15 Minutes of Fame

On a weekly basis I am contacted by people who want to know how to become a Celebrity PA. The enquiry is made via email so it’s impossible to know the background of the person enquiring.

APA replies with the statement that we make no distinction between a PA to a business leader, and a PA to a well known personality.

Are we correct in this statement, is the work done as a PA the same regardless of who that person is whether well known or unknown?

Let me know your thoughts, Shelley

Technology Rules OK!

In this heady age of rapid technological change, we all struggle to maintain our bearings. The developments that unfold each day in communications and computing can be thrilling and disorienting.

One understandable reaction is to wonder: Are these changes good or bad? Should we welcome or fear them?

The answer is both. Technology is making life more convenient and enjoyable, and many of us healthier, wealthier, and wiser as a result. But it is also affecting work, family, and the economy in unpredictable ways, introducing new forms of tension and distraction, and posing new threats to the cohesion of our physical communities.

Despite the complicated and often contradictory implications of technology, the conventional wisdom is woefully simplistic. Pundits, politicians, and self-appointed visionaries do us a disservice when they try to reduce these complexities to tales of either high-tech doom or cyber-elation. Such polarised thinking leads to dashed hopes and unnecessary anxiety, and prevents us from understanding our own culture. How many of us have seen IT systems installed as the answer to all our prayers, only to find it the devil itself.

APA would like to know your thoughts on common technologies used in business and how we can implement change, acceptance and develop a shared vision for the future.

Gareth

APA Members can view a thought paper titled 'Technorealism' within the Knowledge Zone of the Member's Area of the APA Website. Technorealism demands that we think critically about the role that tools and interfaces play in human evolution and everyday life.

Tying up business

For years one of the biggest complaints made against UK Government by business has been the amount of ‘Red Tape’ it imposes on them; PAYE/NI returns, VAT documentation, statutory returns and other legislative compliances. This it is said impedes progress and reduces commercial effectiveness.

Now I have to say that I personally don’t agree but I do think it is a convenient argument perpetuated by lazy business groups and professional bodies to prevent them for having to think more deeply or survey the opinions of their members and by a Government (or more correctly the Civil Service, which run Government) from having to step outside their comfort zone; they love bureaucracy so are always comfortable debating and, worse, justifying it.

APA would like to know what challenges you face and where Government should be helping. It might be a lack of well trained and motivated workers, unfair competition in your marketplace, lack of imaginative banking facilities or even too much street crime. Please let me know. APA wants to lobby on matters that really cause business leaders (and thereby their PAs) to lose productive working time.

Gareth

Wikipedia - "Red tape" is a derisive term for excessive regulation or rigid conformity to formal rules that is considered redundant or bureaucratic and hinders or prevents action or decision-making. It is usually applied to government, but can also be applied to other organizations like corporations. It is also an album by American southern rock band Atlanta Rhythm Section, released in 1976

Putting Students to Work

As APA Director-General, I have today supported claims by CBI DG, Richard Lambert, suggesting that it is even more important during the recession that students gain vital employability skills and experience of the workplace while at university, so they are better equipped to compete in the increasingly tough jobs market after graduation.

I feel that APA members can do much to influence the use of university students in business on practical assignments and projects that will enhance their knowledge and greatly assist the business. I have often used students myself to tackle project that are under early consideration and benefit from the collective brain power of a group of young, trained thinkers. It has always proven to be a valuable investment of my time and I have also found many good future employees to develop ahead of them starting.

The CBI, with Universities UK, will launch its report, ‘Future Fit: Preparing graduates for the world of work’, which highlights the importance employers place on ‘employability’ skills – such as self-management, team-working, customer awareness and problem solving – when recruiting graduates. This is targeted to ensure students understand the realities of the workplace.

CBI will also encourage more employers to offer work placements and internships to undergraduates, and Richard says ““Of course businesses don’t expect graduates to arrive on day one fully trained, but what they do value in graduates are their people skills, a focus on the customer and a keenness to solve problems. It’s no good graduates regretting not taking up opportunities once they leave university."

Please let APA know if you already do this or would like us to help you identify possible opportunities where you can engage with local universities to offer experience to students and benefit from the association.

Gareth

Just to say Hi!

My name is Sarah and I am PA to the Managing Director of a small business in the pharmaceutical sector. We manufacture specialist sterile packaging and are doing pretty well at the moment; despite the recession. I am an APA Fellow and have asked to become an Author to add some of my own thoughts, which seems fun. More to follow.

Sarah

Not a lot of people know that!

In business we all need good market statistics but do we always go to the right source. UK Government has a host of valuable data and, although it is sometimes difficult to work through, its provenance is outstanding.

I am always being asked by PAs if I know how many businesses there are in the UK, how many employ more than 100 people, how many people they employ in total and what there collective turnover is? [Actually, the questions are usually more specific but these seem like interesting ones to use to make a point.]

The answers are; 4,679,000 businesses, only 15,465 employ more than 100 staff, collectively the 4.7 million business create employment for 22,734,000 people (so the average UK business employs just 5 people) and collectively they turnover £2,740,000,000,000 (making the average turnover £585K per business).

APA Members can access the Knowledge Zone within the Members area of the website for more information and a down-loadable Excel File giving additional detail.

Gareth

Data Protection - it's just getting harder!

In a news item today (23rd March 2009) from the BBC it identified that a recent report has claimed a quarter of all government databases are illegal and should be scrapped or redesigned. The Joseph Rowntree Reform Trust says the UK's "database state" wastes billions from the public purse and often breaches human rights laws.

But the government says the report contains "no substantive evidence" on which to base its conclusions. A Ministry of Justice spokesman said the government was "never losing sight" of its obligations under the data protection and human rights acts. "It takes its responsibilities seriously and will consider any concerns carefully, adapting existing safeguards where necessary," he added.

The government spends £16bn a year on databases and plans to spend a further £105bn on information technology (IT) projects over the next five years, according to the trust.

How do PAs feel about the ever increasing weight of data requested and supplied to often unknown sources? Both in business and in their personal life? Does your business have concerns about its own data security and does it have the knowledge to protect its self and its clients and customers?

Gareth

Stimulating Management Thinking

Whilst in the mood for recommending things, I thought I should share my favourite management book with you. ‘The One Minute Manager’ by Dr. Ken Blanchard (et al) is perhaps the simplest, most straight forward and thought provoking business book (actually a series of books, all with similar titles) that I have had the pleasure to read. I say simple because it is written as a fable, it consists of very few words, it has few pages and is intended to be read, and re-read, in a short period of time. But its messages are clear and impactful.

I would certainly recommend it as a must read book for all PAs – who I passionate believe are managers in their own right (of time, diaries, the executive office and much, much more) - and I promise it will trigger thought and debate. It might even change your life.

This book works at a number of levels, I usually give a copy to all staff new to management and I encourage more experienced managers to read it as a refresher. Others in the series; especially the brilliant ‘Leadership and the One Minute Manager’, focus on specific areas of the management role.

You can pick up the OMM at most airports and online at Amazon. They tend to be less than £5 per copy.

Gareth

Director Training

A recent enquiry from a Member asked, “Does anyone know what training my newly promoted boss – now a Director of the Business – could attend to prepare her for her corporate responsibilities?” It isn’t the first time we have been asked this by PAs so I thought it was time I shared the answer.

Without doubt the finest director training programmes in the UK are produced and delivered by the Institute of Directors (IoD) and I can vouch for them myself having attended most of them in my early days as a director; and more recently having recommending them to a friend and getting similarly positive feedback..

Coming out of a recession, as we have to do at sometime in the future, businesses that survive will need a competitive edge and one way is to ensure its leaders are prepared for the opportunities ahead; trained and practised strategic thinkers (the core skill of any successful director) has to be one of the greatest advantage any business can have. [Well that and a strong order book!]

I would personally recommend the series called ‘The role of’ followed by either ‘a Company Director’, ‘the Company Secretary’, ‘the Managing Director’ etc. Choose whichever best suits the role of your boss.

