Each Tuesday at 12:00 pm CT, MyPath and BizMeBizGal Amanda Gulralski, publisher and cofounder of bizMe.biz online magazine and Gen Y career expert and speaker, host an hour-long Career Chat on Twitter (#careerchat). You can learn about upcoming topics and submit your questions by following @MyPath_MP and @bizMebizgal.

Next week’s chat (Tuesday 7/27 at 12:00 CT) is all about negotiating. How do you negotiate? When do you bring it up? How do you decide if benefits are more important than salary? What about making a counteroffer? Join us next week to get answers to these questions and more.

July 20th, 2010: Job Searching While Employed

Question 1: You’ve been thinking about switching jobs/looking for new opportunities. How do you even start?

Staying Internal:
Jill_Perlberg: You need to identify what you’re looking for that you don’t have now. And if you want to stay with the same co .
CaSuPe15: Good point!
Jelfster: Good point – and make sure you research to see that the job you want has this…grass isn’t always greener!
MyPath_MP: Definitely true. You need to really think about all the reasons why you want to make a move in the first place.
Jill_Perlberg: If you want stay with same co., your current boss might be your biggest ally, depends on the relationship.
MyPath_MP: For internal advancement, your boss may definitely know of opportunities you won’t.
CaSuPe15: Would this work in a small company setting?
Jill_Perlberg: It might. Depends on the firm. If you need more challenge, you might be able to craft your next job.
MyPath_MP: I agree, more & more you’re able to create your own position as long as you have a good biz case.
Jill_Perlberg: Stay internal: make sure your digging about jobs doesn’t get to your boss before you tell them you’re in looking
Jill_Perlberg: Know who you can trust internally and ask them to keep eyes and ears out for jobs and information
bizMebizgal: you best know your corporate culture, and have an idea of how they will handle it. if like High School, then mums the word
buzzandrea: If you want to advance internally, I think you should have an action plan – even work with your management team to create it
Jill_Perlberg: I completely agree. HR may also help to identify what changes might be taking place that you’re unaware of
MyPath_MP: Excellent point! Always need to show the employer why this is good for them too.
CaSuPe15: Agreed, good point!
Jill_Perlberg: If the change is due to your current boss, tread lightly when you are talking internal
MyPath_MP: Agree. You never know who talks to whom internally. Sometimes it can help, sometimes it can’t!

Looking Outside:
bizMebizgal: If you are thinking about looking outside your company, networking within the community is a great place to learn options
bizMebizgal: networking give you the opportunity to create a personal brand and meet new people which equals new opportunities
CaSuPe15: I’ve made so many amazing connections via Twitter! Chats like #careerchat, #internchat, and #happo are great resources!
bizMebizgal: I completely agree and my networking continues to grow because of twitter
bizMebizgal: Most job opportunities available are all about who you know. If you don’t have a large network, start creating one
MyPath_MP: If you’re only looking outside your co, DON’T tell your boss until you have the job offer in hand.
bizMebizgal: Absolutely!
bizMebizgal: networking can jumpstart any job search just by talking to people and letting them know you are open to other opportunities
CaSuPe15: Good Qs! @bizmebizgal @kblennon
Kblennon: what if you are asked by your boss if you are looking elsewhere…how do you suggest you handle that situation?
Jill_Perlberg: If you feel you are well respected and needed, I would be honest and also say that really want to stay vs. leave
bizMebizgal: Great question! Hopefully you have covered your tracks and can be honest about ur activities.
Jill_Perlberg: Also, you need to know the current work environment, if the company cuts heads often, protect yourself.
LesleyMWeiss: Depends on relationship with boss. Sometimes you can be honest say you’re looking into ops to learn/try new things.
MyPath_MP: Yes, if you’re not comfortable w/being asked, you can say you’re interested in career dev in general.
bizMebizgal: Don’t tell anyone you are looking until you are far enough along that offers are close behind and you make a decision.
bizMebizgal: What happens when u talk to ur boss & then they decide to let you go bc they find out u are looking elsewhere?
LesleyMWeiss: If they let you go, I don’t think there’s much you can do if you’re an “at will” employee, as most are
CaSuPe15: Does it happen where the co ur looking into contacts ur current employer? Is it fair to ask for confidentiality in ur jobsearch?
bizMebizgal: u never put ur current manager as a reference if looking while still employed& u can always ask 4 confidentiality.

