SWOT Analysis for PA Support decisions
Whether you are starting a business, expand an existing business or looking for a new PA Job, a SWOT analysis could help you to make the right choices for your business or career. SWOT is an acronym to remind you of subject headings you should think of when making those decisions.
A Performance review or appraisal is one of the tasks managers hate to do, and employees hate to receive. The entire process can cause sleepless nights for both concerned and create lots of anguish. However, I would like to suggest that you may be looking at a performance review in a rather negative way.
A performance review should be a process that you look forward to and not something to be feared or dreaded. An Appraisal is an opportunity for you to talk to your employer about you. Within the conversation, you will discuss your current role as a PA or Secretary within the organisation and your Job Description. You could also discuss any potential career development or progression that you would like to achieve in the company.
Businesses work hard to get contact details from existing clients and new possible clients. Just take a look at your local supermarkets and insurance companies. They all want your contact details.
Businesses also work hard to keep a client happy, loyal and hopefully become an advocate for the services or products. There is just as much hard work and time invested in finding a new client. This all has a cost to the business because:
What comes to mind when you think about the skills that make exceptional PAs, secretaries, and administrators? Organisation? Efficiency? Multitasking? While these are all essential, there’s one skill that quietly underpins them all: listening.
Listening isn’t just about hearing words. It’s about understanding, connecting, and responding in a way that helps you do your job better and strengthens relationships with your colleagues. The ability to truly listen is a superpower, and like any superpower, it takes practice to master.
We’re often the go-to person for information and problem-solving in our roles. Whether it’s capturing instructions, taking minutes in a meeting, or understanding a colleague’s needs, listening is the foundation of it all. But here’s the kicker: on average, most of us only retain 30-50% of what’s said in a conversation. Shocking, right? It’s no wonder that miscommunication happens so often. As PAs, secretaries, and administrators, this is where we need to step up. Developing strong listening skills helps us bridge that gap, ensuring nothing important slips through the cracks.
Sometimes, it’s not just what’s said, it’s what’s unsaid that matters. I learned this lesson during a conversation with a colleague who asked if I knew how to input invoices. At first, it seemed like a straightforward request. But when I asked if he needed help with data entry, it became clear that wasn’t the issue. The real problem? The VAT was in chaos, and he needed help sorting it out.
This experience taught me that listening isn’t just about words. It’s also about tone, body language, and context. These subtle cues often reveal the bigger picture, and as professionals, it’s our job to piece it together.
Ready to level up your listening game? Here are five essential aspects to focus on:
Pay Attention: Stay present. Look at your colleague directly and avoid distractions like checking your phone or glancing around. Pay attention not just to their words but also to their body language. Are they anxious? Excited? Nervous? These cues provide valuable insight.
Show You’re Listening – A little encouragement goes a long way. Nod occasionally, make eye contact, and use verbal affirmations like “I see” or “Go on.” But don’t overdo it—no one likes a chorus of “uh-huh” after every sentence.
Clarify and Confirm: Repeat what you’ve heard when receiving instructions. For example, “So, you’d like me to prioritise the client’s report and follow up on the invoices, correct?” This simple step prevents misunderstandings and reassures your colleague that you’re on the same page.
Be Patient: This might be the most challenging skill to master. Resist the urge to interrupt or jump in with solutions. Let your colleague finish speaking before asking questions or offering ideas. Sometimes, just allowing them to articulate their thoughts leads to a clearer conversation.
Respect Their Perspective – Listening isn’t just about understanding tasks. It’s also about building trust. Respect your colleague’s time, ideas, and opinions, even if you see things differently. Collaboration thrives on mutual respect, so approach every conversation with a team-focused mindset.
Listening comes in many forms, and each plays a unique role in your professional toolkit.
In the coming weeks, I’ll dive deeper into reflective and passive listening, exploring how these approaches can enhance your role as a PA, secretary, or administrator. Stay tuned!
Mastering listening skills isn’t just about doing your job well—it’s about excelling in your role and becoming an indispensable part of the team. When you listen effectively, you:
By honing this skill, you’ll meet and exceed expectations, paving the way for personal and professional growth.
Listening is a journey, not a destination. Start by practising the five pillars above, and don’t forget to explore different listening styles to expand your skill set.
Check out my article on Active Listening for actionable tips you can implement today. Keep an eye out for upcoming posts on Reflective Listening and Passive Listening, where we’ll explore how these approaches can make you an even stronger communicator.
Are there any listening challenges you face in your role? Share your thoughts in the comments—I’d love to hear from you!
Credit control gives the impression that it is a dark art surrounded by mystery. People think it’s a hard task to undertake; they feel that the person on the other end of the telephone is going to be rude to them or they could ask questions that they simply don’t have the answers. However; the biggest fear appears to be the fact that; we can become very uncomfortable asking people for money. If a business has provided a product or service they are entitled to receive full recompense for that product or service.
Credit Control doesn’t have to become a difficult endeavour, once you have momentum, you will become exceptional at credit control. Below are some suggestions on how to tackle credit control.
There could be occasions when your client, simply isn’t going to pay your invoice. On occasions like this, you are going to have to make the decision if you are going to embark on legal action. Legal Action could involve a solicitor or small claims court. In some circumstances, it may advantageous to write the debt off. In conclusion, the amount of the outstanding invoice may dictate the severity of your action.
Have you heard of the term CPD? Do you know what it means and more importantly, do you know what it involves?
CPD stands for Continued Personal/Professional Development. In short, it means that you continue to study after you finish school, college or graduate from university. There are a number of professions that once you achieve a pass mark in the basic qualifications will be the start of a lifetime of study, for example, a solicitor, a doctor or a planner. What about your profession? Do you need to embark on CPD?
If your profession does not demand Continued Professional Development, have you made the decision to discontinue studying? To have a successful career, we advocate a continued approach to education/studies. Continued Professional Development is there to help you excel in your chosen field. CPD will also keep you abreast of the latest trends, legal changes and current business relationships which ultimately could give you an advantage over your colleagues.
Making a personal decision to continue your education/studies and improve your knowledge in your chosen field may become a prerequisite for your employment. An example of this is the IT Industry. Information Technology is changing all the time and good developers, support staff and programmers need to keep abreast of current technology, languages and innovations. If you decided to terminate your studies, this could have a detrimental effect on your career.
Once you have made the decision to continue with your education, what should you do? There are a number of organisations that can facilitate your education. The only decision you need to make will be, which route suits your personal circumstances:
You could be in an occupation where CPD is not required. Nevertheless, this does not mean that further study is not for you. It could be advantageous for you to engage in a study course with a local college or night class in one of the hobbies you enjoy for example cooking or sewing. Furthermore, you could learn a new skill, for example, car maintenance.
Further, more studying has a number of wonderful side effects. You could meet new people, gain skills and more importantly keep your brain active. Indeed, the Alzheimer’s community have suggested that keeping your brain active could help prevent many mind degenerative disease.
All studying requires is your dedication to the course, that you will be receptive to new concepts, your time and the drive to become successful
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