Even the most experienced PA or secretary can have a bad day. You sent the wrong email. The meeting link doesnât work. Your bossâs presentation pointer dies even though you checked it before they left the office, and packed spare batteries, and somehow, itâs still your fault. Then that quiet voice that lives at the back of your head rears its ugly head, and starts to speak, âYouâre rubbish at this jobâ, âThat was such a stupid mistake to makeâ. Silently, you chastise yourself. These moments donât define you. But they can rattle your confidence, and over time, those knocks can leave you doubting yourself.
The truth is that administrative professionals, like you, are the backbone of the workplace. You juggle logistics, conflicting personalities, last-minute changes, and a sea of expectations. When it all goes smoothly, nobody notices. But when something goes wrong, the spotlight lands firmly on you.
Let me say this clearly: confidence at work isnât about being perfect. Itâs about recognising your value, learning from the rough days, and remembering that one mistake doesnât undo a careerâs worth of good work.
Let me tell you a story. Itâs a true story of a young lady who attended one of my training courses. Her boss had decided she was useless at her job and needed training to become a better PA. She broke my heart because, despite being fantastic at her job with checks and counterchecks in place, she doubted her skills. (Names have been changed for confidentiality.
When a Bad Boss Knocks Your Confidence at Work
Laura had worked as a senior PA for over ten years when she joined our PA and Secretary training course. Her boss, a senior executive with a temper, relied on her to manage high-level board meetings, prepare presentations, and handle the tech, despite having minimal IT skills himself. He would panic when he couldnât find his mouse on the screen.
For one major presentation, she had prepared everything in the minutest details. She even checked the clicker in advance and popped in a fresh set of batteries for good measure. She packed a second set of batteries and put them in his Information pack along with his itinerary. The itinerary included details such as the pickup time from his house to the train station, the platform he needed to catch a train to London. He had step-by-step instructions on what he needed to do when he arrived in London. She even had the name of the driver who would collect him at Euston Train Station when he arrived. She had prepared everything.
Then it went wrong
Midway through the presentation, the clicker failed. He was furious. When he got back to the office and in front of everyone, he snapped, “Can you try doing your job properly for once?” Laura was devastated. She had done everything right. She was humiliated, then yelled at again in private. That night, she went home feeling like a failure. This left her feeling devastated and convinced that she couldnât do her job correctly.
As with everything, there is often a knock-on effect of incidents like this. She had lost her confidence at work and started to make more mistakes. In the end, her boss insisted that she attend a training course to pick up the skills she needed to be a âdecent PAâ. This is where I met Laura. Laura came onto my course not because she lacked skills but because that one moment, that one man, had made her doubt herself. She didnât need fixing; she needed reminding that she was brilliant.
Weeks later, I was told that she had found the courage to report the incident. HR investigated, and her boss received a written warning. He later left the department.
How Do You Rebuild Confidence at Work?
If youâve had your own âLaura moment,â please know you are not alone. Confidence isnât a constant. It rises and falls, especially when your work is so visible and often, so undervalued. Here are ten gentle but powerful ways to rebuild your confidence, based on real experiences and practical strategies.
1. Keep a Success Journal
Each day, write down a minimum of three things you did well that day. They donât have to be monumental achievements. Maybe you juggled a busy diary successfully. Maybe you calmed a colleague under pressure. Perhaps you just kept it all together.
When doubt creeps in, and it will, your journal becomes a quiet but powerful reminder of how capable you really are. Never underestimate the power of a gentle reminder of how brilliant you are.
2. Own It⌠Then Let It Go
Mistakes happen. Own them. Apologise if needed. Then move on. There is no rule that says one slip-up wipes out ten years of good work. You are allowed to make mistakes; everyone does. You and your career are not a mistake.
3. Flip That Inner Critic
You wouldnât tell a colleague or your best friend, “Youâre rubbish” because a Zoom link failed, so why say it to yourself? You are just as crucial as your colleague or best friend. Instead, say, “Iâm learning. Iâm resilient. I handled that as best I could.”
