Having their finger on the pulse of the organisation places them in a unique position to help directors and managers stay on target, to achieve their vision and goals. Here are just a few of the myriad of ways Executive Assistants are adding value to businesses – proving that they are a must for all successful businesses.

Tech savvy

The indispensable, technological skills’ set of EA’s have proved vital for the smooth transitioning to working remotely. Virtual meetings are a must for keeping the CEO in front of their work team and client/customers. EA’s are familiar with all the features of the web-based video conferencing tools such as Zoom, TeamPlayer and Skype. They schedule meetings in advance maintaining a valuable line of communication between all business stakeholders. EA’s can add a professional touch by ensuring the smooth running of these virtual meetings, maximising all the screen-sharing features, sharing meeting agendas, resources and even other more pictorial information in the most visual, interactive and engaging way. They keep accurate records of these meetings, ensuring minutes are sent out via email to all participants as required.

They save time

EA’s manage the many time-consuming administrative tasks that comes with any business. They play a key role in keeping the business running seamlessly, allowing the directors to focus more productively on the bigger picture. An EA can act as a buffer between directors and employees or client/customers, answering day to day questions ultimately saving time and money. An efficient EA makes it a priority to be well- informed about the business, its goals and the vision and the priorities of its executives. They can save time by carrying out essential, time-consuming, background research on aspects of the organisation, such as market trends enabling directors to make more informed decisions and staying at the cutting edge of their business.

They represent you

EA’s are perceived as the face and voice of the organisation. Liaising effectively with staff and client/customers they can add prestige and professionalism to the business image and culture. When directors are caught up with maintaining and expanding the business the all-important communication and personal touch with clients and staff can be easily lost. EA’s are that link, bridging the communication gap. EA’s who are the “right fit” and have make it their business to know their directors well have been found to take initiatives to pre-empt oversights of their busy director. Many directors would admit that their EA’s keep them on time for meetings, remind them of important events or personal details of staff or clients and keep them on target to meet deadlines. They would be lost without their EA!

Working remotely for most of us has become the norm, with many employees adjusting to this increasingly familiar mode of working. This has posed a host of new challenges for many business managers for whom remote management is unchartered waters. Given that this is likely to be at least the foreseeable future, if not the long-term future of the workplace, managers and business owners need to adapt. It’s crucial therefore to be able to prioritise managing a remote team effectively without detriment to productivity. Whether you are already four months into remote working or are newly managing a remote team, here are some important practices to adopt in order to promote a more fulfilled and productive team!

Utilise technology to boost team spirt and establish a community bond
Use virtual platforms to build a connection with your employees and in turn encourage your employees to do this with their colleagues. Take steps to protect people from feeling isolated. Building a team spirit by introducing a weekly virtual quiz or virtual Friday drinks will maintain a continued sense of camaraderie. It is essential to keeping your team upbeat and positive, reminding employees that they are still connected to the social aspect of the office. Investing in the technology platforms to support and maintain effective communication will ensure that this collaboration is possible. Provide the staff training and technical support to allow all employees to use the tools confidently and fruitfully. Ultimately such an investment will reap dividends in job satisfaction and staff productivity.

Implement reminders of short-term goals and long-term goals
As many businesses were forced to make the transition to working remotely, the businesses goals may have changed to reflect unexpected external challenges. Ensure employees are kept informed about these revised goals and are continually kept abreast of changes as they enfold. This allows employees to prioritise tasks and to stay on target. As far as possible, allow employees at all levels of the business the chance to have input into the future vision and goals of your business. This will help instil in all the staff a sense of empowerment and ownership in these uncertain times. Agree and set personal goals for individual employees too, to allow them to better measure their own productivity.

Be mindful of people’s mental wellbeing
The unprecedented challenges posed by this world-wide pandemic has affected all types of people in different ways, with many employees admitting that they are struggling to stay positive and motivated. It’s important that business managers acknowledge the tough personal and career decisions employees are facing and that employees feel supported and valued. Provide them with help and tips on how to look after their mental wellbeing and use inquiry techniques to help them achieve their goals rather than constantly checking in on their progress and numbers.