Question 2: How do you use your network when you’re looking externally?

MyPath_MP: When your network is made up of current co-workers, you need to tread very carefully.
buzzandrea: You should be specific w/your network re. what you’re looking for and why. It will help them to better identify good leads.
Jill_Perlberg: Often, networks contain current colleagues, be smart about where you post infomration and what you’re looking for.
CaSuPe15: if u know anyone in the industry/co ur interested in, ask about the job/co and culture to see if it’s a good fit
Jobsessed: Depends on network. Social Media: send friends private msgs, not public. In person: limit who you trust/talk to.
MyPath_MP: Exactly. Also individ. messages versus one widespread email blast will help you control who you inform.
LesleyMWeiss: At the same time, be careful what you share with new contacts–you never know if your new contact knows your boss
LesleyMWeiss: If you have a mostly internal network, make sure you can really, truly trust them to keep quiet if you ask for help.
Jill_Perlberg: Utilize direct messaging, Facebook, and other sites where you can reach out to people confidentially
MyPath_MP: Treat anyone you meet as a potential networking contact, you never know who’ll end up helping you.
bizMebizgal: Linkedin is a great tool to use to set up informational interviews to get some face time w/ people. Face time very important.
Jill_Perlberg: Look for former colleagues on LinkedIn who are now employed at your target company, ask them for info/reference, etc.
Jelfster: Also depends on what industry you’re in. Some (journalism springs to mind) are very tight-knit. Word travels fast!
Jill_Perlberg: exactly. You need to use common sense.
MyPath_MP: Absolutely right. You know your industry best, so act accordingly.
bizMebizgal: Make separate biz cards to pass out when u meet people that list what interested in finding & email different than ur work.
CaSuPe15: Great idea!
buzzandrea: People talk; therefore, you should always be prepared for the consequences – Don’t do it otherwise.
bizMebizgal: Good point! If you aren’t ready to be honest about what you are doing, then you shouldn’t be doing it.
bizMebizgal: Always follow up with everyone you meet. Never know who their 2nd and 3rd contacts are.
MyPath_MP: Don’t use company time to network!
Jill_Perlberg: Remain professional! Don’t do something that would impact current rel’ships & ability to come back
LesleyMWeiss: 1 reason why it’s a good idea to always have active network: new activity and queries are both easier and less noticeable
MyPath_MP: And if you already have a presence on LinkedIn, it’s easy to direct potential contacts to yr profile.
bizMebizgal: Informational interviews is a great way to meet people w/in a potential company you are looking to join. Pick up the phone!
MyPath_MP: When sending emails, make sure you have a personal sig line that includes your LI profile link & pers contact info
bizMebizgal: Make sure that your email address is very professional and not some high school one that you once thought was cool.
CaSuPe15: haha! scary that people still do that!
Jelfster: It’s always easier to get a job from a job, so less need to expose yourself to risk.

Question 3: You have an offer on the table. How do you approach your boss?

