Roadmap to Success

In recent months, a number of positive indicators have been pointing to a long-awaited economic turnaround - so what are thelessons you have learned over the past few years?

You may have found yourself in situations over which you had no control: layoffs, budget cuts, projects that were shifted from high priority to low and vice versa. However, there are still insights to be gained. Difficult times can be a catalyst for growth. By reflecting on these struggles, you can evaluate your professional strengths and weaknesses and be better prepared for any future challenges.

• Lesson 1: Doing More With Less
• Lesson 2: Sharpening Your Time Management Skills
• Lesson 3: Adapting to Change
• Lesson 4: Being an Indispensable Employee

Lesson #1: Doing More With Less

To one degree or another, workers in most organisations had to accomplish more with fewer resources. Many administrative professionals had to handle the same number of projects - or more - with fewer staff members to share the workload. Multi-tasking became a must.

What you learned is that you can do more than you thought you could - with less than you ever imagined. You had to meet seemingly impossible deadlines by relying on teamwork, creativity and an intense personal focus. And through this, you were able to strengthen your skills in identifying and prioritising the most critical parts of the job to meet the challenge.

Questions to consider:

• What was your most successful example of doing more with less?
• What was your biggest setback?
• If you could go back and do it all over again, what would you change in the way you handled this setback?

Lesson #2: Sharpening Your Time Management Skills

Let's face it: The only way to do more with less is to be extremely resourceful and efficient. Your focus and energy has to shift in an instant to keep up with changing priorities, and you may feel like you had no time to organise your thoughts, let alone your daily 'to do' list.

But you did!

Perhaps you made sure that at the end of each day you set aside five minutes to plan for the next day's critical tasks or assignments. Or maybe you simply played it by ear, fielding requests and projects as they came in without forgetting other key responsibilities. Either way, if you were successful in managing your time effectively, you ultimately became more self-sufficient. You didn't have to wait to be told what to do - you knew what needed attention and you did it. And this means that you demonstrated superb organizational skills that can ultimately lead to greater autonomy and responsibility.

Questions to consider:

• What one tool or practice would've helped you more effectively manage your time? Can you implement it now?
• What presented the biggest waste of time for you at the office?What can you do to prevent those in the future?

Lesson #3: Adapting to Change

As we all know, the one thing that's constant in life is change. And over the course of the recession, there were multiple aspects of life at work that were in flux. Layoffs led to restructurings (the reverse was also true), business priorities shifted and new responsibilities might have been added to your 'to do' list. In many companies, administrative professionals learned new technologies to help streamline functions and facilitate projects.

Flexibility is key to managing change. With an open-minded approach, professionals can quickly adapt to new procedures and policies without getting bogged down in thoughts of "what used to be." In a downturn, managers rely on employees to make the extra effort and seek a creative approach. Your initiative and willingness to take on new and unfamiliar tasks proved to you, and your boss, that you could handle just about anything that came your way.

Questions to consider:

• What was the most difficult change you encountered at work? How did you handle it?
• What changes do you foresee for your company or department in the next six months? A year?
• What do you think are the key attitudes/beliefs a person needs to have to easily adapt to change?

Lesson #4: Being an Indispensable Employee

The question on most people's minds during a recession is: How do I make sure I'm the employee my company can't live without? To be indispensable is to have some reasonable level of job security. But, more than that, it means your prospects for advancement and professional growth are exceptional.

To demonstrate your value, you proved your talents in each of the areas just outlined: doing more with less, having strong time-management skills and effectively adapting to change. You also had to be the person who could help answer any question without necessarily having all the answers yourself. You were the conduit of information, not a bottleneck.

Questions to consider:

• Who in your department or company is considered indispensable? Why?
• How can you shift your approach to ensure that you're indispensable?

As you know first-hand, an economic downturn can create challenges and additional stress in your job. The good news is that many of the techniques you learned to help you cope with these pressures will remain invaluable and canbe critical to your career advancement.

