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Company Policies and Office Procedures
Thread TitleThread QuestionPosted ByPost DateReplies
Do You Hold Company Administrative Assistant Meetings? We Need Your Input! Does your company have regular Administrative Assistant Meetings? We are trying to initiate company meetings for Administrative Assistants to share information. We have been asked to document what other companies are doing and also show that it is a best practice, so any articles you have stating this would be wonderful. How are they structured? (Frequency, agenda items discussed, who manages the meetings and selects topics, etc.) What are the benefits to the Assistants and company. And if there aren't any benefits, please state that too. Your information is important and will be shared with management as they have asked us to benchmark against other companies as they consider our request. Please share your company name if you feel comfortable, and size of company. Thank you!! Anonymous 4/18/2017 11:04:40 AM7
Pros and Cons of ppl having access to CEO calendar Need help! People are asking for access to my bosses calendar. My boss doesn't seem to have a problem with it but I do. I do not want additional people having access/visibility to their calendar because the people that DO have access already make changes, add/move, etc. The people that are requesting access (CEO direct report and EA) do not need access to do their job. The EA is new and is use to having access to CEO calendars. I don't want additional people making calendar decisions for me or increasing the risk of seeing confidential information. I need/want to convince my boss that he should not grant access. If they get access, then everyone else will want access. Please, if you have any facts I can use to validate NOT giving access, please let me know. I have 1)want not need 2) it's more people telling me what to do with the CEO's calendar and don't want to take on having to explain when I can't do what they say. Doesn't allow me to manage his calendar effectively. Any c... Donna McCarthy 5/13/2016 1:19:21 PM9
Safety Companion/Patient Sitter Guidelines Good afternoon! I am in the process to creating a policy for non-clinical staff who will be asked to be patient sitters. These patient sitters will be sitting with patients who present to our hospital with suicidal issues or patients that simply need to be monitored to make sure they don't get out of bed. Does anyone have a policy that I may review? Thank you in advance! Kelly Biggert 3/22/2016 2:06:42 PM2
File organization My boss receives several hard copy trade and industry publications in the mail that he usually keeps in his office for a while. As you can imagine, these begin to pile up. Aside from creating large files by publication in date order and stored in a drawer somewhere, I'm curious to know if others have a more creative and efficient way to organize these that keeps the desk clutter down, and can also encourage older publications to be discarded sooner than later. Debra Shumate 3/17/2014 12:06:51 PM1
Question Regarding Preferred Method of Taking Meeting Minutes In your professional experience with taking meeting minutes, which method have you found most efficient and easiest for you? Do you use a laptop, do you use OneNote and record the meeting while taking notes on a laptop, or do you find handwritten notes best? Note, I do not take shorthand. I'm wondering which method is most preferred by my fellow admins, based on your past experience. Also, for those of you who take notes on a laptop, do you find that this method is distracting to meeting attendees (the clicking of the keyboard, seeing the screen while I'm typing, etc.), especially those sitting right next to you? Nancy Meyer 1/22/2014 2:57:46 PM9
Sabbatical Policy I am looking for examples of sabbatical programs that employers offer to their employees. Can you either post information the forum re: your employer's program or email me at sleitner@cityofranchocordova.org with your program outline? Thank you. Stacy Stacy Leitner 5/3/2012 12:16:16 PM1
Why isn’t dress Code that isn’t really enforced? According to our handbook our dress code depends mostly on the department you are in. We have four departments that are required to wear a uniform of sorts (same colored shirt, scrubs, etc.). However anyone that is in an office type position is allowed to dress business causal. This is fine, however my boss (HR Director) is also the chairperson for Safety for our business. They strongly promote no flip flops, sandal type shoes mainly due to safety issues (not wanting something to happen while someone is walking or something drop on the toes, etc.) Which I completely understand but it’s extremely frustrating when you still see employees wear dressy sandals and get away with it. I would love to wear sandals (I’m a HUGE FAN of sandals and flip flops in the summer). I won’t wear flip flops because I don’t believe they are business dress but a nice pair of dressy sandals sure. Then to add to this why are employees who are in, inside settings (office, stores, preschools, etc.) allowed to we... Annoymous 3/27/2012 2:24:07 PM1
Filing Test I'm looking for a basic filing test to give our new hires and temps before I allow them to put files away. Does anyone have anything they can share or suggest? Debb Ross 8/17/2011 5:54:45 AM2
Correspondence Routing Slip for Director's Signature Hello, As I previously mentioned, I was recently relocated to another office within my department. I am looking for sample routing slips for correspondence that requires the director's signature within the office. Right now, everyone places correspondence in her inbox without any instructions or directions and expect her to sign off on them. If you wish to pass along a sample of your routing slip, please e-mail it to me at: irene.scott@dbhds.virginia.gov. Thank you for your assistance! Irene Scott 7/27/2011 11:21:09 AM4