jobsessed: Ask boss to chat, approach openly and honestly, don’t beat around the bush.
LesleyMWeiss: Respectfully. Don’t burn bridges! You never know what opportunities former coworkers and supervisors can offer in the future
jobsessed: Don’t say you’ve accepted offer yet, they may want to counter/keep you. Saying you’ve accepted could burn that bridge.
MyPath_MP: Exactly, be respectful & see what they say in response first.
buzzandrea: The least non-threatening, the better. There are a whole host of reasons to make this as pleasant an experience as possible.
Jill_Perlberg: agreed. I know many people who left a company for experience only to come back a few year later. Don’t burn bridges
Jelfster: I left a company in 2002 and was back three years later. same bosses. It happens more than people think!
buzzandrea: I went back to two companies three times each!
MyPath_MP: You’ve obviously maintained your relationships very well!
buzzandrea: My new-found knowledge and experience also benefited them, too!
MyPath_MP: Awesome. Win-win helps everyone!
LesleyMWeiss: People repeatedly left and came back to my last employer–they’re very good at sustaining relationships
Jill_Perlberg: Know what you want to do if they counter-offer. More money doesn’t fix all of the reasons why you went looking.
Jelfster: Be honest, but not bitter. Focus on why this is new opportunity is such a good one versus why you’re leaving this one.
MyPath_MP: Great point! Your now-former boss could be a useful networking contact in the future.
Jelfster: Keep the atmosphere cordial – ask your boss what you can do to ensure a smooth transition in the lead-up to your departure.
Jill_Perlberg: Schedule time with your boss so it’s not sprung on them without time to react.
bizMebizgal: Never take this opportunity to vent to ur boss about what u hate. Be open, honest and professional.
MyPath_MP: Be prepared to be asked to train your replacement – and when you train them, do it right.
Jill_Perlberg: Be prepared to be walked out of the building. Depending on where the offer is from, you might be asked to leave right away
buzzandrea: it seems to happen in some industries more than others, too. I think that’s also a consideration.
jobsessed: If you want to keep/have a good relationship, give boss more than two weeks to find a replacement/offer to train new staffer.
MyPath_MP: Agreed, and it depends on the industry/situation. You also have a new job wanting you to start!
Kblennon: another reason why you shouldn’t burn bridges is because you never know when you will need someone’s help
MyPath_MP: Agreed!
bizMebizgal: Right on!
bizMebizgal: Try to always give 2 weeks, this allows your current employee to prepare for your transition. Never leave them hanging
Jill_Perlberg: If your boss counters w/money or responsiblity, talk about why it took the new offer for them to react.
MyPath_MP: You may have been a temp & they’re offering you a perm pos now to keep you.
CaSuPe15: Is there a way to repair damage if you have burned bridges once you’ve left?
MyPath_MP: It’s like a bad break-up: It takes time & nurturing. You may have to do more work to fix it than usual.
Jill_Perlberg: sometimes you can’t fix it and make sure you continue to build all of the other relationships you built within the co.
bizMebizgal: If bridges are burned, there is a reason why you left and walk away knowing you made the right decision.
Jelfster: It takes two to tango – do your best to stay on good terms but it depends on the other person too!
MyPath_MP: Article on why you SHOULDN’T accept a counteroffer: Sometimes it’s just a Band-Aid fix! 8 Reasons Not to Accept a Counteroffer

Open Questions:

AlysondraMilano: How much do employers look at study abroad? Will it greatly hurt my job search to do local internships instead of SA?

Jill_Perlberg: Are you looking to work for a global company? If so, SA will be a huge asset.
AlysondraMilano: I am open to any opportunity. Im doin an internship w/ a nonprofit now, but im lookin for future paid internships
buzzandrea: As more companies understand the importance of globalization, I think studying abroad will put you ahead of the pack!
LesleyMWeiss: I don’t think it would hurt you at all! The real-world experience will really help your job hunt
CaSuPe15: I found an internship while I was abroad! Definitely helped with job search and experience!
Jill_Perlberg: You never know where your career will take you. Even working locally, collegaues may be from abroad.
Kblennon: studying abroad gives u a better world perspective & a better understanding of other cultures u might end up doing business with
Jill_Perlberg: studying abroad taught me more about myself-I learned independence, risk taking,&problem solving–things you’ll need in work
LesleyMWeiss: It’s win-win either way–you expand your experience and skills and make new contacts with abroad or internship
bizMebizgal: unpaid internships however give u the opportunity to experience more departments/activities in an organization.
LesleyMWeiss: Yes, but a paid internship is worth the hunt –especially if you are financing your own education
bizMebizgal: agreed! I have done my fair share of both, paid and non-paid. Non-paid was a better experience
Kblennon: you also meet a ton of people when you study abroad so it’s a great way to network
PRjoshmorris: So true! It’s a small world!
Kblennon: finding a paid internship is hard…be forewarned
MyPath_MP: Yes. You may have to forego $$ for experience
AlysondraMilano: I know, thats why I took an unpaid 1 to build my resume. my HOPES are to get a paid 1, but i wouldnt b closed 2 unpaid
Jelfster: International business experience is becoming increasingly important. Do it & you’ll have golden eggs all over the place.
bizMebizgal: I wish I had the opportunity to study aboard. I played sports in college and no time for anything but sports.
buzzandrea: What about a paid temporary job vs. an unpaid internship?
jobsessed: Internships are smart when unemployed. Future emps will respect ur decision to better urself during tough times

