Whilst being at Ape Media, I have immensely gaining extensive skills and knowledge required, to enable me to reach my goal and dream job of becoming a PA within the Music Industry. I have learnt new skills along the way, such as: creating professional business documents, how to structure and write out minutes meetings, how to take detailed messages, the importance of a to do list and more.
Here is an outline of what I have been doing to make positive steps to gain skills in my chosen career path and some tips Ive learnt and am still learning along the way.
I have been writing out minute’s meetings for team meetings, board of directors and business meetings. I learnt how to structure and write out minutes meetings during my Business Administration class as well as putting my knowledge gained into practice at Ape Media, this is a method of learning that really works for me and it has definitely come in hand in hand studying Business Administration at Elatt Training Centre and working as a Trainee Administrator at Ape Media, What I really like about writing minutes meeting, is the fact that it has improved my writing skills. I have also got into the regime of writing minutes straight after the meeting has finished as the information received will still be fresh in my mind and to proof read my work before sending it out to attendees.
So I have been told that I am very detailed with my minutes since I’ve invested in a Dictaphone, however I know I will really need to improve on my vocabulary, my spelling at times and to carefully proof read. Although it may seem discouraging, it actually gives me a chance find out my weaknesses, so I know what I need to do to be even better and flourish.
Here are some Minute Meeting Tips, which I have discovered through research and experience.
- To prepare yourself ahead of the meeting by understanding the agenda, knowing all the necessary details of the meeting and reviewing related documents from previous meetings.
- To Build a glossary of name terms
- To clarify new attendees contact details: full name, email and their profession.
- To use a consistent template
One skill I would really like to enhance is my typing skills, to have the ability to type up information using a Dictaphone without stopping the recording button all the time. I have actually been practicing this skill on the job, I have found it is very challenging to do, therefore I will need to break this skill down into manageable steps, so I have been working on my typing skills further to acquire this skill in my own spare time, using the Mavis Beacon Typing Skills DVD, where she demonstrates the correct and fast way of typing.
Making To Do lists
I use Tick Tick to create my to do list’s because I can just about use it anywhere but sometimes I just write my to do list in my notebook. To do lists are extremely helpful, as I can refer back to what I need to do and I can tick off the tasks I have done. It gives me a clear indicator of important tasks in accordance to priority starting at the top of the list, but if there are tasks that can be easily completed, I will complete these tasks as I find that I am being more proactive to get things done. I write down everything into my notebook, at least then I can look back on the information if I need it for any particular purpose.
PA to Manager
I also take on the role as a PA to my manager. This job consists of checking the voicemail messages, taking messages, following up on any requirements from my manager to be completed, keeping up to date with my managers diary, to remind my manager of upcoming appointments/meetings and of any important tasks to be completed at a certain deadline along with all the details required. I also take business meetings and I get food/drink for my manager, if he has a really busy schedule during the day. This has really helped me immensely, as this is a good way of taking small breaks and walks away from the office, that way I can focus clearly, especially when I am overloaded with loads of tasks to do during the day, it really helps me to relax more.
Answering Phone Calls
I am getting really confident on the phone, believe it or not I once was really shy to answer the phone but now I do it without even thinking about it. Although I have improved a great deal over the phone, I would still like to improve my telephone skills more by practicing. I do take a lot of messages throughout the day. From experience, don’t be afraid to ask the callers to repeat themselves, as this is a sure way to verify the information received is accurate.
I had my appraisal for the first time and discovered it is very crucial to self-reflect, to outline what I am really good at, to recognise and praise myself for my hard work and effort and what type of skills I will need to build upon. Listening to others feedback is extremely vital because others have an insight on useful perspectives that I may not have on my own.
I really do enjoy what I do as a Trainee Administrator and it really does makes all the difference in the world. I am finally listening to myself and doing what I love that is; being apart of a company that makes a difference in the life of the younger generation, being around Music with those who share the same passion but also developing skills that I love doing; typing, writing, making to do lists and being organised. It has been challenging but very rewarding. I would like to share a inspirational quote that keeps me motivated to press on and it may even inspire you to keep this quote or encourage you to find a quote that relates to your values:
“What distinguishes us one from another is our dreams and what we do to make them com true” Joseph Epstein.