by myPABus | Mar 31, 2025 | Business Training
Time Management skills for everyday use
Effective time management is essential for Personal Assistants, Virtual Assistants, and business professionals alike. Without a structured approach to managing tasks, it’s easy to feel overwhelmed and underproductive. But with a few key strategies, you can take control of your time and improve your efficiency.
Time management isn’t just about ticking items off a to-do list; it’s about creating a harmonious flow of productivity where tasks are completed with purpose and precision. It’s about learning to master your day rather than letting your day master you. When you develop strong time management skills, you feel more in control, less stressed, and ultimately, more accomplished.
1. Prioritise Your Tasks
Not all tasks are created equal. Start your day by identifying what absolutely needs to be done and what can wait. Many professionals use the Eisenhower Matrix to categorise tasks by urgency and importance. If a task is both urgent and important, tackle it first.
The Eisenhower Matrix splits tasks into four categories:
- Urgent and Important: Do these tasks immediately.
- Important but Not Urgent: Schedule these for later.
- Urgent but Not Important: Delegate these tasks if possible.
- Neither Urgent nor Important: Consider dropping these altogether.
Learning to distinguish between these categories is a skill in itself, but it’s a game-changer once mastered. Regularly reassess your priorities throughout the day, especially if new tasks emerge. It’s about being adaptable and pragmatic.
2. Use the Two-Minute Time Management Rule
This simple yet powerful rule states that if a task takes less than two minutes to complete, do it immediately. Clearing small tasks off your to-do list helps to reduce clutter and maintain focus on more significant responsibilities.
While the two-minute rule may sound overly simplistic, its beauty lies in its efficiency. By tackling quick tasks immediately, you prevent them from building up and overwhelming your schedule. It also provides a quick confidence boost, as each completed task contributes to a sense of productivity and progress.
3. Embrace Task Batching
Grouping similar tasks together can save you time and mental energy. Whether it’s responding to emails, making phone calls, or managing invoices, tackling them in one block of time prevents distraction and increases efficiency.
Task batching works particularly well for Virtual Assistants and Personal Assistants who often have a wide variety of responsibilities. Switching from one type of task to another can be mentally draining, but by batching, you allow your brain to remain focused and efficient. For instance, setting aside a specific hour for all communication-related tasks can make your workflow smoother and more streamlined.
4. Apply the Pomodoro Technique
The Pomodoro Technique involves working for 25 minutes followed by a five-minute break. After four cycles, take a longer break of around 20–30 minutes. This approach boosts focus, prevents burnout, and makes daunting tasks feel more manageable.
The technique is effective because it provides a structured balance between intense focus and regular breaks. For PAs and VAs juggling multiple projects, it offers a way to maintain momentum without feeling overwhelmed. It also helps break down large tasks into smaller, more manageable parts.
5. Learn to Say No
Setting boundaries is crucial for effective time management. It’s easy to over commit, but too many tasks can dilute your productivity. Politely declining non-essential tasks allows you to focus on what truly matters.
Learning to say no is not about shirking responsibility; it’s about understanding your limitations and prioritising quality over quantity. It’s a skill that requires confidence and clarity. When you say no to unnecessary commitments, you’re saying yes to what truly matters.
6. Plan Ahead to protect your own Time Management
At the start of each week, set clear goals and break them down into daily tasks. This roadmap approach ensures that your priorities are always in sight and reduces the risk of getting off track.
Planning ahead is more than just creating a list of tasks; it’s about setting realistic, achievable goals. Incorporating tools like planners, digital apps, or even simple checklists can enhance your productivity and keep you focused. Scheduling downtime is just as important as scheduling tasks.
7. Take Breaks and Recharge
Rest is just as important as productivity. Incorporating short breaks throughout your day helps keep your mind fresh and your energy levels high.
Regular breaks are essential for creativity and productivity. Whether it’s a short walk, a coffee break, or simply stepping away from your screen, taking a pause allows your mind to refresh and refocus. Productivity isn’t about working non-stop; it’s about working smart.
Final Thoughts
Implementing these time management techniques can make a significant difference in how effectively you manage your workload. Whether you’re a Personal Assistant, Virtual Assistant, or a busy professional, improving your time management skills will lead to greater productivity, less stress, and more time for the things that matter most.