Course details and prices (you get what you pay for) can be found at http://www.iod.com.

Gareth

Blonde Issues

“Blondes are dyeing their hair to be taken more seriously amid recession job fears” or so says the Daily Mail in an articled by an unnamed reporter today (17th March 2009).

http://www.dailymail.co.uk/femail/article-1162665/Blondes-dyeing-hair-taken-seriously-amid-recession-job-fears.html

Blonde women are dyeing their hair brown - to be taken more seriously in the office.

One in three female employees with light-coloured hair has followed in the footsteps of Scarlett Johansson and Black Eyed Peas singer Fergie by adopting a more sober shade. Researchers also found 62 per cent of people think brunettes look more professional than blondes in the workplace.

Dan Hadley of Superdrug, which commissioned the study, said: 'The current economic climate is obviously making women take more care with their appearance at work, even down to their hair colour. 'The study shows brunettes do seem to be taken more seriously in the work place which is causing a rise in fair headed women darkening their locks. 'It's incredible how changing your hair colour can alter people's perception of you as well as making you feel more confident too.'

A large percentage of fair-haired women believe their hair colour has held them back in their career in the past. The study revealed 31 per cent of blonde women have gone brunette to appear more intelligent in the office. It also emerged 38 per cent of fair-haired women believe their hair colour has held them back in their career in the past.

And those who have changed hair colour reckon it has paid off with 38 per cent believing they have been taken more seriously by their boss. The survey of 2,500 women also revealed that almost a quarter have even been given a promotion.

So what do you think? Is it true or just another Chemist selling hair colour?

Shelley

Using your own vehicle for work - does it pay?

A PA may be regularly expected to use their own personal car for business purposes. One question we are often asked is "What mileage rate can I claim?" And the usual response (to our answer of 40p per mile) is, "Is that all!" Well the truth is that the HMRC (HM Revenue and Customs) rate has been set for some years and APA feels it is time for it to be reviewed. After all, petrol prices have soared, servicing charges continue to rise and second-hand car values; particularly for those with higher mileages, have plummeted

So, what do you think? What does your business think? Before we start lobbying Government for an increase in the approved rate we would like your opinion and that of colleagues who use their cars but do not have the benefit of a Company Car. Please let us know.

Gareth

Tip: You can also claim if you carry passengers (5p/person/mile) when you travel on business. Not a lot of people know that!

More information can be found at: http://www.hmrc.gov.uk/mileage/employee-factsheet.htm

Brand Value; how do you measure yours?

As a marketer I would always suggest that brand value, like any asset, is hard won and easily lost; and Gerald Ratner - the former jeweller - knows only too well, but few businesses (especially smaller ones) really articulate the value of their Company as a brand.

My question is does yours? How does it define these values? And what value does it generate in return?

Perhaps someone would even like to quiz me on the brand values of APA; we do have them and are working hard to continue their development.

Gareth

Brand Value is defined as; the amount that a brand is worth in terms of income, potential income, reputation, prestige, and market value. Brands with a high value are regarded as considerable assets to a company, so that when a company is sold a brand with a high value may be worth more than any other consideration.

And if you want to see some UK Superbrands then go to: http://www.superbrands.uk.com/

Telephone Interviews

Over the last two weeks I have been interviewing staff and had been told by a number of business friends that Telephone Interviewing is the new and best way for first round selection. I have to admit that I was sceptical; having convinced myself years ago that I like to see the ‘whites of their eyes’.

Well list me as a convert, I tried it and am totally addicted to it as an efficient, friendly and effective way to engage with contenders and cut out the expense of travelling. It works, it’s far more relaxed and you can use your time to structure questions, scribble notes and read the CV while your colleagues ask questions far better than doing it around the Board table.

Using a conference line where everyone dials in really worked for me.

I will currently insist on doing second round (final) interviews face-to-face but who knows, when we have better video conferencing connectivity, anything may be possible.

For additonal information APA Members can watch out for a detailed posting on this subject in the Knowledge Zone of the APA Website.

