class 2: creating a professional portfolio that is up to p ... · class 2: creating a professional...

3-part Online Course

Presented by Julie Perrine, CAP-OM, MBTI Certified

Founder and CEO, All Things Admin

Class 2: Creating a Professional Portfolio That Is Up to P.A.R.

Each call will be recorded and made accessible within approximately 24 hours following each class so you can download and listen to them again later at your convenience. Each class will include a plan of action for you to follow so you can quickly work through the materials to assemble your professional portfolio. All materials included in this course are copy written © by Julie Perrine International, LLC. All handouts, templates, and binder contents provided as part of this course are for your individual use only. No part of this program or course may be copied, reproduced, or distributed in any manner. You do not have resale rights to this program or its contents. You do have the limited right to adapt the files included in this program for your personal use as you create your personalized version of your professional portfolio using this material.

5 Simple Steps to Creating a Powerful Professional Portfolio

1. Assemble the right tools for the job.

2. Review your work history and experience to identify what you want to showcase.

3. Pick the top 5 items from your list and insert them into your portfolio binder (repeat).

4. Bring your portfolio up to P.A.R.

5. Use your portfolio for career development and advancement.

Creating a Powerful Professional Portfolio – 3-part Online Course Class 2: Creating a Professional Portfolio That Is Up To P.A.R.

© 2012 Julie Perrine International, LLC www.AllThingsAdmin.com Page | 2

Reprinting of this handout without permission of the author is prohibited.

Recap of Class 1 and your Plan of Action:

Watch the FREE Webinar Replay

Create your profile in the All Things Admin Community group for the “Creating a Powerful Professional Portfolio” Group and let us know where you need additional support or coaching to accomplish these tasks: www.allthingsadmin.com/community

Step 1: Assemble the Right Tools for the Job

Step 2: Review Your Work History and Experience to Identify What You Want To Showcase (use the BONUS List provided in the class 1 handout to get started brainstorming)

Step 3: Pick Your Top 5 Items from Your Brainstorming List That You Can Include IMMEDIATELY!

Start assembling those 5 items one by one!

Item Date Completed

1

2

3

4

5

EXTRA CREDIT!

When you have the first 5 items assembled, PICK YOUR NEXT 5 items and begin assembling them!

http://www.allthingsadmin.com/community




STEP 4: Bring your portfolio up to P.A.R.

How to Document Your Experience

For each work sample, include an overview sheet which details the following:

PROJECT or PROBLEM…that you are showcasing

ACTION…that you personally took or how you contributed to it

RESULT…of the project or the how the problem was resolved

Summarize the skills this project or work sample illustrates at the bottom. EXAMPLE of what the P.A.R. explanation might look like:

Conflict of Interest Database

Project:

On the left: The database that existed when I started working for this department. It was not user friendly to anyone who didn’t have specific training with Access and detailed understanding of the conflict of interest reporting process.

Action:

I took the initiative to redesign this database to make it more user friendly and functional for our department.

Result:

On the right: The database after I redesigned it to make it user friendly and functional.

Customized user interface with buttons that immediately appear when the database is opened.

Made this database accessible to those with little or no Access experience or little or no conflict of interest process experience.

Almost anyone can retrieve reports with this redesigned database.

This project demonstrates my resourcefulness, willingness to take initiative, teamwork, and Access database skills. [The next pages would have screen shots of the database to illustrate or provide a visual.]

NAME of the PROJECT




Items that probably do NOT need additional explanation:

Resume

Personality Type Assessments (if you include the entire report)

Strengths Assessments (if you include the entire report)

Professional Recommendations

Copies of College Degrees

Copies of Training Certificates…especially if you can include the course outline or learning objectives with the certificate

Certifications

References List

Items that typically DO need additional explanation:

Work Samples

Professional Affiliations

Honors or Awards Received

Volunteer Projects




Additional Examples of Overview Sheets More ideas on how to get started documenting your own work examples.

EXAMPLE: Organization and Project Management Skills

Year End Project Plan: Organizational and Project Management Skills Project:

There were no documented procedures for how our department handled the annual year end project. This project included so many elements that it was very easy to forget something without a written procedure to follow.

Action:

I took the initiative to create a detailed project plan to document the entire year end project that our department goes through every year.

Result:

The tax and accounting teams said that my first year on the project was the most efficient year end they had ever had. The materials have been used to train new department employees.

This project demonstrated my abilities to:

Organize of a large quantity of data

Facilitate document production to meet strict deadlines

Research changes and requirements on state forms

[The next pages would include a copy of the project plan with any confidential or company proprietary information removed.]




