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Virtual Newsletter No 19 - 05 Dec 08



Welcome to the Christmas issue of our virtual newsletter - hope you are all looking forward to the festivities?  This is also our new-look virtual newsletter but with all our regular tips and features still included.  Let us know what you think of the new format. 


The last few months' news  has made interesting reading: the media, HR associations and The Lawyer have been indicating a general tightening of belts, re-deployment of staff and swathes of redundancies.
 
Historically of course, training budgets - especially those for business support staff - are the first to be frozen or withdrawn.  These days, the best support staff are digging themselves in for the duration, ready to emerge when times change.
 
When they do emerge, will you lose them or have you done what you can to retain them?  The best forward-looking firms are aware of this and are providing targeted skills training for their support so they, and the firm, are best placed for the upturn.  And with fewer client deadlines as an excuse, you can at last book them onto that grammar, proactivity or role development course.
 
But it's not all doom and gloom - it is the festive season after all!  Read about what we've been up to over the last couple of months; the results of last issue's Apostrophe Challenge; and our regular tips and features.
 
So sit back and enjoy this issue with your mince pie and mulled wine.  We wish you a very happy Christmas and successful New Year.
 
Des Whitehorn
Training Principal
 


 
 

25 and 26 February 2009 

 
Zee Associates will be providing one of the speakers this year and it promises to be an inspiring event.  Held over two days in Central London, The Lawyer is again hosting this event to offer an exclusive insight to Executive PAs, Senior Legal Secretaries and Executive Assistants from the legal sector wishing to stay at the forefront of their profession.
 
While higher expectations mean greater opportunities, the broadening of job roles and the raising of performance benchmarks have introduce a new set of challenges for today's senior and legal executive support functions.
 
For more information and to reserve a place, please visit Centaur Conferences
 
Alternatively we will happily post you a booking form, just email us your request. 
 


Trends in Training - who's using us
 
Over the last two months our focus has been on helping our clients prepare for the future (as well of course as current specific training needs!) as this selection shows:
 
● Ashurst
Checking it for Sense
● Freeth Cartwright
Working with Support
● Howes Percival                                                                  
Meeting Client Expectations   
● Saffery Champness
Writing it Right!
● Mills & Reeve 
Making the most of Appraisals                                           
● S J Berwin
The Proactive Secretary
● Stephenson Harwood                                                              
Achieving High Performance  
● Thomas Cooper
Adding Extra Gloss


 
 
What else can Business Support do?
 
 "There's a single ladder, and you either go up it or you don't, or you leave".
 
This quote is taken from a recent Lawyer magazine article about employee dissatisfaction among support staff.  
 
But it isn't only support staff in law firms who are in this situation.  And what many support staff fail to see, and firms fail to encourage, is the plethora of other opportunities available to develop the role.
 
It doesn't matter if you're the senior partner of a law firm, the oldest post-boy in the postroom, or a trainee legal secretary.  Whatever job role or career one has, there will ALWAYS be a top to that tree.  And when you've got to the top of your tree you have to make decisions. 
 
So where will Barak Obama go after being the President of the United States?  There's no upward rung on that ladder.  He has to find another ladder to climb.   Where do Senior Partners go to?  Again, they have to find another ladder to climb.
 
The same is true for business support staff: they could find another ladder to climb.  Or, and here's where they have an advantage over some senior partners and presidents: they can stay at the top of their ladder by augmenting the role with additional responsibilities.  Responsibilities that not only provide them with challenges but also add value to their position and to their employers.
 
The difficulty is getting them and their managers to see beyond stereotypes; getting them to think outside the box; and giving them the confidence and skills to go for more of what they want or are capable of.
 
And in this current economic climate  it makes good business sense to motivate and encourage your support to add value in whatever way they can.   Our workshops on developing the role and taking on new responsibilities are exceptionally successful at inspiring support staff to cast their nets wider and add job satisfaction to their list of attributes.  So if you'd like to explore this further, please get in touch - we'd be delighted to help.
 


 




 
Did you know?
 
Unlike BC (before Christ) the abbreviation AD (Anno Domini, "Year of Our Lord" not After Death) is properly placed in front of the year, hence, you get AD 500 rather than 500 AD.



 
The joys of being a Virtual Assistant
by Joanne Harvey
 
Nearly a year ago, I stepped into the role of ‘Virtual Assistant’ and I can honestly say that it has been one of the most enjoyable roles I have undertaken. 
 
I have worked in London and Paris as a Sales and Marketing Manager and after the birth of my son, I decided not to go back to the stress and pressure of a high-flying full time office based job.  But I didn’t want to be a full-time Mum either.
 