Jelfster: How do you make time to look for another job while employed? At least when you’re out of work it becomes your full-time ‘job’.

subeehonee: Looking for work is my full time job. Was laid off 2 months ago
MyPath_MP: Sorry to hear about your layoff. Looking for work is definitely a full-time job in itself.
bizMebizgal: How is the job search going? What types of things are you doing to find a job?
LesleyMWeiss: You just sleep less. If you’re seriously looking, it’s like having two full-time jobs.
Jelfster: Trouble is, some have other responsibilities and don’t have a spare minute in their day.
bizMebizgal: u have to be committed to finding a new job, hard work. Instead of going home to watch TV, attend a networking event.
MyPath_MP: Exactly. Make time for the job search the same way you make time for the TV.
MyPath_MP: Make sure not to use comp resources. Even w/out a pers. comp, go to the library during lunch/after work

Jill_Perlberg: Anyone out there who recently switched jobs and had to give their notice? How did you handle it?

LesleyMWeiss: I walked into my boss’s office and told her I loved working with her but had an opportunity to try something new
Jelfster: What was her reaction?
LesleyMWeiss: She was great and totally understanding. Now I freelance for both my former depts at old co — very intact bridges
Jill_Perlberg: great success story
MyPath_MP: That’s an excellent way to put it.
jobsessed: I did. Asked to speak to boss, had mtg, offered 90 days to train replacement. Was told “don’t come in Monday.”
MyPath_MP: Ouch! You went well above what was expected, too!
jobsessed: It was something she wanted from someone, so I offered. Didn’t want to burn bridges, but didn’t have a choice.
MyPath_MP: Sounds like you conducted yourself w/integrity. Great asset to a company, you are!
jobsessed: Why thank you. I’d like to think I did. My former boss unfriended me on FB and LinkedIn MOMENTS after I left.
Jill_Perlberg: Yikes. Reason #22 why you have your personal belongings ready to go before meeting with your boss.
jobsessed: Tried to be professional, boss became irrational and took quitting as slap in the face, not me bettering myself.
jobsessed: Reaffirmed my decision to quit
Kblennon: read @aurorameyer blog http://bit.ly/9ZUily great blog on how to handle the last 2 weeks at your job plus more
Jelfster: My last job I left I had a good reason – was moving to the US from Scotland! Said I’d love to stay but commute was too much…
MyPath_MP: Can’t argue with that for a reason!

Remember…

judithrasband: It’s all about managing a professional image — that’s how others perceive us.

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Missed this chat? No problem! Join us next time on Tuesday, July 20, 12 PM CT. Follow along with #careerchat! Watch @MyPath_MP and @bizMebizgal for upcoming topics.

Previous chat:
7/13/10 All About Interviewing

Internships:
If that full time job is not right around the corner, and the company you really want to work for offers an internship, consider applying for it. Internships are a great way to network within that dream company and mostly likely if you are a good fit, it might just land you a full time job. Most internships are only a couple months long so keep this as an option, you never know where it might lead. Also don’t be afraid to ask if they would consider you for a full time position after the internship is completed.