• Doing More With Less
• Organising and Prioritising
• Dealing with Change
• Maximising Your Value
• Pursuing Your Career Journey

Doing More With Less

As layoffs and budget cuts of the past few years have shrunk staff sizes, chances are good you've taken on greater responsibility and additional workloads. To accomplish more with fewer resources, you've had to come up with creative approaches. Now it's time to show your employer how much these experiences have taught you.

• Can you point to ways your innovative solutions and ability to multi-task have allowed you to keep customers satisfied? (Customers include all of the people you support at work including your boss and colleagues.)
• Can you demonstrate how the new, time-saving methods you've taught yourself have boosted your productivity?
• Are you able to explain how new roles you've assumed have helped you make operations more efficient and save the department money?

By demonstrating how your efforts have positively impacted your work and the company, you may be able to make a case for new or greater responsibilities that will increase your visibility. This can translate to improved performance reviews, better pay, and more respect and acknowledgment.

Organising and Prioritising

You may not be able to influence external events, but busy managers have allowed you an increasing amount of control over how you accomplish your projects. You've worked hard to develop your organisational and time management skills.

Continue to:

• Prioritise. Focus on the big picture to help distinguish the need-to-do from the nice-to-do. You still need to complete all of your assignments, but make sure the activities you spend most of your time on are those that address critical departmental needs.
• Clarify overall goals. Group priorities have a way of changing over time, so ask for regular meetings with your supervisor to keep up to date with the newest initiatives impacting - or soon to impact - your department.
• Attend meetings selectively. Unproductive meetings are one of the top time-wasters in the workplace. You may not always have a choice, of course, but whenever possible consider passing if you're invited to meetings to discuss projects with which you are only somewhat involved. When you are the one to call for a meeting, do so only when necessary, have a written agenda and limit the invitation list to project owners.

If your firm decides to bring in temporary professionals to take some of the pressure off full-time staff, the organisational and interpersonal skills you've acquired can help you better integrate these individuals into the team. Your ability to keep your work and that of others running smoothly will not go unnoticed

Dealing with Change

What you've learned by adjusting to company changes - restructuring, mergers or perhaps layoffs - will serve you well no matter what lies ahead. Maybe you familiarised yourself with new technologies or were asked to work on projects outside of your job description to prepare for new responsibilities.

Accepting that change is the only constant in business can also help you keep your career plan viable. You'll always have to adapt your plan to stay in synch with new directions in your company, department and profession.

Your attitude about change has been a tremendous asset. Flexibility and resilience are key qualities that can continue to let you see the "half-full glass" in every situation. Act as a role model and allow others to profit from what you've learned about keeping an even keel even when times are tough.

Maximising Your Value

Throughout the downturn you've sought ways to increase your value to your employer. Continue to make yourself indispensable to your boss, your co-workers and your clients by cultivating new abilities.

• Be proactive. Your efforts to continue learning and sharing your knowledge increase your visibility with your boss and among your team members. Being a resident expert can also open the door to effective new mentoring relationships as additional staff members join the firm.
• Think outside the box. People who are full of inventive thoughts - and are not shy about sharing them - are invaluable to companies whose growth depends on a constant influx of new ideas. Having the confidence to speak up and take "smart risks" will help you excel in today's evolving workplace.

Pursuing Your Career Journey

Like any journey, pursuing your career goals requires knowledge of the road you're travelling - how far you've come as well as how far you have to go. Sometimes what you encounter along the way can cause you to change your route or even your destination. Paying attention to where you've been and what you've learned can help keep you on track.

How would you rate your marketability? Do you have the necessary qualifications to get ahead professionally? By looking for gaps in your skill set on a regular basis and refining your career strategy, you can position yourself for long-term success. And the more knowledgeable you are about workplace trends, the easier it is to accomplish these tasks.

• Change is Here ... Are You Ready?
• Get on the Right Track
• Take Your Career to the Next Level
• Your Ultimate Goal: Exceed Expectations
• A Long-Term Commitment

Change is Here ... Are You Ready?