Confidence is built one kind word at a time, especially when itâs from you to you. Whether you say it silently to yourself, out loud or have it written on a post-it note attached to your computer screen. Be kind to yourself and set expectations for yourself.
4. Donât Swallow Toxic Feedback
Constructive feedback is valuable. Toxic comments are not. If your boss humiliates you, thatâs not criticism, itâs bullying. Like Laura, you have options. Talk to HR. Speak to someone you trust. You deserve respect at work. Set your boundaries and donât let anyone step over them. You are a valuable member of the workforce, and your job is just as important as your boss’s. Remember, without you, they couldnât do half the work they do.
5. Surround Yourself with Support
Confidence thrives in a community. Join professional networks. Seek out positive colleagues. Join our myPA Business membership, where support, stories, and solidarity flow freely.
You are not alone. You never were.
6. Learn Something New
Sometimes, a drop in confidence is your brainâs way of nudging you to grow. Take a short course. Explore new software. Refresh your knowledge. Try our Confidence & Awareness course; it was built for people just like you. A small win can reignite your belief in what you bring to the table. You are more powerful than you realise.
7. Practice Saying No
Itâs tempting to take on everything. But confidence grows when you set clear boundaries. Know what your boundaries are and be clear about them. You donât want your boss to call you when you are on holiday or on a Sunday. If you are asked to do a task that will take hours to complete and you’re already stacked, try saying, “Iâm fully booked this morning. Can we review this this afternoon?”
Be Polite, professional, empowering and use your big girl voice. Practice saying NO, practice saying I will butâŚ
8. Focus on What You Can Control
You canât stop the internet from crashing or your boss being in a mood. But you can manage how you respond. Your boss doesnât live in your head; they donât pay rent, so donât let them in. Their bad mood, their mistakes are not yours.
Breathe. Stay calm. Youâve handled worse.
9. Ask for Real Feedback
Donât wait for your annual appraisal. Ask someone you trust: “What do you think I did well in that meeting? Is there anything I could improve?” The right feedback builds confidence and is a fantastic learning tool. Feedback is not to be feared. Itâs the starting point of you becoming better than you are right now.
10. Be Kind to Yourself
If your best friend came to you in tears over a mistake, you wouldnât tear them down. Youâd listen and remind them of their worth, of how good they are. You deserve the same compassion from yourself. Speak kindly. Treat yourself gently. Celebrate your wins, even if it is getting through a tough day. You deserve it.
Final Thoughts: Confidence at Work isnât a trait, itâs a Practice
The world of administration isnât easy. Youâre often expected to be invisible until something goes wrong. But hereâs the truth: your role matters. You matter. Confidence at work isnât something youâre either born with or without. Itâs something you build, one moment at a time.
If youâve had a knock, take the next step. Explore our Confidence & Awareness Course. Itâs here for you, just like we are.
More importantly, remember that you are not broken, you are not failing, and you are brilliant. You are just getting started.
Why Focusing Beats Multitasking Every Time: Productivity Tips for Busy Admin Professionals
Do you ever feel like youâre spinning too many plates? Your inbox is overflowing, your boss keeps changing priorities, youâre halfway through writing minutes when a calendar clash explodes⌠and oh, your Teams chat is on fire.
Welcome to the world of the modern-day PA.
Itâs no wonder so many admin professionals feel overwhelmed. The secret? Stop juggling. Start focusing.
Itâs simple. But itâs not always easy.
At myPAbusiness.com, we believe productivity doesnât come from doing more, but from doing the right things at the right time, without losing your marbles. Letâs explore why single-tasking is more potent than multitasking and how you can actually make it work, even on your busiest days.
Why Multitasking is a Trap
Youâve probably been praised for multitasking at some point in your career. Maybe you pride yourself on it. After all, who else can rearrange a meeting, write an email, order a working lunch, and prepare a PowerPoint all in the same 20 minutes?
But hereâs the catch: our brains arenât wired for multitasking. What weâre doing is task-switching, jumping from one activity to another. And every time we switch, we lose time and focus. Research consistently shows that task-switching can reduce productivity by up to 40%. It increases errors, heightens stress, and leaves you mentally drained.
So, if you feel like youâve been busy all day but achieved very little, the problem might not be your workloadâit might be your working style. Multitasking gives the illusion of progress but often results in a scattering of half-finished jobs, forgotten details, and avoidable mistakes. It’s exhausting, and in truth, it’s unsustainable.
The Power of Single-Tasking
Imagine this instead: sitting down, choosing one task, and staying with it until itâs done. Sounds luxurious, doesnât it? Thatâs the power of single-tasking. Itâs not about working slower; itâs about working smarter.
Focusing on one task at a time allows you to dive deeper, think more clearly, and produce higher-quality work. Youâre less likely to miss details, more likely to complete things efficiently, and surprisingly, you may even finish earlier for admin professionals, where accuracy and professionalism matter. This can make a significant difference to your confidence and your reputation.
And letâs not forget the psychological win, ticking something off your to-do list is incredibly satisfying. A day structured around focused tasks rather than chaotic multitasking feels calmer, more in control, and ultimately more productive.
How to Stay Focused in a Busy Environment
Of course, all this is easier said than done. Interruptions, urgent emails, and impromptu meetings, your day as a PA or admin professional rarely goes to plan. But with a few innovative techniques, you can build better habits that support focused working.
Start by being specific. A vague task like âCatch up on adminâ invites distraction. Instead, try listing functions that start with a clear action word: Send, Update, Prepare, Finalise. For example, âPrepare agenda for Fridayâs team meetingâ is much easier to focus on than âMeeting stuff.â Specificity helps your brain to lock in and see a clear endpoint.
Once you have your task list, take a moment to prioritise. A straightforward method is to apply the 3Ds: Do it now, Defer it, or Delegate it. Ask yourself: which tasks can I do in under five minutes? Which ones need dedicated time? And which ones could be passed to someone else? This quick triage gives structure to your day and ensures your energy goes into the right tasks at the right time.
Another powerful strategy is time-blocking.
Your calendar shouldnât just be a list of meetings; it can be a tool for productivity. Try scheduling short bursts of focused time for specific tasks. For example, block 30 minutes in the morning to clear emails, then 45 minutes to write up meeting notes. Protect these blocks as if they were client meetings, and you’ll notice fewer interruptions and more clarity.
And yes, itâs time to talk about notifications. We all know the pain of trying to concentrate while email alerts pop up, Teams pings in the corner, and your phone vibrates with social updates. Turn them off. Or at least mute them during your most focused work. Better yet, put your phone out of reach. The fewer distractions you have, the easier it is to build flow.
If you find it challenging to stay focused for long periods, the Pomodoro Technique might help. This simple method involves working for 25 minutes, taking a 5-minute break, and repeating. After four cycles, take a more extended break. Itâs ideal for breaking big tasks into manageable pieces and prevents burnout by encouraging regular pauses. There are plenty of free apps that can guide you. Focus Keeper and TomatoTimer are popular options.
While working more intentionally, you might also find that random thoughts or distractions pop into your head, âI must call IT,â or âIâve got to update that spreadsheet.â Instead of dropping everything to act on it, write it down. Keep a notepad beside you or use a digital notes app to create a “Distraction Parking Lot.” This way, you capture the thought without losing focus on your current task.
And finally, end your day with intention. Take ten minutes to review what youâve achieved, tidy your desk, and write tomorrowâs to-do list. This small daily habit creates closure, reduces the mental clutter we carry home, and gives you a head start the next morning.
Final Thought: You Deserve to Work Calmly and Confidently
You are a professional. You thrive on details, support others with poise, and keep things running smoothly even when chaos reigns. So why not give yourself the same level of support?
Choosing to single-task isnât about being slow or inflexible. Itâs about owning your time and energy and about taking back control from a workday that pulls you in a hundred directions. Itâs about protecting the quality of your work and your well-being.
And the best part? Itâs something you can start today. Pick one task. Focus. Finish. Then move on.
Because at myPAbusiness.com, we believe that when admin professionals feel focused and empowered, the whole business benefits. If youâre ready to take your skills and your confidence to the next level, explore our training courses designed specifically for PAs, secretaries, and administrative professionals. Visit www.mypabusiness.com to find out more
How Outsourcing Can Help Grow Your Business with a Virtual Assistant
Are you looking for an efficient and cost-effective way to supercharge the growth of your business? Virtual Assistants (VAs) can provide businesses with a powerful solution that can help to hone internal operations. Help streamline processes, increase efficiency, and ultimately maximise profits. With the right virtual assistant, businesses can unlock the potential of outsourcing. Make their operations more productive and cost-efficient than ever before.
What is A Virtual Assistant
Virtual Assistants are highly skilled professionals who provide services remotely, usually via the Internet. They can help businesses with various tasks like customer service, email management, data entry, marketing, etc. With a VA on board, companies can free up their time to focus on what’s important – growing their business. VAs offer a unique value that is difficult to replicate in an in-house team: flexibility and scalability. Businesses of any size or budget can leverage the skills of a virtual assistant. Introducing flexible working, most office staff has been introduced into the concept of remote working. A VA can meet business needs without investing in additional resources or personnel.
The key to success with a virtual assistant is finding the right one for your business. Finding the perfect match for tasks can be tricky and requires research and patience. But when you finally find the ideal VA, it’s worth all the effort. The quality of work that they provide can make a real difference in how successful your business is overall.
What can a Virtual Assistant do?
Outsourcing specific tasks to virtual assistants will free up business time. This gives business time to focus on other areas of their operations. A VA can allow business owners to expand their services and offerings. VAs can take care of:
Customer service
Managing emails
Data entry
Software Testing
Social Media Management
Bookkeeping
Research
Travel and Conference Booking
Website updates and maintenance
The results of working with a VA mean that business owners have more time available to pursue new opportunities. Which could lead to significant successes down the road!
A virtual assistant is an invaluable asset to any business. With their help, companies can unlock the power of outsourcing. They can access a range of skills, services, and expertise that would otherwise be inaccessible. If you’re looking for ways to grow your business quickly and effectively, consider bringing on board a virtual assistant today!
You will need time and dedication to find the perfect VA. Any business can reap the rewards associated with harnessing the power of a virtual assistant. Besides saving money, reducing overhead, and freeing up valuable personnel resources, VAs can give businesses access to specialised skills without having to commit substantial financial resources or long-term contracts. The power of outsourcing should not be underestimated. Make sure that you can take full advantage of the opportunities presented by virtual assistants to help your business reach its full potential.
In conclusion
Virtual Assistants offer a powerful solution for businesses looking to unlock the potential of outsourcing and maximise their operations. With a suitable VA, businesses can free up valuable time and resources to focus on growth while streamlining everyday tasks. If you’re ready to supercharge your business, investing in a Virtual Assistant is an excellent place to start!
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.
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:
Online training courses
Studies in a classroom setting â often given by trade bodies
Correspondence courses
Seminars and Open days
Trade Federations
Professional Magazines in a chosen field
What is CPD for your occupation?
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 Alzheimerâs community have suggested that keeping your brain active could help prevent many mind degenerative disease.
All studying requires is your dedication to the course, you will be receptive to new concepts, your time and the drive to become successful.
When you think of a PA or a Secretary, you immediately think of someone organised, who is ultra-efficient and has their hand on the heartbeat of the department or their Bossâs Day. In effect, being proactive. Being Proactive is management speech stating that âa person is creating or controlling a situation rather than just responding to it after it has happenedâ. (more…)
Welcome to our online magazine from Julie and the team. If you have been on one of Julie’s training courses, you know she is passionate about PA, EAs and Secretaries being the best they can be. She also has very strong opinions about what a PA, EA and Secretary should and shouldn’t do. If you have a question, or would like to add an article, please get in touch. We would love to hear from you.
