COMMUNIQUÉ

Katherine Vaillancourt

National Director-President

In This Issue

• President's Message

• Letter from the Editor

• Association Information

• Updates

• Fashion Room

• Branch Newsletters

• Merge’s Mega Minute

• Benefits of Exercise

• Are You Doing What you

Love...?

• Planning Successful Meetings

• Egencia & Sky View Suites

• Barrie/Simcoe County Update

• In Memoriam

• Opportunity

• Aburi Restaurants

• Use Your Laptop for Minutes

• Our Partners & Sponsors

• Our Partners

Message from the President It’s hard to believe that the last few months have flown by so quickly. Summer flies by each year and I do hope that you are all taking the chance to relax, unwind and soak in all the sunny days. Before we know it, the seasons begin to change and next thing you know, life gets busier and busier.

Change is an important part of our journey. As we go through life, both professionally and personally, change is inevitable. The experiences we go through, the people we meet and the relationships we build are part of that change. I had the opportunity to attend IncentiveWorks this year and thought that Seth Mattison’s keynote was both eye-opening and engaging. He stated that “the last best experience that anyone has anywhere becomes the minimum expectation for the experiences they want everywhere.” We, as an organization, will be going through some pivotal “experiences” over the next few years. We began the process with our name change – which is an important element to showcase how the administrative profession has evolved over the last few years. Gone are the days of just taking minutes, filing, answering the phones or getting coffee (mind you – coffee is still a very important element to making it through the day in my opinion). Our new name encompasses all the different variations of what an administrative professional can do. From project management to financial analysis to marketing and communications support, the list is endless. The Association is also going through a brand revitalization project and I would like to thank the committee of dedicated volunteers for their continuous effort and time in ensuring that we are headed in the right direction. We are excited for the launch of our new brand (tentatively scheduled for June 2018) and hope that the “experience” of this process will be both engaging and encouraging.

As part of our changing landscape, I would also like to welcome our newest branch, Moncton, for being part of this amazing Association. As we continue to grow and welcome this new branch, we are also extending our organization to the Atlantic provinces. Welcome to the “family” Moncton members! I would also like to welcome our 2017-2018 National Board. I am looking forward to working with each of you and believe that this team of dedicated and energic administrative professionals will help our organization grow within Canada and beyond. Enjoy the last few days of summer and a friendly reminder that membership renewals are due by August 31, 2017! On behalf of the National Board, we look forward to continuing this exciting journey with you.

National Newsletter August 2017

ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS ASSOCIATION DES PROFESSIONNELS DE L’ ADMINISTRATION

S ummer is winding down and we are getting ready for another busy year. We welcome everyone back from their summer breaks, welcoming new members , new QAA graduates and new students just embarking on the educational journey.

As seasons change so must we, sounds like the words of song, but it is so true. Change is not always a bad thing, some will embrace change and go with the flow, while others are a little apprehensive as they do not know what to expect. But with change comes new beginnings, great things, new ways of thinking and new ways of doing things - better, and many opportunities to grow with the times. The Association is embarking on this wonderful change and we will see where it will take us into the future of many great opportunities to grow and expand our wonderful Association as Katherine, our President outlined in her message. This edition of the Communique resembles change and how we are moving forward. We have some new contributors for this edition and new information on our sponsors page. You won’t be disappointed, this edition it is packed with lots of great information! I would like to leave you with some quotes for you to ponder...

Bridget Cochrane, QAA

Editor

FOR BRANCH INFORMATION VISIT US AT www.aaa.ca

CHECK OUT A BRANCH NEAR YOU!

Branch Info

MOTTO

Professionalism Through Education

VISION

The Association envisages itself being widely recognized, both by its

professional peers and by the broader business community. Its

members will demonstrate, through consistently excellent performance

in the work place, the value of the professional designation Qualified

Administrative Assistant. This designation will become important

criteria in the hiring and promotion of key personnel.

MISSION

The Association’s mission is to assist members in the continuing

development of administrative skills, underlying knowledge and

professional growth, thus enhancing employment opportunities and

contributions to both workplace and community.

The Qualified Administrative Assistant (QAA) Program, sponsored by the Association, is one of

the vehicles available to those interested in advancing their professional development.

To find out more about QAA click HERE

U P D A T E S

WELCOME

To Our Newest Branch

Moncton, New Brunswick is the newest Branch of our Association. The Branch was inaugurated on June 2, 2017 in Moncton.