Networking:
Networking is a powerful tool and is often over-looked as a job search tool. “It’s all about who you know” is very true in connecting candidates with an interviewer or recruiter. Networking requires work and sometimes you may have to force yourself to become comfortable selling “you” to people that you are meeting for the first time. Developing a networking comfort zone is a necessary job skill, so there’s no better time to start than right now. Networking is a great way to get face time with recruiters, business owners, other young professionals and HR reps. Always have your business cards ready and don’t be afraid to tell people you just graduated and are currently looking for a job.

Wait staff/serving:
If you need a job this summer that pays the bills, try to find a serving job with a great lunch or happy hour crowd. What better way to network then serving food to lots of professionals over lunch. I served at a restaurant with a really busy lunch crowd and was able to make many connections that I still have today. Remember to always carry your business cards with you, even while serving.

Are you aware of the current state of your “personal brand health”?

Brand building starts with brand awareness. Since your personal brand is perceived by others, you will need to get honest feedback from them. Only after you have gotten this feedback can you move on to tweak the expression of your personal brand and relay your professionalism, distinctive traits, and behavioral style. By changing your actions and communications, you can alter the perception of your personal brand by others.

How are you expressing and exuding your brand in the interview stage of your job search?

Directions: In this Job Search Quiz – Part 2, select the behavior or quote that most closely resembles your actions or communications. Note the responses you have chosen.

1. This is your first interview for a job that is exactly what you want and you have just met the interviewer. What do you do first?
a. Say, “Can you validate my parking ticket?”, OR
b. Make eye contact, smile, and offer a friendly handshake, OR
c. Start texting an IM to your best friend about how excited you are.

2. The interview is for a management trainee position in the hospitality industry. You are wearing:
a. Jeans, hoodie, and sneakers, OR
b. Well-fitted suit that conveys your personal brand image, OR
c. Hawaiian-print T-shirt, cut-offs, and flip-flops.

3. The interviewer asks, “What are your strengths?” and you reply:
a. “That’s easy: dependable, intelligent, resourceful, caring, smart, reliable, bright, a team player, honest and trustworthy, self-confident, and a people person,” OR
b. “Others have described my personal branding attributes as rock-solid dependability combined with an enthusiastic and helpful team spirit,” OR
c. “Ummm…let me see…I’m not sure?”

4. The interviewer asks, “Why should I hire you?” and you reply:
a. “Because I desperately need a job to avoid being homeless,” OR
b. “My skills, experience, values, and personal brand appear to be a perfect match with your job requirements, company culture, and values,” OR
c. “Why not?”

5. You are not sure what employers will see if they Google your name before or after the interview. While in college you posted some photos on Facebook that show you in a beer-chugging contest. You:
a. avoid the whole issue as it is unlikely that they will Google you, OR
b. Delete the beer-chugging contest photos from Facebook, and substitute more professional pics, OR
c. keep the original photos on Facebook and add more professional photos to “round out” your personal brand.

Responses: Answer (b) is the most professional behavior or response AND opens the gateway for you to express your positive personal brand in the interview. By aligning your brand attributes, strengths, and skills with a potential employer’s needs and culture-fit expectations, you will have leapt ahead of the majority of job seekers for selection to the position.

What does your brand say about you ? Take the complimentary 360Reach personal branding assessment at http://www.reachcc.com/360v4register and use the insights gained from the honest feedback to build your personal branding image, behaviors, and communications. Contact Susan Guarneri, a Certified Personal Branding Strategist at Susan@AssessmentGoddess.com for personal branding coaching.

About Susan Guarneri:
Known as the Career Assessment Goddess, Susan Guarneri has a Master’s Degree in Counseling from The Johns Hopkins University and 24 years of experience in career counseling and career coaching. With 13 career-industry certifications, she is the only National Certified Career Counselor worldwide who is also certified as a Master Personal Branding Strategist and Online Identity Management Strategist. In addition, she has won recognition as a Master Resume Writer with a Lifetime Achievement Award. Susan has assisted thousands of professionals and executives with career transitions and job changes. She has also provided Fortune 500 companies, colleges, non-profits, and government agencies with management development, team building, career consulting, training, and workforce development. Susan is co-author of Job Search Bloopers (2008 Career Press).

