AN ADMINISTRATIVE PROFFESSIONAL AS A COACH
A PRESENTATION TO
NASAP
A Leadership and Management Program
PRESENTER
MRS VICTORIA KADDU
DIRECTOR HUMAN RESOURCE
PARLIAMENTARY COMMISSION
27th SEPTEMBER 2014
The biggest mistake that you can make is
to believe that you are working for
somebody else…The driving force of a
career must come from the individual.
Remember: Jobs are owned by the
company, you own your career! – Earl
Nightingale, Motivational Speaker -
Who is an Administrative Professional
• The IAAP defines administrative professionals
or professional administrators as individuals
who are responsible for administrative tasks
and coordination of information in support of
an office related environment and who are
dedicated to furthering their personal and
professional growth in their chosen
profession.
If you are a professional you must be
• Specialized
• Skilled
• Proficient
• Qualified
• Productively engaged
• Equipped with specific skills & knowledge in your field
• Rigorous moral and ethical obligations
• A member of a recognised proffessional association
You must be guided by
• Professional standards
• Code of conduct and ethics
• Bench marks
• Best practices
• Connected to affiliated national and International
bodies
• Certified in areas of professionalism
How to connect with people in your area
• Eliminate personal distractors such as; time
wasters, gossip,
• Expand your range of expression by reading
and exploring,
• Move with a sense of purpose; watch your
poise, outlook, dress code, conduct behavior
and character
“It is not the strongest or most intelligent who will
survive but those who can best manage change”
- Charles Darwin
• The work place has changed and we need to keep up
with the pace
• recognize that we are dealing with a new generation,
new ideas, new technology e.t.c?
• It will take much more to keep up and engage with the
rest at your work place to be recognized as a
profession and impact the organization in effect they
will feel your coaching skills
Watch out
• What we say accounts for only 7% of what is
believed?
• The way we say it accounts for 38%
• What others see accounts for 55%
Continued….
• Maintain an open posture, not closed in and un
approachable
• Pay attention to your surroundings , things
have changed and are moving you may be the
only one remaining static
“We cannot become what we need by
remaining what we are”
…. John Maxwell…
Staying on top
• Your skill, Qualifications, abilities and competencies
are required to keep you abreast with the changing
world in order to meet expectations from your
clients
• You are called to equip your self accordingly
depending on the place of deployment
• Legal, medical, ICT , HR, Engineering,
• You can take on short programs to inform and educate
you in order to work better in that organization
• Administrative skills will vary among different
industries as well as different geographical locations.
Your role as a professional administrator
must be seen in a new perspective
Three Tips
i.
You have to give up to go up
ii. People won’t go along with you if they can’t get
along with you
iii. People don’t care how much you know until they
know how much you care
The 7 habits of highly effective people
By Stephen R. Covey
• Be proactive- (Take initiative in life)
• Begin with the end in mind( self discover, clarify values, roles)
• Put first things first
• Think win-win ( value & respect)
• Synergize- (2 heads are better than 1)
• Seek first to understand than to be understood (empathy)
• Sharpen the saw ( renew resource, health , energy )
Being the Right Hand of our bosses
• Identifying and solve problems. This means that you do not
wait to take orders, but ask if you could be of any help.
• Availability and willingness to help with even petty things
• Giving our bosses the benefit of right “the bosses is always
right”.
• Endeavoring to give your best but also take care of your
personal interests.
• Be dependable, reliable ,smart and sharp.
Time as a critical tool
• Strategic time management that is ; planning and
exercising conscious control over the amount of time
spent of specific activities.