Want to master these skills and elevate your productivity? Visit www.mypabusiness.com to learn more about our training courses designed to help you succeed.
The key to effective time management is consistency. By integrating these strategies into your daily routine, you’ll find that your productivity improves, your stress levels decrease, and your overall satisfaction with your work grows. Time management is not about being busy; it’s about being productive. The difference lies in how you plan, prioritise, and execute your tasks.
by myPABus | Nov 21, 2024 | Administrative Support, Business Training, CPD - Continued Professional Development, Office Skills, Women Working
In the bustling world of Personal Assistants (PAs), secretaries and administrators, success often hinges on more than just technical know-how. The subtle, people-focused skills set exceptional professionals apart from those who turn up. There are many skills, but the chief one is “active Listening”. A skill that is often misunderstood, undervalued and certainly underestimated. As a professional businesswoman or man, it is invaluable for you to build trust, improve your communication, and boost your efficiency. This is where Active Listening comes into its own.
Whether managing schedules, taking the minutes of a meeting, or handling sensitive communications, mastering active listening can transform how you work and how others perceive you. In this post, we’ll explore what active listening is, why it matters, and how to practice it effectively. After all, you are the go-to person in your organisation—the person who knows what is happening and how to make your boss, department, and company fly.
What is Active Listening?
Active listening is more than just hearing the words someone says. It’s about being fully present, understanding the message, and responding thoughtfully. It involves paying attention to what’s being said and how it’s being said, recognising tone, body language, and emotions. Suppose you think about this if a friend comes to you for advice. They have something very important to discuss with you. Typically, you pay attention to what they are saying. You listen to every word, every facial expression and body movement. They could be breaking up with their partner or making a life decision, but you are there for them. In the blink of an eye, you look at your watch, and three hours have passed. That is active listening. Paying total attention to what is being discussed.
Why is Active Listening Important for PAs and Secretaries?
In a working environment, active listening is just as critical. This is where your work colleagues see your professionalism and efficiency and how exceptional you are. Active listening will:
Strengthening Relationships: Active listening builds trust. People in your life want to be heard. Your boss, colleagues or associates want to feel important in the workplace. They want to feel heard and understood. They’re more likely to rely on you and value your input if you can demonstrate you listen to them, understand their concerns, and provide solutions. This trust fosters stronger professional relationships and enhances your credibility.
Minimising Errors: Miscommunication can lead to costly mistakes. By actively listening, you ensure you capture all details accurately, whether it’s a meeting agenda, an important deadline, or a complex project brief. This also lends itself to Reflective Listening, a skill just as important as active listening.
Enhancing Productivity – Effective listening helps you prioritise tasks and address critical issues without constant clarification. This leads to smoother workflows and saves valuable time for everyone.
Improving Conflict Resolution – In moments of disagreement or tension, active listening helps de-escalate emotions and find common ground. Understanding all perspectives makes it easier to propose solutions that satisfy everyone.
How to Practice Active Listening
Becoming an active listener takes intentional effort and practice. Here’s how you can develop this skill:
- Be Present – Put distractions aside. Close unnecessary tabs, silence your phone and focus solely on the person speaking. Eye contact and open body language signal that you’re fully engaged.
- Listen Without Interrupting – Let the speaker finish before responding. Interrupting can make them feel undervalued and may lead to missing critical information.
- Taking Notes – Note-taking is a cornerstone of PA, secretary, and administrator roles. Jot down key points, deadlines, and follow-up actions as you listen. This reinforces your understanding and ensures nothing slips through the cracks.
- Ask Clarifying Questions – If something isn’t clear, ask. For example, “Can you elaborate on the timeline for this project?” or “Did I understand correctly that the deadline is Friday?”
- Paraphrase and Summarize—Reflect on what you’ve heard to confirm your understanding. For instance, “So, you’re saying we need to prioritise the client’s report over the team meeting prep, correct?”
- Pay Attention to Non-Verbal Cues – Notice tone, pace, and body language. These often reveal as much, if not more, than words themselves.
- Practice Empathy – Active listening isn’t just about understanding information; it’s about connecting with people. Acknowledge their emotions with phrases like, “I can see why that’s challenging,” to show you’re attuned to their perspective.
