The Cessna Citation Jet 4 is a light jet, taking its first flight in May of 2008. According to Cessna, “the CJ4 has added speed, range and cabin size over its predecessor (Citation Jet 3) without incurring midsize jet operating costs.” While both the CJ2 and CJ3 will remain in production and available for charter, the CJ4 offers many pilot and passenger-friendly enhancements.
The Citation Jet 4 (CJ4) was designed for versatility, able to travel 2491 statute miles before needing a fuel stop. The CJ4 cruises at average speeds of 519 mph and like the CJ3, it offers impressive short runway capabilities, allowing it to be chartered in and out of smaller airports getting passengers closer to their destination. The CJ4 differs most significantly from previous Citation Jets in its swept wing design which was modeled after the Citation Sovereign.
The CJ4 is not only fuel-efficient, it offers single-point refueling capabilities and can easily fly from New York to Phoenix. The CJ4is powered by two Williams International FJ44-4A engines each offering 3,621 pounds of thrust. When designing the CJ4, Cessna’s engineers relocated the main landing gear inboard, thus reducing the track. A narrower track significantly improves ground handling of the aircraft. Cessna also prides itself on their jets’ landing gear. “The same long-stroke, trailing-link landing gear common to all CJs guarantees the softest landings and smooth taxiing.”
The CJ4’s cabin sits seven passengers comfortably, with two seats for the crew. As far as cabin amenities, the CJ4 has everything you need and more. “Six deep-cushioned, wide leather seats track in three directions and can be configured to fully recline for long, comfortable trips. Each features a patented retractable armrest with available lumbar support and seat-side media docks.” The cabin offers WiFi, temperature control, and the highly regarded Rockwell Collins Venue™ High-Definition Integrated Cabin Management System.
The CJ4’s lavatory is unique because it is externally serviceable. This aircraft also has a small refreshment center and retractable tables, perfect for conducting business or for personal entertainment purposes. The cabin measures 17′ 4″ in length, 4′ 9″ in height and 4′ 10″ in width. The external baggage space in the Citation Jet 4 is generous at 77 cubic feet and can hold several pieces of luggage.
CJ4s are well liked by passengers and pilots alike for their reputation of superior performance, range and speed.
To request a CJ4 for your next trip, please contact us. We would be happy to provide you with a flight quote.
All flights arranged by Private Business Jets, LLC DBA FlyPrivate are operated by Part 135 Certified Air Carriers. FlyPrivate will act as your agent for the purpose of obtaining charter service.
In this article,Author Jan Jonesdiscusses leading by collaborating as it relates to the Executive Assistant position.
FlyPrivate is a proud partner and associate of Jan Jones. Jan brings valuable, actionable information to EAs across the globe. We hope you enjoy herblogsas much as we do!
FlyPrivate: How does collaboration between assistants help to meet company-wide goals and objectives?
Jan Jones: This is where assistants can play a natural leadership role, because communication and cooperation are essential attributes of an effective executive assistant. Assistants collaborating with each other to facilitate communication and information flow creates a powerful alliance that any company would welcome. The role of the executive assistant includes being a facilitator and a communication channel for their executive and their organization. Assistants play a vital role in reminding the organization that everyone must stay aligned and committed to the best interests of the company.
We know that fully engaged employees have higher productivity levels, resulting in reduced absenteeism and higher profitability. Collaborative assistants can have an impact in this regard. It could be as simple as engaging in regular conversations with assistants in other departments. Without breaching confidentiality, talk about how your division is functioning. What strategies are you implementing? What challenges are you experiencing? What projects are getting bogged down? Which team members need encouragement? Who are the star performers on the team; can they mentor someone who is struggling, or needs coaching?
Research shows that most managers don’t engage in strategy discussions with their colleagues in other departments. An assistant who engages with fellow assistants can serve to close that information gap. Remember, it doesn’t always have to be about work. Take time to connect on a personal level. Being part of an organization means you have common goals. Collaborating to achieve those goals is smart business.
At the height of the Covid disruption last year, I wrote a widely read article for Chief Executive magazine sharing how some assistants have taken their role of connector and conduit to new levels of importance. This is a natural outcome of the role the EA plays as a gateway and facilitator in making their executive more accessible to those with a legitimate need to connect.
EAs often have access to more insider information than other stakeholders within the organization. The WFH environment is perfect for EAs to share appropriate information with other assistants who can channel it to their departments, and keep their team members up-to-date with relevant goings on. This one small act can help assistants who aren’t usually included in the action, to become a resource to their department or manager. It gives them visibility within their team and could help them to be brought into new projects, or areas of responsibility from which they were previously overlooked. From my position as assistant to the CEO, I loved sharing relevant information with EAs across the organization, to make them a beneficial resource to their executives. They would be all smiles when I saw them in the corridor because of the kudos it gave them with their boss.
