an egg, or a coffee bean?” Think of this: Which am I? Am I the carrot that seems strong but, with pain and adversity, do I wilt and become soft and lose my strength? Am I the egg that starts with a malleable heart, but changes with the heat? Did I have a fluid spirit but, after a death, a breakup, or a financial hardship, does my shell look the same, but on the inside am I bitter and tough with a stiff spirit

and a hardened heart? Or am I like the coffee bean? The bean actually changes the hot water, the very circumstance that brings the pain. When the water gets hot, it releases the fragrance and flavour. If you are like the bean, when things are at their worst, you get better and change the situation around you. When the hours are the darkest and trials are their greatest, do you elevate to another level? How do you handle adversity? So, which are you…a carrot, an egg, or a coffee bean?

THE END Thank you for listening Contacts: