Posts Tagged ‘PA for a Day’

Keep Calm – Get a PA for a Day

August 17, 2012


Daily / Weekly To Do Lists

  • Create a daily To Do List every morning (or at the end of the previous day)
  • Create a weekly To Do List Friday afternoon every week
  • Prioritise each task and tick or cross off when complete
  • If you know you cannot complete a task add it to your weekly list
  • Split larger tasks into smaller tasks
  • Keep it with you at all times

 

Goals / Targets

  • Set daily targets, but keep realistic and plan enough time for emergencies
  • If you know you cannot hit a target, have a re-think and re-set
  • Give yourself mini-rewards when you hit a target – a biscuit with your tea

Diary / Calendar

  • Whether paper or on your computer/phone etc, just keep one diary
  • Put all events, personal, business etc in one place
  • Set reminders if you need to prepare, otherwise log and forget until required
  • Check your diary each day and add tasks to your To Do List accordingly

Timesheets

  • Keep a time sheet every day
  • Keep a note of everything you do in increments of 15 minutes
  • You will see where you are wasting time or being un-productive

Email management

  • Plan for set times during the day to read and answer emails
  • Do not respond to emails that come in through the day
  • Set filters/rules and use folders to organise and manage your inbox
  • Un-subscribe from all newsletters/junk emails
  • Never open an email that looks suspicious

Plan ahead

  • Do not make special journey’s to the bank/post office/meetings etc
  • Plan your trips out to incorporate several things at once
  • Save up some tasks that can wait until later in the day/week
  • Do these while on route to other meetings etc

Distractions

  • Do not get distracted from what you are working on currently
  • If you respond to every text/email/tweet etc you will waste time

De-clutter

  • Keep your desk and office tidy
  • Keep things near that you need on a regular basis
  • Have an in-tray on one side of the desk and an out-tray on the other
  • This will help you not have too much on the go at the same time

If you need a PA for a Day to help you organise your office, your time and your life, get in touch.

pa4aday@ampmpa.co.uk or call 01225 443483

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Job Description for a ‘typical PA’

July 2, 2012

Although this is only a guide, we thought you might like to see some of the things we as PA’s do on a daily basis:-

  • Screening telephone calls 
  • Dealing with enquiries and requests handling where appropriate.
  • Dealing with incoming and outgoing email correspondence
  • Organising diaries and making appointments
  • Dealing with and responding to letters
  • Producing letters, reports and presentations
  • Arranging transport and travel
  • Devising and maintaining office systems
  • Data management 
  • Filing and paperwork
  • Organising, attending meetings and taking minutes
  • Keeping track of expenditure and reconciling costs
  • Project work and research 
  • Compiling and writing reports
  • Implementing new business procedures
  • Liaising with clients, suppliers and other staff
  • Dealing with confidential correspondence
  • Personal matters when required.

Skills Required

  • Multi-tasking

  • Up to date technology skills

  • Discretion

  • Enthusiasm and drive
  • Initiative

  • Professionalism

  • Reliability
  • Listening and communication

  • Organisation

  • Flexibility

This of course is not exhaustive, most PA’s have other skills as well, some are multi-lingual, others have skills in marketing and PR, whilst others may have worked in specific sectors.  Usually your PA will do whatever is needed to get the job done, efficiently, professionally and with a friendly smile.

Have a look at our website for some of the extra services we offer www.ampmpa.co.uk

South West of England PA Awards 2012

May 9, 2012

AMPMPA are proud to be supporting these awards, Angela MacAusland is on the judging panel. Details below:-

Calling all PAs – and their bosses.

The South West of England PA Award 2012 will recognise PA’s who go the extra mile in helping their organisations reach their potential, who make a real difference to their managers and who play key roles in delivering excellence in the workplace. 

Bristol Business News, Bath Business News and Swindon Business News have teamed up with Ston Easton Park Hotel, near Bath, to stage the South West PA of the Year Awards – the first of their kind in the region. 

PA’s are often the unsung heroes of an organisation. A steadying influence during challenging times, they are professional, reliable and pivotal to an organisation’s success. Yet they often go unrecognised – until now. 

The PA of the Year Awards will take place on July 4 when the winners will receive their accolades following a champagne tea on the hotel’s beautiful terrace. 

There are 3 award categories: 

PA of the Year 

Newcomer of the Year
(Open to those who have been employed in a PA role for less than two years as of Sunday 17th June 2012) 

Best event organised by a PA
(Entries valid for events that took place between January 2011-June 2012) 

Entries will go before our judging panel for a chance to win fantastic prizes such as tickets to Ballet in the Park at Ston Easton Park presented by Covent Garden Dance Company, a spa day for two at The Royal Crescent Hotel in Bath, theatre tickets, racing tickets and much more! 

Award entry closing date: Sunday 17th June 2012 (midnight) 

If you’re a PA please nominate yourself OR if you know of a fabulous PA get nominating! 

Please enter by visiting the following address and completing the online form. http://swindon-business.net/index.php/2011/04/18/south-west-pa-of-the-year-entry-form/

Or join the LinkedIn Group for more details http://linkd.in/SWPAAwds 

On your bike and get running…..