Assistants are known for playing a role in bringing groups together. They work across boundaries and promote cross-department collaboration. They don’t buy into petty jealousies and suspicions. As a channel to top management, they can help far-flung departments and locations feel less isolated. This has been particularly valued and welcomed during the 2020 work-from-home mandate, where entire organizations have been distanced from each other. Executive Assistant Dorothy Connell told me her CEO “Encourages me to be an added bridge of communication to our executive assistant and administrative assistant community so we stay connected as a team.”
Sometimes assistants tell me that sharing information isn’t always welcomed. People feel threatened, or disloyal to their team if they share what’s going on. In these circumstances, trust needs to be built. If you use the information they share to get results for them, or improve their circumstances, they will certainly start to trust you and work with you. Without betraying confidentiality, share information that is needed to get the job done, or make life easier for others. If you know a way to make a situation better, then do so.
Jesse Egeonu, EA to the executive vice-chair at Globacom in Nigeria shared with me that even though assistants are reluctant to share issues across departments due to confidentiality concerns, recently he was able to assist one of his colleagues who is working remotely. The assistant had a hard deadline and was struggling with a document her boss had sent her. Her boss had saved it as a Mac Pages file and the assistant was operating an Android device. Luckily Jesse was on hand to help her convert the document to Word, proofread, fix the layout and get it onto company letterhead, before sending it back to her boss for signature in time to make the deadline. This led to them having discussions about how they could collaborate on projects that need to be managed in the WFH environment. The trust that was built will help them work together remotely and when they return to the office environment.
An assistant I know told me about starting a job at a technology giant. The culture of the organization encouraged people to be fiercely competitive, vying to get ahead at someone else’s expense. She said no assistant would help her for fear that she would look better than they did, or get ahead faster than they did, so you were on your own. Imagine what a breath of fresh air a capable, confident assistant who is not threatened by others and wants to cooperate would be to an organization like that? It would cause a huge paradigm shift. It might feel like a herculean task, but such an assistant would catapult themselves into a higher level position the minute the company felt the effects of this assistant’s outreach. Believe me because I’ve done it. It takes supernatural amounts of passion and energy and not everyone is up for it, but if you are, don’t hesitate. The personal and professional rewards are immense, and you’ll grow in stature and ability.
In an article discussing strategies for being a successful assistant, EA trainer Adam Fidler wrote, “Share all your best tips and experience with another EA. Being secretive and defensive creates the wrong energy and if you take the time to share information, and work as a team-spirited EA, you’ll command respect and be seen as a true professional.”
The nature of the EA role is to act as a hub. This means assistants are poised to share information, facilitate decision-making and help avoid bottlenecks, whether it is inter-department, or company-wide. Helping someone in another department gets the job done faster. It facilitates transparency, gives you insight into how they function and where inefficiencies may lie that you can help overcome. When executives see you working with their assistant, or if they know they can finally get a long-awaited answer simply by their assistant picking up the phone to you, they’ll notice. They’ll talk about you in the boardroom as someone who gets things done. This is how, step-by-step, you land that sought-after seat at the table.
One thing that may affect assistants performing this function of facilitator is the number of assistants who say they don’t read their executive’s emails, and who meet with their executives (virtually or actually), once a week or less. If you are working like this, you are subject to only knowing what the executive shares with you, or picking up information indirectly. If you are to serve as a conduit throughout the organization, you must be on top of what’s going on, otherwise you will not be as effective in that role. Another factor is assistants who are too widely focused on interacting with the organization at large, they forget who they are in place to support. Don’t neglect your responsibilities to your primary team members in your quest to be a company-wide champion. Your immediate team must remain your first priority. Keep them supported, assured and strengthened in the knowledge that you are firmly invested in the partnership. With this assurance, they will support and encourage your efforts to be a company-wide collaborator.
Want more from Jan Jones? Check out her Q & A Series!
Jan Jones is the author of “The CEO’s Secret Weapon How Great Leaders and Their Assistants Maximize Productivity and Effectiveness”. The book debuted at #1 on Amazon’s Hot New Releases in the Office Management Category. It has received widespread acclaim from executives and executive assistants worldwide. Jan spent 20 years as an esteemed international executive assistant to well-known business people, including personal development icon and author Tony Robbins. Jan is passionate about the executive assistant role and continues to champion the profession through speaking, mentoring and offering timeless, practical advice that is relevant to the day-to-day role of the executive assistant.
All flights arranged by Private Business Jets, LLC DBA FlyPrivate are operated by Part 135 Certified Air Carriers. FlyPrivate will act as your agent for the purpose of obtaining charter service.
The Gulfstream G150 is a high speed super midsize jet with a “dispatch-reliability rating higher than 99.8 percent,” according to Gulfstream. Versatility is a mainstay of the Gulfstream G150. This aircraft offers ample cabin space, a cockpit equipped with advanced flight deck technology, and is able to fly coast to coast in just 6 hours.