Acknowledge employees’ effort publicly and trust Your Team
It’s more important than ever to keep up staff morale; telling your team members they’ve done a good job virtually may be more difficult than when at the office. A congratulations over an email may not always hold the same weight. Use your virtual video calls to celebrate each team member’s efforts and collate these acknowledgements in an email with the team included! Introducing an award scheme for achievements may be more important than ever. Acknowledge that you trust that your employees are putting in the work. Set up work-from-home guidelines in order to respect boundaries and foster a healthy work- life balance. Limiting emails and calls to designated hours ensures employees are not working around the clock and helps them feel respected. Afterall your employees are your business’ greatest asset.

It is a must in the current employment climate; not only to demonstrate good technical skills, but to also be able to practise and develop soft skills. Soft skills relate to “how” you work. There is a growing demand for human skills. Being a candidate who communicates clearly, solves problems, and demonstrates good teamwork, are just a few of the soft skills that are perceived as very important in a business environment today. Soft skills can be a deciding factor between two candidates who have similar technical skills. Whilst some of these skills are inherent in an individual, these skills can be further developed both inside and outside the workplace. Invest in these soft skills and be successful.

Emotional intelligence
Having a high EQ (Emotional intelligence) is viewed as very important in many roles today. It relates to how we can manage our own emotions and navigate other people’s emotions. This highly valuable skill helps improve communication, management, and relationships within the workplace. Businesses value candidates who demonstrate a high EQ, as it can help improve the company’s culture. Employees with a high EQ can better demonstrate an understanding and respect for the emotional wellbeing of their colleagues which in turn fosters productivity.

Resilience
Resilience is the ability to cope with the ups and downs that life inevitably brings. In a workplace setting, ups and downs and especially challenges can be a weekly occurrence. One must be able to deal with and navigate frustrating situations, heavy workloads and constructive criticism whilst simultaneously being able to be productive. Workplaces are often ever-changing and stressful environments, and the challenges they present can truly test a person’s resilience. Training yourself to be able to maintain a strong, positive perspective will help you deal with stress, remain flexible and help you excel in your role.

Team player
It’s important to be able work well as part of a team in today’s business world. Modern workplaces are increasingly embracing a more collaborative, team- based approach to finding creative solutions to business challenges. Therefore, being able to work with others to meet the goals of the business is essential for success. Demonstrating that you are an effective team player will be imperative to catching the attention of that interview panel or landing that promotion.

Creativity
Creativity can enable problem solving in the workplace. Creativity enhances our ability to look at problems with a different perspective and encourages us to think outside the box in order to find more innovative solutions. Creative employees are often more engaged and positive, perceiving problems as exciting challenges. If we want to stay at the cutting edge in a competitive world, developing our ability to think outside the box will be our ticket to success.

Leadership Skills
Developing your leadership skills are a sure way to stand out. Good leaders are important in a business. It’s a great plus to your employment skill’s profile if you are capable of positively inspiring other employees to be productive while leading by example. A good leader can overcome all challenges whilst retaining balance, productivity, and a healthy culture for those that work alongside them.

We, as a business, have seen firsthand, the benefits of employee investment. From inhouse employee training, external tutorials, and upskilling seminars we have reaped the benefits of loyal employees who are motivated and feel valued. This in turn has meant our employees here at PKL are highly productive and positive, each bringing a wide range of strong skills. Training with the latest technology allows employees to have an open-minded, innovative approach and provide a great all-round service.

We are living in a digital age

We are living in the digital age and a Business’ reputation can be made or destroyed at the touch of a button. A business’ online reputation can be easily viewed by anyone which includes top talent, customers/ consumers. Platforms like Glassdoor allows employees and ex-employees to write firsthand reviews about a business. In today’s highly competitive market one bad review from an unhappy employee on Glassdoor could be the factor that leads someone to a different business whether it be working for or buying a product. Ensuring that employees needs are met in the workplace and striving for employee job satisfaction can therefore be a massive factor in giving your business’ a positive reputation.

Reduces staff turnover

Replacing an employee can be highly costly especially if they are top talent. Between advertising open positions, training a new employee and the loss in productivity of a new employee trying to learn the ropes (new hires simply aren’t as productive as the person they’re replacing and it may take a year or two to get to that level). Helping to reduce the turnover in staff by implementing ways to maintain job satisfaction such as training or providing career progression opportunities will be a sure way to save money in the long term.

Employees have the ability to create a better brand

Positive, motivated employees are more likely to develop a strong brand through developing positive external relationships with clients. Naturally, employees who are satisfied and happy in their roles strive to deliver high quality service with consistency, resulting in a better overall brand, attracting more clients and great client reviews. Essentially happy employees are free advertising for your business; by creating growth opportunities and ensuring employees are feeling satisfied in their role, they will naturally share their positive experiences with the people in their professional network.

