Approaching Agencies - Ditch the Broadband - Go Offline!!!

I meet so many people who feel so down in the dumps about agencies I am heartbroken for them. They think they’re applying for “loads” of jobs on a daily basis and either not hearing anything or getting an impersonal email rejection.

 

When probed (with questions – not a stick or anything similar!) most of these poor, down-hearted applicants turn out to have been spending their life online. Firing off CVs to electronic adverts, or sending them to info@... email addresses only to be lost in the ether. When I ask them what happened when they followed up they often tell me that they get an email back saying “In the current market we don’t feel that you are a suitable candidate for us” or worse – they just say “I didn’t, I just assumed the job had been filled”.

 

BEWARE - REVELATION TIME!!!!

 

RING THE &($*£%^" AGENCY YOU TWIT!!!

 

Seriously, though are you kidding me? How do you expect to make an impression if you don't connect with these people? They are people you know, they're essentially Sales People... but every now and then you will find one with a soul who is actually interested in helping you to find a job that you really want.

 

I know this, because before I was Devil-Wear's-Prada-ing my way around the City I was one... and I loved the thrill of getting someone a job they really wanted and of making sure my clients were well looked after.

You need to talk to them. It's pretty obvious that a confident telephone manner is the corner stone of being a crème de la crème Personal Assistant (for that matter I think email has a lot to answer for - make appointments over the phone - much easier that exchanging lists of dates with a stranger - go on -  pick up the phone - make a friend!). Use this opportunity to show off one of your core skills.

If the relevant person isn't there and they don't call you back, call again. You are their only commodity, frankly if an agent isn't willing to at least telephone screen you - then they're not a very good agent.... If they can't sell you they might not be "interested" in you or your skills. But I can guarantee one will - and a good one will see your transferable skills and even tell you what they are!

As you know,  I'm a career temp at the moment (and loving it) I'm with six agencies and in five months I have only worked for two - but when I'm looking for work I make sure they ALL know.

You should foster these relationships when looking for any kind of work, be it office based, temp or perm. Agencies are a great, convenient way for you to find a job. Trawling adverts is not.

 

 

Oh No, No, No! Don't Apologize!

Dealing with difficult or disparaging comments from a “Challenging” boss is VERY simple:

 

1.       CONFIDENCE (even if you’re dying inside)

2.       Never apologize unless you are absolutely in the wrong.

3.       Never explain unless an explanation is demanded.

4.       Don't say sorry while you're explaining.

 

I am a natural apologiser... 

 

"Sorry, to bother you, could I just have 5 minutes of your time for you to sign these urgent documents that will make you lots of money". 

 

"I'm sorry that the person who works for another company who I have never met before was 15 mins late to the meeting I organised at his office". 

 

"I'm sorry that the traffic was so bad that you were late for your Opera".

 

"I'm sorry that the suite in the hotel (in a country with a 9 hour time difference that I have never been to and don't speak the language of) was so below par that there was no natural light in the bathroom".

 

"I'm sorry that you're in a bad mood this morning".

 

 

 

It is your job to help them get everything done that needs to be done and in the way they like it. But certain circumstances are beyond your control. Do not take responsibility for them! 

 

For document signing that MUST be done today simply walk into the office (when they are not on the phone – naturellement) and say "This is the sign off for the new Client Management System, it needs to be done today" put it down on their desk at the appropriate page with a sticky arrow and hand them a pen. Make sure you know what it's for or about – riding that little monster can bring a whole heap more of “I’m sorry”.

 

Traffic is a universal HATE. If your boss has to be somewhere at a certain time find out about the journey times. If they’re collecting their partner – tell their partner what time they will have to leave home. Timings are easily figured out with googlemaps and if that's beyond you speak to the driver or car service (that said Addison Lee are OTT about their timing and will get them there an hour early!). If you’re worried, just google "live traffic reports".

 

Hotel accommodation - if they pick at you for this simply say "I was assured that you were getting a premium suite, next time I'll make sure that the hotel knows your preference" - then make sure you do... (and shhhhh with the “Sorry”).

 

Bad moods.... If you say "I'm sorry you're in a bad mood" it can go one of two ways... either in you clearing your desk or in them laughing it off and apologizing to you. It's a game of roulette so don't play it - leave it under your breath - and then stand well back. 

 

If you have forgotten to do something then do it as soon as you remember - if it's too late... then it depends on your boss. Honesty is the best policy, but the amount of times you will genuinely forget is minimal. Make sure you only apologize for genuine mistakes - they are much fewer and will make you appear much more efficient. Never say "I'm sorry, I forgot" it sounds arrogant and defensive. "That was an oversight on my part" is a better option -  remember not to follow it with "I'm sorry"... just leave it hanging and see what they do. You have taken responsibility for it - you don't need to beg for forgiveness. They might sigh with disappointment - and they might remind you about it in the future... but you will not be thought of as the PA who is always doing things that she has to apologize for!

 

If you succeed in doing this - tell me how. :)

The Basics: How to answer the phone in the office.

Yes, there is a correct way to answer the phone, it's one of those little things that make all the difference.

Picture this:

• You’re sitting at your brand new desk.
• You have a nice cuppa in front of you courtesy of your tour of the kitchen facilities.
• You’re logged in.
• You’re familiarising yourself with the diary your managing and…… the phone rings.

This is can be a heart-in-mouth-when-you-least expect it moment. If you’re in an open office this is your moment to prove yourself.  If you’re in a private office this is the first time you’ll represent this company/individual.  

You might think one or all of the following:

• What if I stumble over my words?
• What if I forget the company name?
• What if I say the wrong thing?
• What if the people sitting around me are all listening?
• What if I suddenly forget how to speak?
• What if I’m so laid back about it they all think I’m really unprofessional?

There is only one correct, courteous and professional

way to answer the phone:

 Within 3 rings and with the words

“Good Morning/Afternoon, Company Name”.

Obviously, this is not to be taken literally, please use the time of day and the company name appropriately. You can use the clock at the bottom right hand corner of your screen to check the time - it will always be there and it becomes second nature to glace at this before picking up the phone.

As for the company name – write it down clearly on a post-it note and stick it on or near the phone along with the direct dial number of that extension. Trust me – it is a real life-saver on days when you’re handing over, trying to learn new procedures, generally learning the ropes and concentrating on other things.

You will never be berated for answering the phone in the above manner; however, the perfectly correct way to answer that phone is the way that the person you are working for would like you to.

This is an excellent first day ice-breaker question if you are working at high-level. Often, you will have been engaged by the person you are covering, or by HR or another person who is unfamiliar with the role you will be required to do. Sometimes, winging it is not an option.

If the person you are representing is the kind of person who is conscious of how they are represented they will appreciate being asked this question. It shows that you are fully aware that you are the face/voice of their office and they will respect you for that.

NB Answering someone’s mobile is a little more personal. You should always establish if this is part of what is required of you before you do pick up someone’s mobile on their behalf. If it is part of your requirement you should answer with “Mr/Ms Example’s line, YourName speaking”