We celebrated with our new members and everyone had a great time. Please join me in sending warmest wishes for a very successful year for the Moncton Branch.

Membership Renewal Deadline - August 31!

3 Tips for How to Always Look Polished at Work Have you ever caught your reflection in the bathroom mirror at work after, say, 3 o'clock or so and thought, *Whoa, I looked nothing like this in the morning *? 1. Jackets Change Everything:

You could be wearing pretty much anything, but throw on a blazer and you're boardroom-ready. 2. Black Trousers + Shell = Flawless Every Time:

This is the easiest and chicest outfit you can pull out of your closet every day. Never gets old. 3. Keep a Mini Bag in Your Handbag:

Don't want to lug your big bag around to lunch, or maybe you're going out straight after work? Pop a small clutch in your larger bag for instant polish.

Branches We have branches located from coast to coast. Our newest branch is located in Eastern Canada. A complete list of Branches is below:

Barrie/Simcoe County, Ontario Calgary, Alberta

Edmonton, Alberta Fort McMurray, Alberta (virtual branch)

Hamilton, Ontario Moncton, New Brunswick

Toronto, Ontario We cannot forget our Members-At-Large Branch, where we have members from all over Canada and some international members as well from Antigua and Bermuda!

Newsletters Some Branches have newsletters that they share with their members. There is a lot of valuable information and knowledge to be shared in these wonderful newsletters. You can gain access to these branch newsletters - click here BRANCH NEWSLETTERS. This will take you to our members login page where you will need to log in and all the newsletters are listed. Check this out!

Benefits Here are only some of the benefits of being a member. Share with your colleagues and spread the word about the benefits of becoming and being a member of the Association of Administrative Professionals and our QAA Professional Designation.

ASSOCIATION OF ADMINISTRATIVE PROFESSIONALS

Don’t Set Employees Up to Fail Would you run a marathon blindfolded? Of course not. Yet, it is exactly what is asked of so many employees by their managers in workplaces across the country! And every time they do that (often unintentionally), they set employees up to fail. When people are asked to complete tasks or fulfill responsibilities but they are not given the tools and information they need in order to successfully get the job done, it is the metaphoric equivalent of trying to run a marathon without the benefit of sight. Even if there are people on the sidelines shouting out instructions, yelling louder does not get the runner to the finish line. What the marathoner really needs to be successful is an overview of the course with a mental picture of the finish line, adequate running gear (shoes, etc.), mile markers at strategic points to indicate progress, onlookers offering encouragement along the way, and oh yes, the crystal-clear ability to see where s/he is going. How would you remove the blindfold at work? In a work environment, the metaphoric “removal of the blindfold” includes:

• Making sure your employees understand the big picture and how they and what they are doing fits into it.

• Giving them the access to information and resources they require in order to get the job done.

• Providing regular feedback to let them know how they’re doing.

• Creating a positive workplace where they feel valued and encouraged.

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communication success. Contact her at www.TurningManagersIntoLeaders.com or 403-605-4756.

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2. Feel Happier

3. Slow down Aging

4. Better Skin

5. You can get fit in minutes

6. Recover faster from chronic disease

7. Shrink your fat cells

Get Ready to Exercise

Research shows that while many people started an exercise program to lose weight and improve their appearance, they continued to exercise because of the benefits to their well-being. Once people recognized this connection to their emotional health, they continued to work out because it made them feel good mentally, and this is a benefit that occurs immediately after exercise (as well as, for some, during). As you continue, you'll reap increasing rewards that will permeate virtually every aspect of your physical, mental and emotional health. So get moving and keep moving for best results. To get the most out of your workouts, I recommend a comprehensive program that includes high-intensity interval exercise, strength training (especially super slow workouts), stretching and core work, along with walking about 10,000 steps a day. For the full article please click the icon: FITNESS DISCLAIMER: The information contained in this site is for educational purposes only. Vigorous high-intensity exercise is not safe or suitable for everyone. You should consult a physician before beginning a new diet or exercise program and discontinue exercise immediately and consult your physician if you experience pain, dizziness, or discomfort. The results, if any, from the exercises may vary from person-to-person. Engaging in any exercise or fitness program involves the risk of injury. Mercola.com or our panel of fitness experts shall not be liable for any claims for injuries or damages resulting from or connected with the use of this site. Specific questions about your fitness condition cannot be answered without first establishing a trainer-client relationship.