Equipping employees to work independently avoids costly over-management

Training your employees effectively to give them the confidence and tools they need to manage their role efficiently can avoid wasted time on micromanagement. Time is costly especially when over management from a superior can mean less time spent on their individual role. Therefore investing in training so that employees can work in an independent manner and are able to make smart decisions will save your business time and money.

These are some of the most sought out habits practised by successful people. If you are like me with your daily demands changing frequently and often without warning, believe me committing to one of the following habits will reap benefits. Bad habits are a negative behaviour pattern. We can develop these negative behaviour patterns over time, but in the same way we can also develop positive behaviour patterns. What are these habits the successful leaders of our world have incorporated into their everyday routines to help them perform to a high level?

Incorporate exercise into your life

Exercise to help create a strong body, which holds a strong mind. Incorporating exercise into your routine is proven to help you be more productive throughout your day. Movement establishes better blood flow to your brain. This means that your brain gets a heavy dose of increased blood flow and oxygen, in turn delivering more energy to your brain. Exercise also improves your mood, as it releases endorphins, giving you a more positive outlook to take on the day.

Reading – Open your mind

Reading expands and opens your mind. Learn and keep up with what’s going on in the world. People who read train their brain to focus for a prolonged period, which is a beneficial transferable skill in a lot of areas of our lives. People who read are constantly expanding their vocabulary and knowledge of the world around us, allowing them to make better informed decisions in line with current affairs.

Following a balanced healthy diet

Maintaining a healthy diet allows us to gain all the necessary nutrients for us to function both physically and mentally. Research supports the link between health and success. Feeding our body with the right amount of nutrients and vitamins provides our bodies with energy sources and improves mood helping us power through the day.

Get a good night’s sleep

Getting a good night’s sleep has several benefits. One benefit is that is improves memory function, it helps the consolidation of new memories, which enables you to recall that information later. Science proves it affects creative thinking and improves our ability to problem solve. Not only this but getting the right amount of sleep, improves your mood to start the day fresh with a positive mindset!

Meditate

Take time out and incorporate meditation into your daily routine. Researchers have found that meditation stimulates areas of the brain associated with concentration and learning. Meditating slows down your mind and can help stop negative thought patterns or pessimistic ruminations. Cutting out this negative clutter can give space to thinking more clearly to make more intelligent decisions.

Online communication is the new norm. The world of recruitment is no different, face to face interviews have turned to virtual interviews through platforms such as VidCruiter, my interview and Zoom. Implementing the following tips will put you on track to having a successful interview.

Arrange your interview space carefully

Arranging the space where you want to execute your interview is vital. You don’t want any distractions grabbing the interviewer’s attention. Create a clean, professional-looking background. If you don’t have a home office this can be done by simply choosing a clean and clear wall, then placing a chair and table in front of it. Make sure there is no clutter, as you want to be the focus.

Dress for Success

Dress for the role that you want. The dress code for virtual interviews isn’t any different to face to face interviews. You want to present the best version of yourself by dressing in a professional manner. This will also help you feel confident throughout the interview.

Eliminate Distractions

Make sure you have informed your house mates or family about your scheduled interview. You do not want any background noise that will distract you from delivering a great interview. Choose a quiet spot in a closed off room (if possible). Another important tip is to shut down any programs on your computer that may interrupt the interview. These programmes can also interfere with your connection and you don’t want any disruptions during your call.

Interviewing Rules Still Apply

Prepare in the exact same way as you would when heading to a face to face interview. Spend time researching the role you are applying for. Know the company’s background and how you will add value to the business. Preparation is just as important. Make sure you have prepared answers to potential interview questions. You’ll find lots of useful information on interview preparation on the web. The interview rules still apply!

Practice makes perfect!

Becoming familiar with virtual interviews is key. You want to feel and therefore look comfortable and confident to the interviewer. Doing some trial runs is a great idea. Practising your interview ahead of time means you can make yourself a list of any necessary reminders. You want to be fully set up and ready to go!. Ask your friend, partner or a family member to help by doing some practice runs. You can also screen record your practice and watch it back to improve.