EXAMPLE: Software Skills

Event Planning Database: Microsoft Access Skills Problem:

The sales and marketing team had been using Excel to manage massive amounts of data related to the coordination of annual sales recognition events our company hosted for the sales force. It had become very clumsy and difficult to manage so much data in this format.

Action:

I took the initiative to create an Access database and import all of the data from Excel so we could make the data user friendly for anyone who needed to access it.

Result:

Co-workers commented on several occasions how nice it is to be able to use and access this database without any assistance when I was out of the office.

[The next pages would have screen shots of the database to illustrate or provide a visual. If before and after screen shots can be taken, that is a nice visual element to include also.]




EXAMPLE: Verbal Communication Skills

Public Speaking / Verbal Communication Skills 18 Semester Hours of Speech and Public Speaking Classes

Toastmasters member since 2000 [If you’ve conducted training sessions, you may want to include: outlines from the training, a screen shot of the presentation cover, a printout of the slides or handouts you developed to deliver the training with, certificates of appreciate you were given by the group.]

======================

EXAMPLE: Writing Skills This is a sample of my written communication skills arranging a large amount of information into an organized and systematic presentation.




Email Sample: Good Afternoon, Sheri: Spring is finally here which means it’s time for the annual Corridor Office Professionals Conference on Thursday, April 22, 2010. You’re invited to join us!

If you haven’t already registered, there’s still time! We’re still taking registrations. If you have registered, we look forward to seeing you next week. On top of the awesome speaker lineup, our sponsors and exhibitors have gone all out, and the prizes we’ll be drawing for at this year’s event are incredible. (Keep reading to catch a sneak peek!)

This fantastic day of professional development features two seminars and two speakers:

The Emerging Administrative Leader - presented by Heather Woody

In Administrative Professionals We Trust: Communicating to Build Relationships - presented by Dr. Jayne Witte We will also host the Business Showcase during the lunch break between seminars again this year. It will be packed full of resources and services for Office Professionals.

There’s still time to register for the conference. You can register here: www.kirkwood.edu/ce - Course number: CBPD-7165

Or to learn more about the event, visit: http://www.iaap-anpalmer.org/IAAPHQ/ANPalmer/MeetingsEvents/CorridorOfficeProfessionalsConference/Default.aspx

You may also download our event brochure here: http://www.iaap-anpalmer.org/IAAPHQ/ANPalmer/UploadedImages/COPC/2010COPCBrochureforWebsite.pdf

Some of the incredible prize packages we’ll be drawing for at the close of our conference include:

Theatre and Dinner Package for 2 including dinner at Zins and tickets to see “RENT” at Theatre Cedar Rapids

The Quad City International Airport has generously donated a $500 AirTran gift certificate

A Spa Basket from the Crowne Plaza Hotel

Massage Certificates from River Valley Chiropractic

An overnight stay from the Crowne Plaza Hotel

A 6-month Membership to the Midwest Athletic Club

Plus dozens more! (And this doesn’t even include some of the awesome drawings that many of the exhibitors will be drawing for at their individual booths.)

Remember, the Business Showcase is OPEN TO THE PUBLIC from 11:45 AM to 1:15 PM. So even if you can’t break away from the office for the entire day, join us for the Business Showcase and you can still enter to win the prizes being given away by our exhibitors! Bring a friend with you.

We have a terrific day of education, camaraderie, and treats planned for you as we celebrate Administrative Professionals Week 2010!

We hope you’ll join us for the Corridor Office Professionals Conference on Thursday, April 22, 2010!

Julie Perrine CPS/CAP

A.N. Palmer Chapter | Cedar Rapids, Iowa International Association of Administrative Professionals (IAAP)

http://www.kirkwood.edu/ce

http://www.iaap-anpalmer.org/IAAPHQ/ANPalmer/MeetingsEvents/CorridorOfficeProfessionalsConference/Default.aspx

http://www.iaap-anpalmer.org/IAAPHQ/ANPalmer/MeetingsEvents/CorridorOfficeProfessionalsConference/Default.aspx

http://www.iaap-anpalmer.org/IAAPHQ/ANPalmer/UploadedImages/COPC/2010COPCBrochureforWebsite.pdf

http://www.iaap-anpalmer.org/IAAPHQ/ANPalmer/UploadedImages/COPC/2010COPCBrochureforWebsite.pdf




EXAMPLE: WORD and Document Creation Skills

Project:

Two of the account reps for my company asked me to proof an invitation they were planning to use for a co-sponsored lunch and learn event with a new client.