My role as a Virtual Assistant sits happily between the two and there is no such thing as a ‘typical’ day.  The key is to have an open mind and remain flexible to your clients’ needs.  One day I will be doing lots of admin and another I will be on the phone selling/marketing a business.  The next I will be preparing travel plans and conferences. 
 
I love the variety of tasks that come with the job, but there are a few key points that I feel are a ‘must’ to excel at it:
• You must be organised and section time/days to work without interruption.
• Get your clients’ needs clearly written down – document formats, diaries and movements, their clients’ specific needs.
• If you don’t know – ASK.  The worst thing you can do is ‘fudge it’, it will make YOU look unprofessional.
• Self motivation is key as you are your own boss and it can be tempting to wander off and do other things – especially when the weather’s nice!
• Be flexible – some weeks will be busier than others. 
• Keep to deadlines.  If you suspect you will have a busy week, pre-empt it by preparing as much as you can the week before.
• Be prepared to work unusual hours.  Some clients have urgent requests now and then and you are more valuable to them if you have a ‘can-do’ attitude.

Whatever role we may have there will always be pros and cons and for me, the positives definitely outweigh the negatives for my choice of lifestyle:
• I am my own boss!   That means I work as much as I want, although there will always be something to be getting on with!  
• Flexible working hours means you don’t spend a fortune on childcare and you fit your work around your family.
• On the other hand, if you don’t put in the hours, you don’t get paid.
• You decide what skills you want to offer and what your week is comprised of.  (No more counting the days until the next weekend/holiday!)
• This can mean some late finishes or weekend work if a client needs your help.
• There's no commuting – I can work where I like as long as I have my laptop!
 
I can’t imagine going back to work in an office now: I think I have enjoyed too much freedom!
 


 
 
Apostrophe Challenge - the results
 
So how did you all get on with the apostrophe challenge we set you?  If you want to check your apostrophes, here are the answers: 
 
1.         Last year's figures show a decrease in sales but it's not too much of a concern as we expect the company to increase its market share as a result of this year's marketing team's efforts.  To be on the safe side the six directors' wives' car insurance will not be renewed by the company.  We have, however,  been given two weeks' notice that the club members' renewal rate has been reduced to £55 for the year.  That's a saving of more than 5%.  It's also worth remembering to renew before the year's end so you avoid the scheme's hidden charges, which would effectively cost you an extra month's worth of benefits.  (13 apostrophes)
 
2.         Now that you have been at the firm for five years you are entitled to six weeks' holiday, however, you will have to give an extra week's notice if you wish to terminate your employment. (2 apostrophes)
 
3.         It is expected that the children's inheritance will not be affected by the trust fund's interpretation.  However, the sisters' house will very likely have to be sold so that they can meet their inheritance tax liabilities. The Revenue's final decision on this will be revealed in the report which is due on the partner's desk in a week's time.  Depending on the report's findings, all of our clients' wills will have to be reviewed.  (8 apostrophes)
 
4.         It's not true that the French live on frogs' legs.  Their chefs' training is so thorough that French cooking is extremely varied and their lorry drivers' tastes are such that transport cafes have excellent menus.  England's standards, especially on motorways, leave much to be desired.  In some people's opinion, years of progress will be needed before our catering can challenge France's. (7 apostrophes)
 
We had oodles of responses and the winner was Prem Senghani of BDO Stoy Hayward LLP.  A beautiful bouquet was sent to Prem at the close of the deadline. 
 
While many of the entries correctly placed the majority of apostrophes it did also highlight the confusion around adding apostrophes to plural words, and possessives.  If you think a grammar or punctuation workshop would be useful (and not just for your support staff!) then we'd be delighted to tailor a session for you.  Just let us know  
 


If you have a colleague who would like to receive our newsletters or Quick Guides, send their details and email address to us at
 
 
 


Dates for your diary
 
20 January 2009 - Negotiation and Assertiveness Skills for Secretaries - Open course, London
17 February 2009 - Business Writing and Grammar Workshop - Open course, London
25/26 February 2009 - The 2nd Annual Legal Executive Assistant/PA Forum, London
22 April 2009 - Administrative Professionals Day, nationwide
24 April 2009 - Virtual Assistant Annual Conference and VA of the Year Award, Birmingham


 
Oh Dear ... Sick of Work    
  
Employees take an average of eight sick days a year which, according to the Department of Work and Pensions, equates to 175 million working days lost every year, costing UK businesses £13 billion annually.  (Just how good are your performance management standards?)
 

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