Working from home, while not an entirely a new concept for some, has become the new normal for most of us. However, it’s not an ideal choice for many, especially when trying to maintain that perfect work life balance. It may surprise us to find however that, according to some studies, WFH can in fact increase productivity; providing workers with increased flexibility. So, as many of us have not yet returned to our work- places and perhaps have experienced lows in our motivation levels, here are some ways to stay productive.

Reclaim your work boundaries

Since your work is now in your own home, you may have already found yourselves doing more hours. For those of you who have been struggling, it’s not too late for you to reclaim your work boundaries; working normal office hours and having a definitive cut-off point in the evening will prove a great help. This approach allows you to be productive in your work hours but also allows you a guilt free exit at the end of the working day. Allowing yourself time to relax and recharge your batteries in your down time, is essential for maintaining high productivity levels in the long term.

Confine your workspace

Create a designated space of work. Ideally this would be a home office or a separate room in your house. However, if this isn’t possible, it’s still important to mark out even a section or corner of a room, however limited. Working from the space, where you eat or socialise, is hard when creating the divide between leisure and work. If you can, only go to your designated space when you need to work and keep your work- space out of sight when enjoying time to yourself. Out of sight out of mind, giving your brain time to relax from work.

Take breaks and avoid “cabin fever”

Take breaks away from your workspace during the work- day. We all need that headspace. This is proven to increase productivity. Take yourself outside as much as possible. Commutes to and from work are now cut out; so, if you haven’t already, make up for the loss of the walk to the bus, by doing some laps around the block.

Follow an accountable schedule

It’s important to continue to follow a set routine as you would do in the office. This continuity will help you sustain your motivation and focus. Hold more regular meetings with colleagues, to better hold yourself accountable for the completion of unfinished tasks. Establish daily targets to measure your productivity. Meeting your goals for that day will increase your sense of well-being as well as adding value to your business.

Collaboration/Communication 

It’s very important to avoid isolating yourself, and to stay connected. You may have been working at home for so long now that you have lost touch with work colleagues. Maintaining maximum contact with your fellow employees, helps foster creativity, enhances productivity, helps keep you motivated and let’s face it, even keeps you sane. Holding virtual meetings and even catch-ups, during your lunch break, will remind you that you are still part of a team.

A company’s culture is derived from the core values and beliefs of the organisation and it impacts and defines the environment in which employees work. Companies that maintain a healthy culture during times of uncertainty, but also move towards an innovative and flexible approach in line with great change, can become the leaders when it comes to growth and recruitment.

A transparent approach

Implementing a transparent approach is key to keeping an employee’s loyalty. Addressing changes and anxieties with an open and honest approach will reassure employees that the changes are being acknowledged and dealt with, which in turn can reduce the feeling of uncertainty. It’s important to remember a strong culture that flourishes is based on an amalgamation of the individuals who make up the organisation. Keeping these employees up-to-date with current developments within the business increases their confidence in the security of their roles, which in turn positively impacts their motivation and productivity.

Implementing a strong communication structure

Encourage listening. It is important to ensure that employees’ voices are heard. In uncertain times people want to know that their fears and worries are being listened to, recognised, and considered when important decisions are being made. Create a safe space to allow individuals to air their opinions. It may prove beneficial for a director to listen from a different standpoint. Fostering effective communication between employees can bring a positive, united environment and encourage collaboration. It can be a lonely time for staff who are working from home during this pandemic. Staying connected is important; using effective technology to allow employees to communicate easily will ensure good levels of productivity. Staff catch ups and brainstorming ways to stay connected are good ideas to keep positivity levels up. A Zoom quiz is always a good way to raise spirits!

Get creative and adapt with change

Keeping core values and beliefs as a benchmark but developing them in line with change, with a creative, flexible approach is important to keeping a business on top. Consider the ways you can keep the spirit of your culture alive. It may not be within budget to keep some of the programmes running that you use to maintain the culture. However, it’s beneficial to think outside the box to bring in new ideas. For example, rewards and recognition schemes may not be feasible but you can practise recognition at work through other approaches. Having a modern, up-to date culture will give you a competitive edge when attracting top talent.

It’s always a smart idea to be updating your employability and technical skills in this ever-evolving world. The Covid-19 pandemic has brought a lot of negatives, however one positive it has provided us with is a little bit of extra time (in most cases) to use this opportunity to develop existing skills and gain new ones in order to showcase yourself as indispensable to your current employer, or perhaps employable to a potential employer. Here are some actions you can take in order to help make your career recession proof prior to or while in the depths of a major economic downturn.