Common Barriers to Active Listening (And How to Overcome Them)
Even with the best intentions, barriers to active listening can arise. Here’s how to tackle them:
- Distractions: Distractions are everywhere, from ringing phones to incoming emails. Prioritise the conversation by setting boundaries, such as a “do not disturb” policy during essential discussions.
- Prejudgments: Having a discussion with preconceived outcomes or conclusions can cloud your listening ability. Approach every discussion with an open mind, ready to learn.
- Information Overload: PAs and secretaries handle a lot of information. If you’re overwhelmed, focus on the important points and clarify details later.
- Multitasking – Tackling multiple tasks simultaneously is tempting, but authentic active listening requires your full attention. Dedicate time to conversations, and you’ll see the benefits in accuracy and rapport.
How Active Listening Elevates Your Career
For PAs, secretaries, and administrators, active listening isn’t just a soft skill—it’s a career catalyst. By becoming a reliable communicator, you show leadership and problem-solving abilities, making you indispensable in your role.
Colleagues and executives will notice your ability to understand their needs, anticipate challenges, and deliver results. Over time, this reputation can lead to promotions, increased responsibilities, and recognition as a vital team member.
Quick Tips for Everyday Practice
- Before a meeting, take a few moments to clear your mind and focus
- During conversations, resist the urge to jump to solutions immediately, listen first
- After interactions, review your notes and follow up to reinforce your understanding.
In Conclusion
Active listening is more than just a skill; it’s a mindset. For PAs, secretaries, and administrators, mastering this art can unlock additional levels of efficiency, trust, and career growth. By practising active listening daily, you’ll excel in your role and inspire those around you to communicate and collaborate better.
Bookmark this guide, and let it be your go-to resource for building more robust, meaningful connections in the workplace. Remember, the best communicators are often the best listeners. Will you take the first step today?
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by myPABus | Jul 22, 2023 | Business Training, Women Working
How to prepare for an appraisal with a bullying boss
Dealing with a bullying boss can be challenging, especially when preparing for an appraisal. However, it’s essential to approach the situation calmly and professionally. What is an appraisal and why is it so important?
The Context for Appraisals:
Workplace appraisals, or performance reviews or evaluations, are a structured and formal process by employers to assess and review employee performance, progress, and contributions within an organisation. There are several vital reasons workplaces conduct appraisals:
- Performance Assessment: Appraisals systematically and comprehensively evaluate an employee’s performance and achievements over a specific period. It helps supervisors and managers gauge how well employees fulfil their job responsibilities and meet expectations.
- Feedback and Communication: Appraisals offer a platform for constructive feedback and open communication between employees and their supervisors. It allows both parties to discuss strengths, areas for improvement, and career development opportunities.
- Goal Setting and Alignment: During appraisals, employees and managers can collaboratively set new performance goals or adjust existing ones. This process aligns individual objectives with the organisation’s broader goals, promoting better focus and motivation.
- Employee Development: By identifying strengths and weaknesses, appraisals help pinpoint areas where employees may need further training or support. This promotes professional development and enhances job satisfaction.
- Recognition and Reward: Positive performance appraisals can lead to acknowledgement and recognition of an employee’s hard work and accomplishments. It may also pave the way for rewards, bonuses, or promotions, boosting employee morale and motivation.
- Performance Improvement: For employees who are not meeting expectations, appraisals can highlight areas for improvement and provide an opportunity for corrective action or additional training.
- Identifying High Performers: Appraisals help identify high-performing employees who consistently go above and beyond their roles. These employees may be considered for leadership positions or other opportunities within the organisation.
- Documentation and Record-Keeping: Appraisals create a formal record of an employee’s performance, which can be helpful for future reference, such as when considering promotions or making employment decisions.
- Legal and Compliance Reasons: In some industries or jurisdictions, performance appraisals may be required for legal or compliance purposes to ensure fair and consistent evaluations.
Workplace appraisals are valuable for promoting employee growth, aligning individual and organisational goals, and fostering a positive work culture. When conducted effectively, they contribute to improved performance, increased employee engagement, and more robust team dynamics within the organisation. An appraisal is a two-way conversation where you, as the employee, also discuss your future development, dreams and career aspirations. You should take an active part in your appraisal and decide beforehand what you would like to achieve from the process.