New title for Receptionist We are looking to upgrade the job title of our receptionist. She is full-time and has taken on administrative assistant duties to assist the AA's in the company. Do any of you have suggestions on how to rename her position? Thank you. Anonymous 6/27/2011 12:02:05 PM19
Safety Policies Greetings, I work for a fairly large technology division (160 employees) in a large University. My boss, the University CIO, asked me to head up a safety program and essentially act as the division's Safety Officer. I plan to attend various meetings and forums offered by other University Departments on topics as asbestos, and other building hazards. I wonder if folks can tell if they have such a program and what kinds of informaton do you disseminate and what kind of activities / training modules you engage in. Many thanks. Joyce Joyce McSweeney 6/20/2011 7:52:54 AM7
Dress Code - Business Casual I've been hearing lately that some business offices are trying to abandon 'business casual' and going back to a more formal dress code. Is anyone else experiencing this in their office? Personally, I think it is a refreshing change - after seeing some of the outfits that people have worn to work this summer - revealing necklines, tight T-shirts, sundresses that are short and clingy, grungy flip flops, baggy shorts - I'm glad that we are getting cooler weather so people can cover up! I don't know how you can call yourself professional when you look like you are going for a day at the beach! Office Person 9/30/2010 7:30:45 AM10
Hospira IV Pumps Hi all, we are about to begin using the Hospira IV pumps at our children's hospital. Do any of you who work in a hospital have knowledge of the satisfaction level of your staff? We've been trying to get information from a company that is already using this product. Thanks for your help. Carolyn Clemons 6/3/2010 2:44:48 PM2
Desk Reference I used to work as a legal secretary where it was quite common to have a desk reference for your position for the floater secretary to be able to refer to in case of unexpected absenses. I'm about to be out for a long period of time and they're still unsure as to who will be able to sit in for me (if not multiple people) to support my executive. Does anyone use this now? Do you have a sample you could send me? I just want to make sure that I've covered everything. It's easy for the regular tasks to become so second nature that you don't think to explain them to anyone else. I'm also open for suggestions as to things I can add in my reference. Thanks! rebeck_e@hotmail.com Rebeckah Beswick 5/26/2010 4:49:09 PM5
360 Degree Assessment for Administrative Professionasl Does anyone have an example of a 360 Degree Assessemtn specifically for administrative professionals or at least recommend one for admins? Thank you in advance for your assistance and responses. Rhonda Strong 2/25/2010 10:05:26 AM7
Travel authorization form request Hello, I need to develop a new form for employees to use when requesting travel. The one we have isnt as user friendly as it could be. The form should include details for International/Domestic travel, air, car and hotel reservations. Additionally it should include spaces for requested specifics and other details including managers signature. Does anyone currently have a form that they really like and would be willing to share? Thanks! J Jamie 2/3/2010 10:34:53 AM6
General Office Standards “I have been tasked with developing general office standards for our company, i.e. business letter format, email protocol and format, interoffice mail, proper phone etiquette etc. If you would share your company’s specific standards for providing uniformity in style and formatting, it would be a great help.” Judith 1/19/2010 12:32:41 PM2
car rental with AEAP discount I need to rent a car in Richmond, VA for the upcoming Labor day weekend and was wondering if any one had any luck with a good rate using the AEAP discount? Thanks! Pat Grisbaum 8/4/2009 2:15:11 PM5
Process Documents I am trying to create a process document for our Real Estate from the beginning of Market Research site analysis to the opening of the store. I know each company has different processes and steps, but there must be a general guideline out there somewhere that can be adjusted to fit our specific needs. Do any of you have any ideas or suggestions for my process issue? Lucky Admin 7/30/2009 3:46:20 PM0
Administrative Team Meetings I work in a department with four other assistants. We support different teams within the department. As a result of my suggestion, last year we started having monthly meetings for the admin team and later through consensus agreed to have these meetings on a quarterly basis. These meetings worked really well because it brought us together to communicate with each and to address any issues or concerns. We have had one meeting this year which I hosted for the admin team. We have rotated the responsibility for each assistant to host the meeting i.e. requesting agenda topics, agenda preparation, room reservation, sending electronic invite and facilitating. My concern is that this quarter, we do not have any agenda topics. It was suggested that we cancel the meeting. I am interested in hearing ideas from other admins who have similar team meetings for admin staff when there are no specific agenda topics. My concern is, if we start canceling our quarterly meetings, then these meet... Anonymous 7/21/2009 1:42:55 PM6