• Don’t create impossible situations
• Make time your friend not your enemy
• Use time to create success not failure
• Identify your first priority tasks and do whatever it
takes to succeed
Skills
abilities
Behavioral competencies
Strong organization skills
meeting deadlines.
scheduling
interpersonal
strong computer and
keyboarding skills
office procedures
business etiquette
to juggle numerous tasks
handle purchases
Team builder
exceptional
communication, both
written and oral.
a good coach
Negotiation, advocacy
(soft Skills)
IT , Spread sheets and
databases
discretion with sensitive
content and materials
electronic and manual
record management
flexibility
• Connecting with others as a technique
• When you connect with others you position
yourself to make the most of your skills and
abilities
• You should be able to identify with people and
relate to them in a way that increases your
influence with them
An Administrator as a coach
The Process of equipping people with the tools,
knowledge and opportunities they need to fully develop
themselves to be effective in their commitment to
themselves , the organization and their work
 Build self esteem
 Validate understanding
 Generate options
 Inspire actions
 Recognize results
With your Boss
What can you do differently not to depict your boss as dis-organized and
disorderly
• Keep 2 diaries and reminders
• Create systems both electronic and manual
• Follow through instructions
• Create easy access to information
• Create standard templates for making quick responses
• Be proactive , present the draft if you know it is a reply
• Be firm and assertive
With your Peers
• Walk your talk
• be willing to share professional information
• Ignorance is no defense , update your self and be on top of
things in all areas
A proactive administrative team Checklist
 An attitude of positive and continuous improvement

First-rate interpersonal skills
 Exceptional customer service skills
 Superior follow-up skills
 Improved attention to detail
 Increased multi-tasking skills
 Better negotiating skills
 Strong ability to prioritize assignments and projects
With your Juniors
• Be kind and Compassionate
• Exercise humane
• Don’t hoard information
• Be a good mentor they are watching you
• Emotional intelligence
• Remain on top by proffessionally upgrading
on an annual basis
On which side are you?
• A young woman went to her mother and told her about her
life and how things were so hard for her. She did not know
how she was going to make it and wanted to give up. She
was tired of fighting and struggling.
• It seemed that, as one problem was solved, a new one
arose. Her mother took her to the kitchen. She filled three
pots with water and placed each on a high fire. Soon the
pots came to a boil. In the first, she placed carrots, in the
second she placed eggs, and in the last she placed ground
coffee beans.
• She let them sit and boil, without saying a word. In about
twenty minutes, she turned off the burners. She fished the
carrots out and placed them in a bowl. She pulled the eggs
out and placed them in a bowl. Then she ladled the coffee
out and placed it in a bowl. Turning to her daughter, she
asked, “Tell me, what do you see?”
• “Carrots, eggs, and coffee,” the young woman replied.
The mother brought her closer and asked her to feel
the carrots. She did and noted that they were soft. She
then asked her to take an egg and break it. After
pulling off the shell, she observed the hard-boiled egg.
Finally, she asked her to sip the coffee. The daughter
smiled as she tasted its rich aroma. The daughter then
asked, “What does it mean, mother?”
• Her mother explained that each of these objects had
faced the same adversity – boiling water – but each
reacted differently. The carrot went in strong, hard
and unrelenting. However, after being subjected to
the boiling water, it softened and became weak.
• The egg had been fragile. Its thin outer shell had
protected its liquid interior. But, after sitting through
the boiling water, its inside became hardened! The
ground coffee beans were unique, however. After
they were in the boiling water, they had changed the
water.
• “Which
are you?” the mother asked her daughter.
• “When adversity knocks on your door, how do you respond? Are
you a carrot, an egg, or a coffee bean?”
• Think of this: Which am I? Am I the carrot that seems strong but,
with pain and adversity, do I wilt and become soft and lose my
strength? Am I the egg that starts with a malleable heart, but
changes with the heat? Did I have a fluid spirit but, after a death,
a breakup, or a financial hardship, does my shell look the same,
but on the inside am I bitter and tough with a stiff spirit
• and a hardened heart? Or am I like the coffee bean?
The bean actually changes the hot water, the very
circumstance that brings the pain. When the water
gets hot, it releases the fragrance and flavour.
• If you are like the bean, when things are at their worst,
you get better and change the situation around you.
When the hours are the darkest and trials are their
greatest, do you elevate to another level? How do you
handle adversity?
So, which are you…a carrot, an egg, or a coffee bean?
THE END
Thank you for listening
Contacts:
0712333415
vkaddu@parliament.go.ug