Gareth

Welcome to the APA Blog for PAs and their employers

Can you feel the Buzz

Through this site we hope to gather and share opinion relevant to the professionalism and expertise of the PA (and all other similar and equivalent titles) community in the UK and globally.

We wish to elicit your thoughts, excitement, frustrations and difficulties and through a process of socio-professional networking find solutions and offer experienced support and direction. There is hardly ever a right answer to any problem, only a series of potential suggestions for how it might be solved. Everybody is entitled to their opinion providing it is constructive, well intentioned and based on sound knowledge of the situation in hand.

How to use this Blog

Commentators – you can click on the word ‘comments’ at the foot of each subject to post a response to the content.

Innovators – you can contact APA by email (knowledge@paprofessional.com) and suggest (even script) a question to pose or a problem you would like help with. We will upload these to the site and encourage followers to comment. APA reserves the right to edit or reject suggestions made but will generally respond with reasons to the originator.

APA Fellowship Authors – APA Members, at Fellow Grade only, can request permission from the Director General to become a Blog Author and thereby gain access to the site and create their own opinion pieces at will.

I truly hope this starts to get people talking about the important role PAs play in business, the professionals, academia, central and local government, the public sector and in society. Please read on.

Gareth Osborne
Director General
APA

Any malicious or salacious posting will be removed and sender details will be forwarded, with an official complaint, to the Office for the Telecommunications Ombudsman (Otelo).

Sacked for Facebook jibes

26th Feb 2009 - Andrew Levy of the Mail Online wrote:

Like many teenagers, Kimberley Swann was underwhelmed by the menial tasks she was given in her new job. But while other 16-year-olds might have confided in friends and family about the filing, stapling and hole-punching, she decided to let off steam by posting comments on the social networking website Facebook. Three weeks later, the words 'first day at work. omg (oh my God)!! So dull!!' came back to haunt her when her boss discovered them as he surfed the net.

Another posting two days later complained, ' all i do is shred holepunch n scan paper!!! omg!', while another fortnight of apparent misery produced the moan, 'im so totally bord!!!'
Miss Swann was called into Stephen Ivell's office and fired on the spot before being marched from the premises in Clacton-on-Sea, Essex.

If you hadn't already learned the lesson before Kimberley did, I guess you have now. So, what brief do you give new starters about; a) Using the Company's time and computers for personal posting, and b) What do you tell them about confidentiality, careless twittering and good old common sense? Has your HR department picked this up and are they thinking about the disciplinary implications of it? We would like to hear your views.

Gareth

Beware: 'Time Bandits' can add to the stress

In a recent survey APA found that over 50% of respondents thought that 'the volume of physical interruptions' they experienced was the single largest challenge to their daily effectiveness.

Tell us what you think; do you agree or is it something else?

We would especially like to hear from PAs who have a tried and tested method for keeping 'Time Bandits' at bay.

Gareth

Proud to be a PA

Is there confusion in the commercial marketplace about the role and value of a PA?

APA naturally believes that being a PA is something special and requires a special set of creative skills not present in all who operate within the commercial arena. We believe that these skills are more closely aligned to those of a Manager than to those of an Administrator. PAs are required to be tenacious, innovative and decisive; managing executive time, diaries, meetings, travel and work:life balance to help maximise effectiveness. It is not a job for the faint-hearted or the bureaucratic - or are we wrong?

Please let us have your views on the role of a PA, its importance to your business and how you or yours are viewed by others. What is it they miss, what don't we (as PAs) communicate to ensure our role is recognised or are we the 'Best kept secret of British business?'

Gareth

Creme 2009 - the jury's out

It costs APA about £5,000 in total to attend the Creme event in London each year and Directors are starting to question the wisdom of this level of investment for the return it generates.

They would welcome your thoughts on the value of our attendance; it is unquestionably a good show and over the course of the event around 8,000 people are thought to attend (not all PAs) but this is a small percentage of the PA-population operating across the UK and being a London event could be seen to be making us London-centric. What do you think?

Gareth