Program called "Time Builder" Hi everyone -- the firm I work for is going to implement "Time Builder" which I believe is a program that tracks all entries in Outlook (calendar, tasks, etc.) and phone calls (incoming and outgoing). I do not know whether it tracks email usage or internet usage or not. Is anyone familiar with this program? Cathy 7/17/2009 5:46:53 AM2
External Communications: Guidelines for Employees Does your company have a policy or set of guidelines for employees regarding how they should communicate with the public about your company? I have been tasked with drafting an "External Communications Practices & Guidelines" document for posting on our intranet. I'm interested in getting some advice on what we should put in place and what new employees should understand about how to communicate ethically and constructively about the company. Senior EA-Business Writer 7/15/2009 1:45:37 PM4
Business Dress Hi there, I have an employee who dresses inappropriately for a business situation. She wears extremely revealing, low tops. I want to speak to her about this but wanted a second opinion on the best approach to take. Speak directly or get HR advice first? Any suggestions are much appreciated. Thanks Linda Kreutz 5/22/2009 8:18:49 AM4
Administrative Assistant and four 10-hour days I've been at the same company for 24 years and for the past 18 I was lucky enough to work 4 days per week. It was incredible and made such a difference in my personal life and professional life. I felt like I had a balance. I've recently started a new position at the same company but my new boss is completely against working 4 (10 hour) days. She wants to know whets in it for her. I am incredibly hard working and loyal. My days and schedule would be completely flexible and I would make sure I would always be available during busy times, etc. I've also worked from home in previous positions and there's never been an issue with work not getting done. So, I don't know how to answer her question. There is nothing in it for her except an incredibly happy, balanced, employee. I think she is against the 4 days because she's unable to do it. That's my gut feeling. I think she would resent me for it. I work with an incredible group of people and they are all supportive of the f... Debbie Williams 1/23/2009 10:17:43 AM11
No Hourly Overtime Pay for Extra Hours Worked? Like all companies these days, my company is trying to do more with less. Part of the budget cutbacks has been to eliminate all overtime for hourly employees. However, several admins are feeling pressured into working overtime off the books, which means that since the extra time is not recorded, then they will not get paid for that time. I thought this was illegal... Several people have been laid off recently, and I am being pressured to be flexible with my work hours depending on what projects are due. Some friends of mine are experiencing the same issue at their companies. What is a good way to handle this difficult situation? Penney Simmons 1/21/2009 6:22:44 PM13
Vacation and Sick Leave Policies Our company is reviewing its current vacation and sick leave policies. I have been assigned to research what other companies might offer. We are in the real estate/financial services industries. If anyone has information they could share, please respond to patrice.hoerster@ticproperties.com Thanks. Anonymous 10/2/2008 7:33:34 AM9
How is your organization handling airline baggage charges? Our travelers run on a per diem system and with the ever changing airline industry we now have to deal with the second and first baggage charges. Small skycap fees had always been considered part of tips or gratuities of the per diem, but the extra expense of the baggage fee can on some airlines could eat up the whole days reimbursement. How are you currently handling it for 2008 and more importantly how are you budgeting it for 2009? Any advice would be appreciated. Robin Robin Lewis 9/16/2008 12:48:18 PM4
MS Access Business Days vs. Calendar Days I have a need to post the number of business days it takes to complete several hundred different projects. I've already set up the database to capture and track all pertinent details except for this one. I suppose I could copy and paste my calculated "Calendar Days" column to Excel and use the "networkdays" formula, then copy it back again ... but I was hoping someone had a more elegant solution. Thank you, Wynn Wynn Rowell 8/25/2008 3:14:25 PM2
Micromanaging Boss I am an executive assistant to a high ranking VP in our winery. I have over 24 years experience in what I do and I have been working with my boss for over 3 1/2 years now. I have a good reputation in both our department and the winery in general, get good performance reviews and I believe I have proven myself over and over. My boss, however, writes down every single thing he asks me to do and then expects follow-up on everything. This includes such things as whether or not, and when, I have shipped an engraved decanter to an employee in Australia who was here for meetings recently but couldn't take it with him because he was on vacation for the 3 weeks after that. Have you ever worked with a boss like this, and how do you convince him that what he does is counterproductive? I am extremely frustrated at this point. Thank you. Angeliki De Morgan 8/25/2008 8:33:17 AM16
Receptionist Relief Our company actually calls on all the EA's to take either a 30 minute timeframe or an hour timeframe, voluntarily. We have about 30 EA's so between us all, we just volunteer if there is a need. It seems to work out just fine. Marti Smith 8/22/2008 2:54:11 PM4
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