The constantly evolving, competitive business environment demands a new type of employee - one who is prepared for anything. And expectations have never been higher. You need to have just the right skills at just the right time. Administrative professionals are expected to do more with less and apply strategic thinking to all of their projects. Do you have what it takes to keep up? Ask yourself:

• Am I committed to learning?
• Do I lead change or simply adapt to it?
• How important are my contributions to my group's success?
• How frequently do I read industry publications and attend association events?
• Does my employer view me as indispensable?

Get on the Right Track

Knowing what skills and qualifications are in demand and where the jobs are can give you a competitive edge in your career. Trends to take note of include:

• Technical knowledge. Proficiency alone isn't enough. You need to be at the forefront of technological change.Aim tobe known as an information navigator - someone who can quickly locate data and summarize findings. An attractive skill set would include expertise with Microsoft Office, database management software, schedule/project management applications, Internet research and budget tracking.
• Soft skills. As the saying goes, "You only get one chance to make a first impression." This is particularly true in the administrative field. In your role, you are often the initial contact for key individuals such as prospective clients, investors and job candidates. Shine here and you will stand out for job opportunities and advancement potential.
• Certifications. Want to show your boss you're qualified to take on more challenging projects, like designing presentations and tracking budgets? Earning a certification such as Microsoft Office Specialist shows that you've got the skills to succeed. It can also boost your earnings potential.

Take Your Career to the Next Level

Here are several ways to build your skills and knowledge:

• Get out there. Active participation in professional organisations such as the Institute of Qualified Professional Secretaries (IQPS), European Management Assistants (EUMA), UKBusiness Women's Associations and local chambers of commerce can help you stay on top of workplace trends. You may also make new contacts you can tap as resources later for career advice.
• Go back to school. There's no shortage of options when it comes to professional education. Many universities offer programs for those with full-time jobs and a multitude of organisations provide training sessions and seminars on everything from business communication to strategic planning.
• Find a mentor. What weaknesses could hold you back from career success? Hate public speaking? Difficulty juggling multiple projects? Now think about people in your company whose strengths fall in those areas. One of these individuals would be an ideal choice for a mentor. Ask for real-life examples of what works for them and solicit ongoing feedback on your efforts to improve.
• Read. If you're like many busy administrative professionals, you have a stack of journals on your desk you plan on getting to "someday." Well, someday should begin today. Reading through an article or two over your lunch break can boost your knowledge of developments and events shaping your profession and industry. You may learn things that enhance your job performance and contributions, making you indispensable to your boss and others at the firm.

Your Ultimate Goal: Exceed Expectations

• Be the MVP. Serve as a strong "right hand" person for your boss. And don't just respond to requests for help; anticipate needs and develop solutions in advance.
• Get involved with the hiring process. When it comes to filling a job opening today, an avalanche of applications can quickly overwhelm already tapped-out managers. Provide much-appreciated relief by offering to sort through the stacks of CVs, arrange interviews and give feedback on candidates.
• Look for ways to add value to your employer. Take into account big-picture issues with all of your decisions. What are your company's larger business goals? Find ways to make a real difference with your work.

A Long-Term Commitment

Just when you think your skills are up to date, business conditions and technologies change, and your talents can become obsolete. So make time at least once a year to consider where you are, where you've been and where you want to be in your career. Commit to lifelong learning and improvement. You'll stay ahead of the curve and enhance your career prospects.

If the recent economic downturn has taught us anything, it's that nothing is certain. In the corporate world, fortunes can turn in an instant. And even top-performing professionals may be let go when their firms hit tough times.

Anyone who has dealt with job loss or watched others cope with it probably came away with a changed perspective. But, rather than letting that experience cause apprehension about future economic cycles, use it to empower you.

• Prepare for the Unexpected
• Expand your Awareness
• Increase Your Comfort Level

Prepare for the Unexpected

You can't predict how economic ups and downs might affect your career, but you can prepare for any eventuality. Many workers have taken this lesson to heart.