Are You Doing What you Love and Loving What you do? Many people have told me that I have an obvious passion for what I do, and that would be entirely correct. I figure that this passion is a culmination of all the skills, attitudes and attributes I either was born with or have acquired over the years. There has been a natural gravitation to anything in the productivity realm. It is where I am comfortable, where I excel and where I continue to have a constant appetite for knowledge and growth. Many people have difficulty finding their passion. That is because they are not realistic about what actually is involved. . What does it mean to be passionate about something? It could be the lustful, movie-star, dewey- eyed desire that you see in the movies but we know that is not sustainable in real life. Or it could be an underlying constant interest much like a long-lasting relationship that can flare up with negativity or suddenly explode with longing at any given time. Like everything else in life it can and does become humdrum. But if you desire it, the passion will come. You just need to find out what you desire. How do I find my passion? You need to become like my grandkids and be curious about everything in life. If you sit around doing the same things, with the same people, in the same places, then you will never find your passion. Play, Dream, Experiment. Decide what you like and don’t like; what you love to do and take it from there. Ask yourself the following questions: • What do I love to do? • If I could do one thing for the rest of my life, what would it be? • What would I do, even if I didn't get paid to do it? • What did I want to do when I was a child? • What do I love reading or daydreaming about? Once you find a passion (and you really need only one to start) plan, set goals and determine the obstacles that will prevent you from following that wish. Get out of your comfort zone and understand that you deserve, like everyone else, to have at least one thing, person, job or hobby that you are passionate about. And then reap the rewards. Ann Article written by Ann Max, President, “Make Life Easier...get Productive to the Max!” www.productivetothemax.com

Planning Successful Meetings… I consider myself lucky to have spent 20+ years in a career I truly believe in, one that adds value to an organization by drawing upon our key strengths and knowledge of the hospitality industry to plan and execute meetings and events. I firmly believe it is not just one person who makes a meeting or event happen, but rather a well led TEAM of dedicated, enthusiastic, talented individuals who come together to do what they do best to help organizations exceed program objectives and make them SHINE. I have always been of the mindset that there is a right way and a wrong way to go about planning a meeting (or any project for that matter) and that it is the PROCESS or system we use to get us started that can either keep us on track or send us off the rails. The process needs to evolve. If you take the time to think things through right from the get go, you’ll be off to a good start. And, when the going gets tough, just take a breath and “FOCUS”. As Meeting Planners, we need to be well organized, detail oriented, creative, disciplined, and have a knack for seeing the big picture. But first you need to take the time to come up with a PLAN to manage the project. This is especially true because as meeting planners we don’t usually have the luxury of planning one meeting at a time. The planning and executing of a meeting can be very daunting especially if you are planning multiple meetings at any given time. You first begin the process with an actual PLAN… Identify the goals and objectives and key messages Who is the intended primary and secondary audience? What are the action items and the multitude of tasks related to the actionable items? What is your timeline for when the actionable items must be accomplished? Who is accountable for each of the actionable items? I remember the first time I was onsite in New York handling my first Board Meeting for a CEO who was new to the company (a daunting task for him also I’m sure). After the meeting, he congratulated me on a job well done and one of the things he said was: “I know these things don’t just happen,” as he was pointing to the table décor after one of the dinners. He got that a lot of thought (and planning) went into making this important dinner so special -- from the menu selection to the specialty linens, to the flowers and even the matching place cards. He really appreciated all the finite details that went into making the evening the success it was and the message it sent to our Directors. I also believe that the project management skills used to plan a meeting can be used to plan other events in your life as well: whether it’s planning your own or a friend’s wedding; remodeling a room or a whole house; moving; or taking that vacation of a lifetime. The action items, the tasks within and the order in which they need to be done will obviously change from project to project – but the thought process is the same. Whether it be a corporate event, association meeting or small private wedding, the Plan and executing of the details are the key to the success of the event. I really found this to be so true last summer when I was planning my own wedding – with just three weeks’ lead time (yes, just three weeks) and no time to spare. We had our PLAN; we had our task list and we kept each other accountable. The day-of flowed like clockwork and the stress -- well, it just wasn’t there. It’s been over a year and we’re still SMILING and you will be, too, if you just take the time to first think your projects through. Create your PLAN; surround yourself with the best possible team of experts; define the levels of authority; come up with a task list/time line; keep everyone accountable, meet regularly, keep good notes and don’t forget to follow up on any missed assignments -- and the rewards will follow. Communication throughout the entire Process will keep everyone involved, informed and make it a fun, team experience working together to create your successful event!