Action:

I proofed the invitation and asked if I could make some formatting suggestions in order to make it a more attractive and easy to read marketing piece. I made several changes including adding color, adding company logos, adding a page border, utilizing bullets for easier scanning of information, and bolding the important agenda items.

Result:

The account reps were thrilled with my suggested changes and this became the new company standard template for all future events we hosted like this.




EXAMPLE: VISIO and Document Formatting Skills

Bug Flow Process (AFTER)




EXAMPLE: Professional Affiliations

Professional Association Memberships

Active Member Since 2000

Chapter Name – City, State

Leadership Roles:

Chapter President, 2006-2007

o Received the Distinguished Chapter President Award (a watch) for

membership growth during my term in office at the IAAP

International Convention in Tampa. Florida – July 2007.

Chapter President-Elect, 2005-2006

Chapter Delegate to International Convention, 2006, 2007, 2009




Administrative Professionals Week Committee

Sponsorship and Business Showcase Coordinator, 2005-2007

Co-Chair, 2007-2008

Co-Chair, 2008-2009

Program Committee

Chair, 2002 to Present

Responsible for planning all monthly meetings, scheduling speakers,

coordinating meeting event facilities, marketing and promoting the

monthly programs.




Communications Committee

Committee Member, 2006 – Present

Supported the committee chair in the assembly, editing, and design of

the chapter’s monthly newsletter, Pen Notes. Wrote and submitted press

releases to the local papers regarding chapter events, annual board

appointments, and other special events.

Chapter Webmaster, 2006 – Present

Responsible for updating all chapter website pages on a monthly basis

including program information, committee activities, special events, and

monthly board of directors documents. Utilized Dreamweaver and

HTML to create and update the website until we transitioned to a web-

based platform.

IAAP Membership Value To My Career Development

My IAAP membership has exposed me to countless opportunities to expand my

skills, stretch my thinking, and develop my leadership abilities.

Because of my active IAAP involvement I’ve developed a strong local and regional

network of administrative professionals, resources, and service providers.

I’ve become a better meeting and event coordinator with my program committee

involvement.

Plus I’ve developed news skills in writing for public relations campaigns and

developing content for the web.

IAAP membership has been and continues to be a vital component of my ongoing

personal and professional development as an administrative professional.

[Immediately following this write up with a few key pictures inserted, I would include copies of my certificates from my IAAP membership and leadership positions inserted in sheet protectors, etc.]




EXAMPLE: Honors or Awards

Delightful Service Award




EXAMPLE: Volunteer Projects

United Way Cookbook Fundraiser Coordinator

Project:

Each division of our company did their own fundraiser for the annual United Way campaign. Our division decided to create a cookbook of employee recipes.

Action:

I volunteered to chair the committee responsible for the development of the cookbook from solicitation of recipes to finding a publisher and coordinating sales efforts once the cookbook was completed. I was responsible for chairing the planning meetings, creating the written email announcements that were sent out to the entire division and the company, researching and securing a publisher for the book, soliciting recipes and organizing the submissions as they came in, coordinating the sales and distribution of the books once the book was ready for sale.

Result:

We created a beautiful hard cover cookbook with over 600 recipes that sold across all five of our companies divisions and through local bookstores. We raised a record amount for our division with this cookbook fundraiser project.




Creating Screenshots, Graphics, and Custom Bullets

Connect with Julie Perrine online:

Visit the All Things Admin Blog at www.AllThingsAdmin.com

Like All Things Admin! www.facebook.com/AllThingsAdmin

Follow me! www.twitter.com/julieperrine

Connect with me! http://www.linkedin.com/in/julieperrine




Week 3 Plan of Action

Step 2: Review Your Work History and Experience to Identify What You Want To Showcase (Use the BONUS List provided in the class 1 handout to keep you brainstorming this week.)

Step 3: Pick Your NEXT 5 Items from Your Brainstorming List that you can include IMMEDIATELY or start assembling THIS WEEK!

1. _____________________________________

2. _____________________________________

3. _____________________________________

4. _____________________________________

5. _____________________________________

Start assembling those 5 items one by one!

Item Date Completed

1

2

3

4

5

Step 4: Bring Your Portfolio Up To P.A.R. o Review each item you have assembled so far and see if it requires any additional

explanation or if it feels self-explanatory. o Focus primarily on bringing work samples up to P.A.R. first. o Then look at other components you’ve assembled so far such as awards, training,

professional association memberships, etc. that may need a little more explanation.

EXTRA CREDIT!

When you have the next 5 items assembled, PICK 5 MORE items and begin assembling them!

Report the successful

completion of my

Week 3

Plan of Action to

All Things Admin!

class 2: creating a professional portfolio that is up to p ... · class 2: creating a professional...

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