Dealing with an appraisal from a bullying boss
To prepare for your upcoming appraisal, dealing with a bullying boss can be an emotionally challenging experience. However, there are some steps you can follow to ensure you are prepared for the appraisal and are armed with all the information you need to protect yourself and your professional reputation.
Documenting incidents of such behaviour is a crucial step to protect yourself and ensure your concerns are taken seriously. Here’s why documenting incidents is essential and how it can significantly benefit you during the appraisal process:
- Validating Your Experience: Keeping a record of bullying or inappropriate behaviour validates your feelings and experiences. When you put these incidents down in writing, you acknowledge their impact on your well-being and work environment.
- Establishing Credibility: Your boss’s behaviour might be questioned or challenged during the appraisal. Having a well-documented account adds credibility to your claims. It shows that you are serious about your concerns and have taken the time to gather evidence.
- Maintaining Accuracy: Memories can fade or become distorted. By documenting each incident promptly, you ensure accuracy in the details, making your case more reliable and compelling. Be honest when recording the incident. You must avoid a biased account of events. Be 100% truthful by recording your actions as well as your bosses.
- Demonstrating Patterns: When you have a record of multiple incidents, it becomes easier to identify patterns of behaviour. This pattern can reinforce the seriousness of the issue and show that it is not an isolated occurrence.
- Preparing for discussion: Your documentation will be valuable during the appraisal discussion. It allows you to recall specific incidents and express your concerns coherently and confidently.
- Aiding in resolution: The appraisal process might be an opportunity to address the issue and seek a resolution. Providing a coherent account of the incidents and their impact will help your employer understand the gravity of the situation and take action.
- Protecting Your Rights: sometimes, documentation can be evidence in formal proceedings if you need to involve HR, a mediator, or even pursue legal action to protect your rights.
When documenting incidents, include the following details:
- Dates and Times: Record the date and time of each incident to create a chronological order of events.
- Incident Descriptions: Be as detailed as possible when describing each incident. Include specific actions, words, or behaviour displayed by your boss.
- Witnesses: Note the names and contact information of any witnesses present during the incidents. Their testimonies can strengthen your case.
- Emotional Impact: Describe how each incident affected you emotionally, mentally, or physically. Explain how it affected your productivity, motivation, and overall well-being.
- Supporting Evidence: If you have any relevant emails, messages, or documents related to the incidents, make copies and reference them in your documentation.
Documenting incidents is a proactive step toward resolving workplace issues and fostering a healthier work environment. Use your documentation during the appraisal as a tool to express your concerns, seek understanding, and advocate for positive change. Your well-documented account will show your professionalism and determination to address the issue constructively.
Supporting Third Parties:
If you need to involve HR, a mediator, or seek legal help, having a well-documented account of incidents gives them the information to investigate and address the situation more effectively.
If the bullying or inappropriate behaviour affects your work performance or well-being, your documented incidents can provide context during performance appraisals or evaluations. It helps your employer understand how the behaviour has affected your professional life.
Remember to keep your documentation secure and confidential. If possible, share it only with trustworthy individuals who can provide support or guidance as you navigate the process of addressing the problem. Documenting incidents empowers you to take control of your situation and seek a resolution that ensures a healthier and more respectful work environment.
In Conclusion, when you Prepare for an appraisal
Dealing with a bullying boss during an appraisal can be challenging, but remaining calm and professional is essential. Documenting any events or incidents of bullying behaviour is crucial to protect yourself and ensure legitimacy during the appraisal process. Details you should include in your documentation contain dates, times, incident descriptions, witnesses, emotional impact, and supporting evidence. Some benefits of documenting incidents are validating your experience, establishing credibility, maintaining accuracy, demonstrating patterns, and preparing for discussion.
Employers may consider taking appropriate action by providing a coherent account of incidents and their impact. Documentation can also serve as evidence for legal action if necessary. Appraisals provide a platform for performance assessment, feedback and communication, setting and aligning your professional career and personal development goals. An appraisal is also there to reward your performance and any improvement throughout the year. The process is designed to identify dedication and commitment to the job and company. If your bullying harms you mentally, emotionally, and professionally, it may be time to look for a new position.