Article contributed by Mary Jo Wiseman, CMP

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Barrie/Simcoe County Branch The Barrie/Simcoe County Branch elected a new Executive at our recent AGM. I am excited to fill the role of Branch President and look forward to representing the Branch and continue working with our dedicated Executive team (noted below) in planning fun and meaningful events for the coming year.

President - Maureen Armstrong Vice-President and Membership Chair - Arlene Stone, QAA

Past President - Chantalle Freeborough, QAA Secretary - Marilyn Clark Treasurer – Gina Bernier

Marketing and Communications Coordinator- Carol Shaw Social Media Coordinator - Lacey Rudick

Chantalle Freeborough stepped down as Branch President to fill the role of Public Relations for the National Board. Arlene Stone, long-time founding member, who has probably filled every role on our Executive, has stepped up to fill the role of Vice President and Membership Coordinator. Thank you Chantalle and Arlene for your dedication to the Branch and all of your advice and support as I step into this new role. I would also like to acknowledge members who have stepped down, Gabriella Thomas (Gabe) who served as our Treasurer for the past year and Jane Manning, who served for the past few years as Membership Chair. We wish Gabe and Jane all the best! Welcome to our new Treasurer, Gina Bernier. We hope you will find this a rewarding experience. And thank you to Marilyn Clark, Carol Shaw and Lacey Ruddick who are continuing in their executive roles for the coming year. I am thankful to have you on our team.

I would like to acknowledge Marilyn Clark as the Honor Role recipient from our Branch for 2016-17. Marilyn is serving her second year as our Branch Secretary and is highly regarded for her role as time keeper at meetings and does an awesome job keeping us organized and on track. Congratulations Marilyn on this well deserved award! We are excited about our Speakers and Event Line up for the coming year. We will kick off September with a session on Protection of Personal Information and Cyber Security, followed by a fun event in October involving painting and wine, who can say No to that? In November, we will

provide a session on Navigating Your Career and then a Spa Night in December where members and guests can be pampered with a facial, manicure and/or pedicure at the Georgian College Spa at a very reasonable price. In January 2018, due to uncertain weather and driving conditions, we will join the Hamilton Branch Webinar. We are still planning for our Winter/Spring 2018 events so further details will be forthcoming. I hope you enjoy the rest of your summer and take some much deserved “ME” time.

Maureen Armstrong, President Barrie/Simcoe County Branch

KING, Angie It is with great sadness that the Barrie/Simcoe County Branch announces the passing of former member, Angie King. Angie passed away on July 14, 2017 after a brave battle with cancer. Angie previously served the positions of Membership Chair and Treasurer for the Barrie/Simcoe County branch, stepping down from the Treasurer role in 2015. Angie was also an Honor Role Recipient in 2014. She will be missed by all who knew her and remembered for her quiet and friendly demeanour, her lovely smile, her beautiful fiery red hair and of course her British accent.

Casual Work, It Is Worthwhile

Job Opportunities for members: I thought I would share with you that I am aware that in some areas of our board it is very difficult to find qualified supply admin staff to cover school office administrators who are off sick. While it is casual work, it is better than no work and there are significant skills to add to one's portfolio. Successful applicants to the pool receive training on the use of board software and operational applications which are transferable skills to other education sector and government opportunities. And you never know when an opportunity for long term supply or permanent positions may become available. Supply coverage can be from one day to one week to several weeks. And supply admins can be on a call list for all of the schools in the area for which they indicate they are available. I would encourage your members who have current skills to consider applying through Apply to Education to any school boards within their travel jurisdiction. Best regards, Belinda

Belinda Marcellus is the Coordinator of Trustee Services and Disability Management Support at Simcoe Muskoka Catholic District School Board

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You should use your laptop for minutes: here’s why

By Rhonda Scharf

Are you using a laptop, yet, to take minutes? I hope the answer is yes. However, if it’s no, let me convince you. Taking minutes using a laptop is better than the traditional approach of pen and paper.

I realize that for many people there is some fear about using a laptop. It’s a relatively new approach and it has a learning curve. However, the pros of using a laptop far outweigh the cons.

Speed. As admins, we type quickly. I am very confident that all of us can type faster than we write. We know where the keys are, and we don’t have to watch our fingers on the keyboard. Shorthand hasn’t been taught in schools for almost 30 years, so the number of admins who can still take shorthand, is extremely low. And shorthand is about the only thing that’s faster than typing; typing is a lot faster, and therefore often more accurate, than using a pen and paper.