June 3, 2011

Never missing the opportunity to get out of the office, just thought I would update you on some of the activities that I will be taking part in over the next 10 days.

Sunday 5th June 2011 – Bath Sky Ride

See the website http://www.goskyride.com/Bath for more details.

Its a ‘unique opportunity’ to ride your bike through Bath’s streets without a car in sight. It’s free and easy to register and anyone can get involved, no matter how wobbly you might be on a bike. The route is pretty easy going and last year attracted around 6,000 people. So get on your bike!

Sunday 12th June 2011 – Cancer Research Race for Life

See my Just Giving page https://www.justgiving.com/account/your-pages/Angela-MacAuslandR4L for details of how to sponsor me.

5km around the University of Bath campus, I have been training and think I will be able to complete the route in around 40 minutes.  I would like to raise £129.90 (my race number is 1299).

All in a good cause, and hopefully will add to my get fit efforts along the way too.

Mystery Shopping

June 3, 2011

We are now offering, an official mystery shopping experience. Whether that is testing the customer experience through your website, email and contact forms or via a telephone survey or the more traditional in person options.

We have a range of people who are able to carry this out from teenagers, to students, families, professional singletons and couples to grandmas.  All are trained for each specific job and results are always confidential to each client.  We work with you to create a perfect scenario, outcomes and results.

Pricing structure

  • 30 minute website ‘shop’ and 1 page written report 
    • £30 + VAT
    • No minimum number of visits
    • Additional time on site charged at £1 per minute + VAT
  • Telephone mystery shop and report
    • £30 + VAT per hour
    • Minimum 5 telephone calls per client
    • Negotiable for larger numbers of calls
    • Telephone costs charged at cost
  • Actual mystery shop (in person) and written report
    • £50 per visit + VAT
    • All incurred expenses charged at cost
    • No minimum number of visits

As with all our services the initial consultation is free (up to 1 hour) and depending on your requirements we can adapt questionnaires to suit each individual case.

All visit results (whether in person or virtual) are kept strictly confidential.

Do get in touch if you would like more information, and don’t forget to visit our website www.ampmpa.co.uk for a full list of services.

Not just a PA

January 10, 2011

When I launched am:pm PA, I started off marketing myself as a PA for a Day service, so that I could help busy business people in the City of Bath, get organised.

Just over 2 years later, I am thinking of changing the tag line of the company to ‘Not just your PA for a day!’ because on the face of it we do so much more than just organise diaries and type letters (not my words!).

So to start off the New Year with a re-cap, here is a list of just some of the services we offer. (I say ‘we’ because even though I started out as a Sole Trader, we have grown and are now AM PM PA Limited).

  • Marketing and PR
  • Event Management
  • Social Media Strategies
  • Multi-lingual Services
  • Website & IT Admin
  • Training Course Facilitation
  • Personal and Mystery Shopping

And this is just a short list of what we offer, in addition to the secretarial services, diary management, telephone and email response, marketing support and many more.

Check out our website for more details www.ampmpa.co.uk

Greetings to one and all

December 24, 2010

Snowy

Our last blog of 2010, and just wanted to wish all our clients, suppliers, followers, colleagues, friends and anyone who reads our blog a

Very Merry Christmas and a Prosperous New Year

From all of us at am:pm:pa Limited (yes we are now a limited company too!)

Its a mystery….

December 16, 2010

New for 2011, am:pm:pa will be offering a ‘Virtual Mystery Shopper‘ service.

Just like the traditional ‘mystery shopper’ where some-one visits a shop/restaurant etc and provides feedback on their overall experience, we will be providing the same service, but in a virtual capacity, through the medium of telephone, email and the website experience.

For example, you may be a company which sells stationery supplies, how easy is it for your customers to find your website, then search for items, get a response to email and telephone enquiries, place an order and actually get the items delivered. And once the sale is complete,  what is the after sales service like?

You may have the best product or service in the marketplace, but if you are not able to deliver (sometimes literally), then you are more than likely wasting a lot of time and money. You can even use this as competitor analysis, to find out how well your competitors are doing on not only price, but customer service.

Contact us today by emailing mystery@ampmpa.co.uk for a no obligation quotation.

A card is not just for Christmas…..

December 16, 2010

Always keep a stock of cards

Ever since I worked in the greeting card industry (over 20 years ago) I have always had a stock of cards in my desk.  I regularly send cards out, not just for birthdays and Christmas, but to clients, customers, suppliers, sometimes just to say ‘Thanks’.

Why would you go to this extra effort? – it is the personal touch. Receiving a card in the post from your dentist, for example, which says ‘thank you for recommending us to your friend’ – actually says ‘we really do thank you for doing our marketing for us, and please do recommend us again’!

This means more than a cheap Christmas card that is sent out en masse, and in these times of emails, texts, tweets etc, think yourself how nice it is to receive a real, handwritten card in the post.

Now back to the drawing board, I like this idea so much, I am off to design my own range of ‘stock’ greetings cards – watch this space!


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