Of course, here comes the hard part: actually finding, training, and more importantly, keeping that all-knowing, valuable assistant who could make your professional life the stuff of dreams.

Don’t worry, though. Hiring an assistant that you can groom to be your second-in-command is a challenge, but not an impossible one. Before you call your Human Resources department, check out the invaluable advice offered by some savvy managers on finding your able lieutenant.

Know your needs, both now and in the future

You need to know what you want out of someone first before you try and find the person who’ll fill that role for you. You don’t have to know everything about what her duties will be—that will likely evolve over time as she becomes more skilled and you become more comfortable with her—but at the very least, you’ll be well served with a list of what you expect of the person on whom you’ll be soon be very dependent.

Katie Gutierrez, founder and CEO of Assistant Match, says that this first step is crucial when looking to hire your assistant. She’s recruited assistants not only for herself but for the many clients who retain her services.

“Be very clear on what you need the person to do both now and in the future [so that you'll] be able to identify the skills, knowledge and software experience the person will need,” she says.

Gutierrez recalls an incident with a client who initially said that they only wanted someone to do traditional administrative support. The client company and the assistant whom she recruited for them got along phenomenally for a few weeks. That is, until the company began assigning sales calls to the assistant, who neither liked nor excelled at the task. She was eventually replaced.

Bottom line: think really hard about what you want out of your assistant before you make the first move in the hiring process. You’ll save yourself potential trouble down the road if you go through this simple step first.

Consider all avenues of recruitment

Think creatively about how to market your job advertisement so that you’re catching all the available eyeballs out there. Some people still depend solely on the trusty Sunday newspaper classifieds, but others also visit numerous online job boards and have learned to navigate their way around the hundreds of social networking sites that have mushroomed over the last few years.

Neen James, a productivity expert and speaker, is a big believer in casting your net far and wide for that perfect assistant and thinks it’s important that hiring managers be flexible when considering advertising outlets.

“Post a note on Facebook, Twitter or LinkedIn letting people know of your needs,”  she says. “They can respond to you with recommendations directly. Send an email to your friends and colleagues. Advertise in your local paper and recruit from your community. Use electronic recruitment Web sites.”

She also recommends not limiting your recruitment activities to your professional network but to expand it to include those in your personal social circle as well.

“Is there a mom that you know who would be perfect? A college student who is studying business and wants to break into your field? An intern who is wanting more experience who could become your assistant when they graduate? Look close to you for possible sources.”

Separate the wheat from the chaff

This particular step is essential, but many inexperienced hiring managers are unsure on how to best review the deluge of resumes that inevitably reach their desk. If you don’t have a human resources manager who’ll do the initial review, you’ll likely find yourself reading everything from handwritten resumes on torn notepaper—and yes, I’ve seen this a few times—to 20-page curriculum vitae from former Supreme Court justices of politically unstable African countries. And yes, I’ve seen that one, too.

Gutierrez of Assistant Match recommends scanning a candidate’s employment history and noting any unusual patterns of job hopping.

“When a person changes jobs every few months, I expect that pattern to continue,” she says. In addition, she makes sure that a potential candidate’s career trajectory reflects that person’s commitment to executive and/or managerial administrative support as a profession.

“I look for people who truly enjoy supporting others if there will not be room for advancement in the position.”

Management consultant Madeline Kaplan with Tarter Krinsky & Drogin LLP of New York City, agrees that an erratic history can be a red flag.

“I avoid people who have jumped from job to job every year,” she says. “It suggests someone who has not thought through their career goals and someone who likely will move to where they think ‘the grass is greener.”

Instead, she looks ” for a pattern of continuous achievement on a higher and higher level. I look for someone who is a team player, who values the success of the whole team, rather than individual success.”

Teresa Mogush, director of talent for Euro RSCG Chicago, adds that resumes not only showcase a person’s talents and background but also the person behind the paper. She suggests checking out how it looks beyond the words on the page.