Ease. When our eyes are up, we can more easily follow the conversation (and see the reactions of everyone as well, as know who is saying what). We will, therefore, be more engaged in the conversation, we’ll have a fuller understanding of the subject matter, and our retention rate for the information will be better. That alone makes taking the minutes much easier. Not only that, but we’ll be more aware of what’s happening in our department, our company and our industry, and we’ll retain that knowledge longer. And that will just make us better admins.

Productivity. You can create a template before the meeting, so you can literally just fill in the blanks as the meeting happens. Many admins use the meeting agenda, leaving extra room to take notes. I like to use a template prepopulated with the date, the names of the attendees, and then room for actions and discussions. And if it’s a recurring meeting, you can likely just use the previous meeting’s minutes as your starting point. Talk about a time-saver! Engagement. When we’re using a pen and paper, our eyes are on the page to ensure we are writing in a straight line, or staying on the page. It is extremely hard to take notes on paper while watching the conversation. When your eyes are on your page, you are less engaged, you’re missing the body language of the other attendees, and you’re more likely to let your mind wander.

Efficiency. The biggest impact, however, isn’t in how quickly we type. Using a laptop is, overall, far more efficient. When we’re creating minutes directly on a laptop we’re saving time because after it the minutes are in the computer, we don’t have to retype everything—it’s already there.

Through teaching my Minute Taking Made Easy program, I’ve discovered that the aspect of minute-taking that most people hate the most is not the actual taking of the minutes. It’s the roll-up from rough copy to final copy. If your rough copy is on paper, you will have to take the time to input your notes into your computer. When you’re using a laptop to take the minutes, that step is already being done during the meeting. That is a huge time-saver.

When you are using your laptop, the total start-to-finish time in terms of completing the roll-up of your minutes is cut in half. That’s right, half, vs using a pen and paper. Assuming that the roll-up is about a two-hour job for a typical one-hour meeting, it becomes less than an hour when you’ve used your laptop during the meeting. As admins, we are all aware that any time we can save time, we need to.

Another reason to use your laptop for minutes is that you’ll be embracing technology. Admins have to use technology for everything; it’s part of our job. We need to keep our technical skills current. Current technology is laptop-based. Admins should always be at the forefront of new technology in any office, the go-to person when it comes to software and using technology.

Continued on the next page

You should use your laptop for minutes: here’s why

Continued

Assume you’re applying for a new job and the question of taking minutes comes up. When they ask you if you use a laptop and you say no, what message will that send your potential employer?

Saying you still use a steno pad and pen is similar to saying that you still use a manual typewriter, because you’re more comfortable with it. It gets the job done, certainly, but the message is that you are afraid of change. Don’t be afraid of change.

There are some negatives to using a laptop, but they are easily rectified.

Noise. If you don’t like the sound your keyboard makes (the click-click-click can occasionally be distracting to meeting participants), you can buy a keyboard skin. See my link here to Amazon where you can purchase one for your specific type of laptop. The sleeve will also allow you to clean your keyboard much more easily (we all know that keyboards are magnets for germs).

You can also sit a little bit back from the meeting participants. Not too far, but just far enough so you’re not disturbing anyone with your keyboarding. Try it out before the meeting—that way you’ll know if you need to bring in an extra chair (one without arms, for instance, if that’s what you prefer) and you’ll know how loud your keyboard is. It probably isn’t as disturbing to others as you think, by the way. If you’re really shy about it, just ask the person next to you if it bothers them. Chances are, they won’t even have heard your keyboard clicks.

Temptation. Because you will be far more efficient when using a laptop, you may be tempted to stray during the meeting, to check your email or to multi-task. But you’re a professional, and you can resist that urge. Disconnect from the internal intranet before you go into the meeting, and force yourself not to multi-task. Stay with the meeting and with what’s going on—you’re not a teenager any more (probably) and you don’t have to have anyone watching over your shoulder to keep you focused. If you do find that you need to multi-task (some meetings are pretty boring, after all), use that urge to clean up the minutes you’re working on. Then, when the meeting’s over, you really won’t have much to do except distribute them.

The reality is that if you haven’t already switched to using your laptop for minutes, you probably have a good reason. Just make sure that reason isn’t an excuse: fear of change.

And if there’s no good reason why you haven’t starting using a laptop for minutes—what are you waiting for? There are so many great reasons why you should make the switch. You’ll be glad you did.

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