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by myPABus | Feb 1, 2022 | Business Training, Office Skills
Cloud backup is also referred to as online back and comprises sending a selection of your computer data over the internet to a computer in a different building or country. The computer (also referred to as a server) is hosted by a third party who will charge the backup company a fee depending on the space required on their computers, the bandwidth needed, or the number of users/computers being backed up. You will have heard of some of these
- OneDrive
- Google Drive
- Dropbox
For Example
- A Server is owned by Company A.
- They rent out space to Company B. (They may not deal directly with the public).
- Company B will hire space on Company A’s computer.
- Company B will provide you with the online software needed to back up your computer.
- Your home/office computer that has the data that needs to be backed up
Why Should I Backup My Computer
Your computer is home to vital pieces of information that you want to maintain for many years to come. Stored data could include client records, financial records and legal documentation. There is a legal requirement to hold critical information for a set period of time. A secure location for data storage is essential.
A backup system will keep these documents in a safe place if something were to happen to your computer, and you may read below to learn how a backup system operates. 1: Why Do You Need A Backup System?
A backup system is the only guaranteed way to protect the data you keep on your computer. The backup system may save data to an online server, a particular disk or a drive that you can attach to your computer. Ensure all essential documents are backup regularly just in case your computer fails. 2: Cloud, Onsite and Offsite Backups
Cloud backup systems use the virtual cloud server to protect your documents. You save directly to a server that you can access from any other computer, and the system is much faster than any other you might use. Onsite backups are disk drivers or hard drives that save all your information. Disks are portable and recovery of data is easy to access. The disadvantage is you could lose the disk. Offsite backups are servers that connect with your computer via your Internet connection. The company that manages the servers must help you recover your documents. Data storage is completely secure. Most offsite backup servers will comply is ISO 27001. 3: Advantages And Disadvantages Of The Cloud vs. A Disk
Any computer can connect to a disk drive. Additionally, disk drives are portable and easily lost or stolen. However, disk drives are slow, hold limited data and are time-consuming. In addition, the security of data could be an issue when relying on a disk drive for backing up data. A cloud server recovers your data via your Internet connection. The service you restore your whole computer, but you must have a signal to complete the process. Finally, disks are valuable if you travel to places without Internet service. 4: How Often does my data need to be backed up?
Cloud backup software can be scheduled to back up changed data every hour. Those with a disk drive may choose to update at the end of each day for safety’s sake. In Conclusion, Why should I back up my computer
In conclusion, the simple answer is to protect the data you have stored. You should back up your regularly and check the backup files. A fatal hardware crash will make it virtually impossible to recover the data. 
by myPABus | Aug 16, 2021 | Business & Corporate, Business Training, Office Skills
Virtual Assistant can work anywhere anytimeHaving run a successful Virtual Assistant business for nearly ten years, I am frequently asked What is a Virtual Assistant. I suppose the term is not familiar to everybody and it can sound like quite a strange concept. The question is then followed with “Why would I use a Virtual Assistant?” Let us look at the idea of the Virtual Assistant and the reasons why people and businesses choose to employ one.
I would describe a Virtual Assistant (VA) as. Someone who works for a small business or organisation but not directly employed by them. They are accountable for the work they do on their behalf. They are, in effect, a subcontractor who provides secretarial and/or administrative support.
The duties of a VA can include scheduling activities such as meetings, organising travel, social media, customer service, email campaigns, book-keeping and much more. A VA can work from their office (they might, for example, rent office space in a shared building), from their home office, or from the offices of their clients. They can also do a combination of any of these.
The definition of a Virtual Assistant on the Wikipedia website is as follows:
“A Virtual Assistant (typically abbreviated to VA, also called a virtual office assistant) is an entrepreneur who provides professional administrative, technical, or creative (social) assistance to clients from a home office…. They usually work for other small businesses, brokers and consultancy groups. Reports state that there are as few as 5,000-8,000 or as many as 25,000 Virtual Assistants worldwide; the profession is growing in centralised economies with “fly-in, fly-out” (FIFO) staffing practices.” www.wikipedia.org.
There is currently a debate in the industry about the title of a Virtual Assistant and whether ‘we’ as an industry should change it. The general feeling is that the title ‘Assistant’, (to those who aren’t familiar with the industry), doesn’t give an accurate impression of the variety of roles a VA can fulfil.
