What Are the Major Concerns during an Appraisal?

What Are the Major Concerns during an Appraisal?

PA-Secretary-conducing-an-appraisal
Preparation for an Appraisal

As a PA (Personal Assistant), an EA (Executive Assistant) or secretary you may be asked to undertake an appraisal, this could be for junior members of staff. An Appraisal, Performance Review or Staff Review happens once a year.  The appraisal gives the employee and the employer an opportunity to openly discuss the previous years working structure.

Some General Guidelines

Conducting-an-appraisal-if-you-are-a-Secretary
Conducting an appraisal if you are a PA

Appraisals are on an individual employee’s job description. If you are conducting the appraisal you need to ensure that you are aware of the employee’s job description and not undertake a comparison with other employees.  You also have to be aware that the appraisal is on their past performance and not on what you would like them to do. That is the value of job analysis and detailed job descriptions.

A rating system may form part of the appraisal process.  The rating system could be a numerical, alphabetical system or a combination. All PAs or secretaries conducting an appraisal should be trained on the rating system used.  A good rating could result in a pay rise or promotion.  It is important that the rating system is robust, understood and utilised.

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Performance Review for a PA or Secretary

Performance Review for a PA or Secretary

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.

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Contact Details Email signature

Contact Details Email signature

Contact Details Email Signatures

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:

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Listening Skills for a Secretary and PA

Listening Skills for a Secretary and PA

Listening Skills for a Secretary, PA or Minute Taker are essential. When we talk to our work colleagues, we are there to obtain information and to understand their needs.  We need to learn and know what tasks they would like us to undertake quickly and efficiently.  Interestingly, on average we hear about 30-50% of what a person speaks in a conversation, we then we faze out.  This is where your skill as a Secretary, PA or Minute Taker needs to come into play.  You need to become an active listener.

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Credit Control

Credit Control

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.

Credit Control Tips

  1. Make sure you are clear of all distractions as you are going to have to concentrate on one task at a time. That task has to be credit control.
  2. Have a copy of the document/invoice(s) in front of you for reference.
  3. Ensure you are familiar with the lay of the invoice as you will have questions. These questions will range from the invoice number, the quantity of goods purchased, the unit price of the goods, total price of the goods. There could be other questions that can easily be answered with a copy of the invoice in front of you.
  4. In a calm manner, pick up the telephone and ask to speak to the accounts payable or ask to be put through to the person who deals with accounts queries.
  5. Firstly introduce yourself and ask for the name of the person you are talking to. Explain in a friendly voice that you are calling on behalf of your employer (or yourself). You need to engage them in friendly conversation and explain that you are chasing payment for an outstanding invoice(s). There is no need to be aggressive or abrupt and will appreciate your calm approach. They may ask you a few questions about the invoice. Above all be helpful and reply to all the questions asked. The object of the call is to make sure they become receptive to your request for payment of your invoice.

Stay your ground

  1. Ask when can you expect remit of the invoice. They may ask you to resend the invoice. If they do, send a copy via email and put a copy in the post. Then ask them again when can you expect to receive full payment of the invoice. Ascertain any problems with the invoice. What is preventing them paying the invoice as payment is overdue in accordance with your terms and conditions.
  2. A cheque may need to be authorised by am a manager, or the invoice needs to be approved.  In that instance, ask them when you can expect this to happen.
  3. Thank them for their time.
  4. Write on the invoice, on your accounts package or on an excel spreadsheet the outcome of your conversation. Write clearly the date that they said you can expect payment. In addition if you have sent a copy invoice, write the day you emailed the copy invoice and sent one in the post.
  5. Enter a note in your diary to make an additional call to the person to make sure they have received a copy of the invoice. If the payment was expected on a particular date and has not been received, call again on that date. Tell the person that the payment has not been received and find out if there are any issues.
Credit Control tips
How to do credit control successfully

What if your client won’t pay you if you are a Virtual Assistant?

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.

What is CPD?

What is CPD?

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?

What is 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.

Education never stops

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:

  1. Online training courses
  2. Studies in a classroom setting – often given by trade bodies
  3. Correspondence courses
  4. Seminars and Open days
  5. Trade Federations
  6. Professional Magazines in a chosen field

What is CPD for your occupaation?

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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