Network, network, network!

Staying connected via social media has proven vital during this period. Make sure all your social media platforms are up to date. For example, LinkedIn is now viewed as almost as important to the hiring process as your CV. Recruiters use this platform to search for potential candidates, whilst potential employer’s will often skim your online profile, placing particular importance on your connections and endorsements of your skills. It demonstrates a much higher level of trust in your ability when people have written and recommended your skills and previous experience. Network! Use this time to connect with current and previous colleagues, clients and people you know from school. You never know where a vital connection could be and where it could lead you!

Learn new skills

Develop your skill set or learn some new skills. The virtual world has been essential during this period, so technical skills in this area are important to learn. Zoom and Skype have been used predominantly in a lot of the businesses we have been working with. Get up to speed with these tools over this time. Your employer will notice your enthusiasm and it’s always great to be able to add them to your CV. Focus on your transferable skills. These are important if you are thinking about changing career due to an economic downturn. These are skills that are useful in most industries and will help you easily transition into a new job.

Work on how you can add value to a company

What makes you unique? Work on that unique skill that makes you an asset to the company. Tap into your creativity, demonstrate a growth mindset and be positive and engaged. Having these positive attitudes are a sure way to be noticed by your employer or a potential employer. This will help make you an indispensable asset.

Update your CV

Be prepared to hit the ground running, have your CV updated with all your skills and experience to date. This is a great time to revaluate your layout and structure. Did you know, on average, recruiters spend just 75 seconds reading your CV? Be specific, be precise this will help the employer get all the relevant information quickly. Generally, a short description of who you are and what you are looking for, followed by education, experience and then skill set. Finally make sure to get someone to proofread it, to avoid spelling mistakes.

Be prepared Research and Develop

Perhaps Covid-19 has highlighted the vulnerability of your career sector in challenging economic times. Maybe it’s a good time to re-evaluate your future employment. Research into jobs that generally are the most secure during a financial crisis. Maybe a job in those sectors would suit you? Looking into this could prove useful in the long-run and help you build a targeted search into a potentially more stable career or if you are forced to make a career shift.

We will be discussing this period for decades to come. This time has been compared to defining moments in history such as 911 – we all know where we were, and we will never forget it. Needless to say, what we are going through is something none of us have experienced in our lifetime.

As owner of PKL Recruitment I have been staying in touch with CEOs and investors to understand how leadership is managing through this extraordinary time of uncertainty. Everyone; our clients included are carefully evaluating their current situations: their organisational structures, cash positions, growth plans, and hiring strategies. In turn, each of them is then assessing their positions from before COVID-19 shook everything from the world health community to the global economy in order to know how to move forward.

What does this mean for recruitment? What I have perceived so far is that competitive companies are reprioritising with the aim to come out of this situation in a strong a position as the competition for acquiring new talent moves up a notch. They understand the importance of gaining an advantage because they know that what actions they implement today will make a difference when the storm passes.

“knowledge, skills, capabilities and competencies”

As identified in Jim Collins book Good to Great – when it comes to hiring in the face of this unprecedented time companies are identifying and hiring the most crucial roles. “knowledge, skills, capabilities and competencies” are critical and will drive a company’s long-term growth and success. Boards and CEOs are quite clearly saying, “We are still hiring.”

For example, one of my clients is proceeding with a new Business Development Manager role. They are prioritising this and seeing it as an investment. They know the groundwork they do now will bring opportunities to the company in the long run.

For boutique specialist recruiters this is their moment to shine.  Agencies are being called upon to help support and address some of the major challenges that our Healthcare, IT, HR and Logistics sectors are facing.  When other companies are questioning if it is feasible to continue onwards with so much uncertainty ahead, adept specialist recruiters are working in partnership with futuristic competitive employer companies. Specialist agencies are sourcing best talent through their extensive networks for critical roles whilst also offering innovative and alternate collaborative services for their clients. Unbundled services such as shortlisting overwhelming applicant responses saves their clients time and ensures their client’s brand retains customer loyalty and contributes to their reputation as leaders in their field.

Progressive companies are developing alternative strategies to attract, engage, and screen for prospective candidates.  Video conferencing is the primary means of communication and work from home is our new normal.  During this time of immense uncertainty organisations with, strong leadership teams that actively recruit critical roles and use savvy recruitment agencies now, will be in the best competitive position once the dust settles.