I believe there are four types of Virtual Assistants:
- Virtual Assistant (VA). A VA is someone who can assist their client with some secretarial and administrative tasks, usually on a short-term project basis. Equally, they may undertake individual jobs over a period; for example, creating a database of business cards.
- Virtual Personal Assistant (VPA). A VPA is someone who works in close collaboration with a small business owner, providing secretarial and administrative support. The VPA will be there long-term. The relationship is similar to that of employer and employee. Nevertheless, the VPA will only visit the client once or twice a week, and despite the longevity of the relationship, is self-employed.
- Virtual Executive Assistant (VEA). A VEA is someone who works in close collaboration with a small business owner to provide secretarial and administrative support. A VEA could be part of the business development strategy for the company. The VEA is an important part of the business, becoming one of the planners and authorising partners.
- Personal Assistant. A PA is someone who works for one person in one organisation. However, in the VA world, many VAs call themselves PAs as many employers/clients understand this term better.
What is a Virtual Assistant
In conclusion, the answer to What is a Virtual Assistant is that the role has many different nuances. However, the role is primarily an administrative role that helps people and businesses undertake the numerous administrative activities. It is very similar to that of an Executive PA.
This is an extract from my book entitled Becoming a Virtual Assistant and avoid the Mistakes I made. In this book, you will discover many PA tips on starting your own business or discover some PA tips and Secretarial Support if you are in full-time employment that will help you understand your boss and their reason and reactions on many of the tasks they undertake.
What is a Virtual Assistant and How to Become a Virtual Assistant
by myPABus | Oct 18, 2020 | Business Training, Office Skills, PA and Secretarial Training
What does a PA Do? and indeed, what is a PA. A PA is Personal Assistant to the manager, department or CEO. They provide administrative support and take care of their boss so that they can
What does a PA do?
Perform their jobs with ease and confidence. A Personal Assistant could also be called an Executive Assistant or even a Virtual PA or Virtual EA. In this article, I will use the term PA to cover all of above.
Being a Personal Assistant (PA) is like being a fine artist. You have to have the ability to see an end product using the raw materials you have available to you. Anticipate the likes and needs of those you are looking after, without them knowing or understanding what they like or dislike. A PA has to be meticulous about their time management, planning and organisational skills and then make these tasks look smooth and effortless. Any PA unable to master these three skills will inevitably find the role as a Personal Assistant difficult. A PA should have their finger on the proverbial button of any activity their boss is undertaking at any time. Not only that, a PA has to anticipate what the boss requires today tomorrow and next month.
So What does a PA do to make sure they are on the ball?
A PAs mantra or go to question should always be “What is the next question” their boss is going to ask. Ensure they can answer that question and then the next question their boss will ask. The standard Who, What, Where, When, Why and How questions should be applied to any and all tasks a PA undertakes. Once a PA has mastered this tool they will start to see and show improvements in their PA ability and demonstrate how capable and competent they are in their role.
All PAs need to demonstrate consistency in their workload and be as enthusiastic on Monday morning at 9 am as they are on Friday at 5 pm. They need to be effective and efficient in all the tasks that they undertake and become proactive instead of reactive. It is recommended that a PA schedules at least 60% of their working day. This will leave 40% of their day to be reactive. We, therefore, advise each PA to plan tasks in advance. Taking note of business deadlines and the expectation is essential. A PA will also have to remember their boss has deadlines that could rely on work they have to do.
PAs Personal Recommendations
We would also recommend that every PA take a few minutes at the end of the day to note at least five successes they have had that day. It is true to say that everyone will have a bad day at work at some point. Noting down any success they have will help any PA remember how good they are. How well they perform their job and organising their boss.
In conclusion, What does a PA Do?
When the role of a PA is performed correctly, it is a work of art. The position is seamless, timeless and a thing of beauty. Their boss will never know the amount of work, effort and organisational skills the PA will put into their role. All of this, to ensure that the boss has a perfect working environment so they can perform at their peak.
The PA is indeed the unsung hero of any organisation. It is time for all PAs to stand up and be proud of the jobs that they do. The tasks they undertake and show what a strong, determined woman can do. For more information about becoming a PA or attending a training course click here.
The PA Tips on this post are those that are highly recommended to become an effective PA. It is also vitally important that a PA keeps on track of all new technology, new ways of working and are open to any PA Tips they can glean from colleagues and even their boss.