According to a recent survey by OfficeTeam, 39 percent of workers polled said they are "very prepared" to conduct a job search if they were to lose their job suddenly.

Being prepared doesn't mean expecting the worst. It simply means being aware of the "what ifs" and the best- and worst-case scenarios in any given situation. For instance, have you considered:

• If your company restructured and eliminated your department, would your skills and experience fit within other areas of the firm?
• If you lost your job, do you have contacts who could help you land on your feet?
• Have you analysed the pros and cons of a promotion you might be in line for?
• What you would do if you unexpectedly got a new boss?

Keeping your mind open to different career scenarios and being prepared for the unexpected are key to ongoing career management. As we were all reminded recently, change can come with little notice, but here are some ways you can prepare to meet it head on:

• Refuse to stand still professionally We tend to get so focused on our daily and weekly to-do lists that we forget to carve out time for professional development and networking. Make professional development a habit and schedule activities that expand your knowledge and network.
• Keep your professional life in order. It's not enough for you to be organised and prepared. You want others to know as well.What if you have to take an unplanned absence? Prepare for this possibility by letting your colleagues and boss know where you store important information, keeping your workspace organised and informing others about the status of critical projects.
• Learn from those who are well prepared. You probably know people who handle the unexpected extremely well. They're the ones who shift gears effortlessly and possess an enviable ability to roll with the punches. The lessons they can impart - whether it's new organisational skills or philosophies to approaching work - could offer a lasting eye-opening experience.
• Keep your network active. If you suddenly find yourself without a job, networking is perhaps the best way to get a new one. It's much easier to reach out to others for help when you stay involved with professional organisations, volunteer groups and social circles.

Expand your Awareness

Another way to cope with career uncertainty is to become more aware of the environment around you. An inquisitive mind is a sign that you're committed to professional growth. Consider these ideas to expand your awareness:

• Boost your office IQ. Are you the first or last to know what's going on in your department? If you're the last, ask yourself why. A failure to connect with co-workers could limit you professionally and put you at risk if layoffs occur. Being open and accessible with co-workers is a sure way to gain insights about what's going on around you. It can also help you anticipate and respond to workplace changes. For instance, if you find out that several people in your department are using a new software program, this might suggest that you should learn it, too.
• Keep abreast of industry trends. Another way to advance your career is to stay on top of developments in your industry. Join industry associations, read trade publications and attend conferences that focus on industry trends. The more you can combine specialised industry knowledge with broad professional skills, the more valuable you become.
• Stay connected with your profession. In an ever-changing economy, you need to keep your pulse on market conditions. Joining a professional association is one of the best ways to stay informed about salary and hiring trends in your field. If you have to make an unexpected transition, you'll have a head start because you're aware of the hiring outlook.
• Broaden your information base. Make it a habit to keep pace with a fast-changing business world by continually finding new websites, publications and other resources that enhance your knowledge. And when you come across new resources, share them with co-workers. They'll appreciate your generosity and will probably reciprocate.

Increase Your Comfort Level

Most people have areas in their professional life where they feel less confident than they would like. These areas often involve interpersonal issues. By learning to navigate these potentially troublesome areas, you can perform better in your current job and improve your positioning for future opportunities. Consider, for instance, how confident you are with the following:

• Raising questions or problems
• Dealing with interruptions or time wasters
• Asking for what you want
• Saying no when necessary - and in a tactful way
• Taking credit and sharing it when the situation calls for it
• Clearing the air with a co-worker
• Gaining support for your ideas

Chances are you could probably increase your comfort level in one or more areas. But how do you do this? Unfortunately, these skills are not taught in school. They require you to draw on "soft" skills, which are usually gleaned from experience.

Probably the best way to sharpen these skills is by observing people who have good interpersonal skills and seeking advice from those you trust. Business literature and professional associations may also yield insights and ideas to boost your abilities in these areas.