“An error-free resume, well-laid out, no spelling errors [is a must],” she says.

The moment of truth

Okay, this is where the rubber really meets the road. Think interviews are all about telling the person what the job entails, the benefits and asking her where she sees herself in five years? Not exactly.

Joy Gendusa, founder and CEO of PostcardMania, listens carefully to the kinds of questions candidates pose during the interview process.

“They should be willing to do whatever is needed and wanted in order to give the executive more time to do their job,” she says. “If they have a list of any kind of things they won’t do, I wouldn’t hire them. [A red flag would be if] they are more concerned with their benefits and what’s in it for them than what the job entails and how they can best assist.”

Melinda Janicki, a lead virtual assistant (VA) and marketing specialist and productivity strategist with OnDemand Virtual Services, starts out their interview process with ” tele-interviews,” after which candidates are requested to come in for face-to-face interviews, if applicable.

“I look for smart answers and the ability [of the candidates] to sell themselves,” she says. “There is nothing more frustrating than asking someone what expertise do they have or how would they add value to our situation, and they can’t answer.”

Just as when you drew up the job description, you need to focus on what you need and how the person in front of you can articulate their ability to fulfill it. Let them do most of the talking. Observe them carefully, from the way they speak to the way they dress. Have them meet other members of your team and see how they interact with the rest of the staff. If possible, take them to lunch somewhere off-site. It’ll give you an opportunity to see them in a social-but-still-professional setting, which may be important if your job involves heavy people contact such as fundraising or public relations. If you can easily see them fitting immediately into the office environment and they have proven their value in previous positions, it’ll be easier when the decision comes to determine the successful candidate.
Which brings us to…

Making the job offer

Review the resumes once again and, if necessary, chat with other team members who were involved in the hiring process and request their input. Call the person back with any follow-up questions, if any. Don’t wait too long to tender a job offer —if you think this person’s The One, you’re likely not the only potential employer to think so. Work with your human resources department so that the process goes as smoothly as possible.

James insists on checking references, a critical piece of the hiring puzzle that helps you get a fuller picture of the candidate.

“Ensure that you do your due diligence when you get close to hiring someone to make sure that you fully understand the person and their personality,” James says.

Training Days

For the new assistant, the first few days will likely be a flurry of ordering office supplies, meeting the rest of the team—if she hasn’t already—familiarizing herself with the office layout and the stack of takeout menus, and orienting herself with the workflow. It’ll already be a slightly overwhelming experience for her, regardless of her experience, but you can ensure that the first week will be an efficient and productive one for the both of you.

“When training a new assistant, I consider how much the person can take in and retain at one time, as to not overwhelm,” says Gutierrez. “We all have different learning styles, so I offer training in different ways to be sure the person understands and is getting the information in the most effective way.”

Kaplan, the management consultant, concurs. With the manager/assistant relationship such a close one in many ways, open lines of communication are crucial in ensuring a productive relationship and office environment. “[Spend] time on clearly defining the mission, the expectation of management and the results to be achieved,” she says. “[I also spend] time on thoroughly communicating my management style and ensuring that my assistant understands when to take initiative and when to ask for direction. [I teach] open communication and [ensure] that my assistant understands that an ‘open door policy’ means that I am accessible at any time.”

So don’t just plop her down at her desk and expect her to pick up on your needs and the office culture immediately. Invest the time necessary to educate her on the company, the team and especially your own work and how you would like her to work with you. Remember that she’s your assistant, but that she can’t read your mind, or at least not on the first day! Give her the opportunity to grow into the job and learn from you.

If you’re smart, you’ll understand that a great assistant will do more than get you coffee or that file you wanted on the all-important Project Whatever. She’ll be your partner in the business, making it her job to make sure that you can do your job without having to worry about the little administrative details that, while critical, can eat up all of your time and energy. Use her skills and knowledge and make sure that you spend quality time with her—especially in the beginning—as she learns her role in the success of your department. Trust me: it’ll be time very well spent.