The G150 can travel non-stop over 3,100 statute miles at a cruise speed of 482 mph. With a forward galley, taller side walls that provide generous headroom, and a fully enclosed lavatory, the G150 specializes in passenger comforts. There is also 80 cubic feet of baggage space allowing passengers to bring their golf bags while still leaving room for additional luggage. “Closets at the front and the rear of the plane offer enough storage for anything one might need to access in-flight.”
The Gulfstream G150 sets the standard for both versatility and efficiency. The G150 can seat up to 8 people at max capacity in a number of different configurations, some with sleeping arrangements. The cabin is ideal for conducting business on the go with advanced soundproofing technologies that cuts outside noise significantly. To combat fatigue and contribute to passenger comfort, fresh air is circulated around the cabin every two minutes. The 11 oval windows allow for more natural light in the cabin giving it a more spacious feel and making for a more enjoyable ride.
The interior of the Gulfstream G150 is 465 cubic feet, with a cabin height of 5′ 10″, width of 5′ 10″ and length of 17′ 9″. Many G150s come standard with other cabin technologies including: a high-definition entertainment center and televisions, satellite phone, CD/DVD player, Wi-Fi network, electrical outlets, and tables to conduct work or enjoy a meal.
The G150 is also a pilot-friendly aircraft with impressive cockpit capabilities. According to Gulfstream, “Flight information, weather conditions, electronic charts and options for advanced navigation create one of the most technologically equipped super midsize business aircraft ever to take flight. Four liquid crystal displays provide pilots crisp graphics and flight data. The avionics system also features an Engine-Indication and Crew-Alerting System, which monitors key engine performance and alerts pilots when a component is operating outside ideal parameters. The flight management system also integrates a Global Positioning System and a diagnostic maintenance computer.”
All flights arranged by Private Business Jets, LLC DBA FlyPrivate are operated by Part 135 Certified Air Carriers. FlyPrivate will act as your agent for the purpose of obtaining charter service.
Cessna’s Citation Jet 2 was flown for the first time in 2000 as an upgrade to beloved Citation Jet 1. It is the second model in the Citation Jet line. With a number of enhancements, this light jet is a perfect choice for private fliers looking for an aircraftwith versatility, high-performance, and lower operating costs.
The Citation Jet 2 (CJ2) was designed to be easily flown with a single pilot, able to travel 1237+ statute miles before needing a fuel stop. This CJ2 is also noted for its fuel efficiency due in large part to the two Williams/Rolls-Royce FJ44-2C turbofan engines, with 400+ lbs. more thrust than the Citation CJ1 at takeoff. The CJ2 cruises at average speeds of 475 mph and offers best-in-class runway capabilities, allowing it to takeoff and land at smaller airports with ease, getting you closer to your destination in less time.
Another major improvement to the CJ2 is the transition from the straight wing design of the CJ1 to a laminar flow wing. The switch to the laminar flow wings with the stretched wingspan greatly improved overall lift-to-drag performance.
The CJ2’s cabin is also more spacious than its predecessor, stretched 33 additional inches. The cabin sits six passengers comfortably at a total volume of 248 cubic feet. The cabin is 50 cubic feet larger than the cabin of the CJ1 and can generally accommodate one more passenger.
The cabin measures 13′ 7″ in length, 4′ 10″ in height and 4′ 10″ in width. The external baggage space in the Citation Jet 2 is generous at 70 cubic feet and can hold several pieces of luggage with an additional 4 cubic feet of baggage space on the interior. The CJ2 also has a small galley and lavatory on board.
The Citation Jet 2 avionics include: A Flight Management System, Full Glass Cockpit Technology, Dual GPS Navigation, Traffic Collision Avoidance System, and a Ground Proximity Warning System.
CJ2s are a light jet favorite of passengers and pilots alike for their fuel performance, runway capabilities, and affordability.
Our management team is always at your service. Please contact us if you have any questions or would like us to quote your next trip.
All flights arranged by Private Business Jets, LLC DBA FlyPrivate are operated by Part 135 Certified Air Carriers. FlyPrivate will act as your agent for the purpose of obtaining charter service.
De-icing youraircraft when needed is critical for passenger safety. In the simplest terms, de-icing an aircraft means removing the ice and snow from a jet before takeoff. Adverse weather conditions can affect travel plans this time of year. Although an inconvenient charge, it can be a necessary part of cold weather travel, especially in and out of ski country.
Like fuel stops, no one likes de-icing or hangar charges. However, they are a vital part of safe aviation during the winter months, and we try every measure possible to avoid them.
It is crucial to remove all of the ice and snow build up on the jet’s wings and rear tail, as well as the nose where the radar equipment is kept. The jet’s wings and tail shape are precisely engineered in order to produce the proper lift for flight. If there is a change in this shape due to snow and ice, it can cause critical issues with theaircraft’s performance, especially at take-off.
Putting your jet in a hangar can make your life easier during winter weather and temperatures. When possible operators try to arrange to put the aircraft in a hangar prior to the flight. The few hundred dollars for a hangar is much better than the possibility of several thousand for a de-icing bill.
Here’s a closer look at the de-icing process.
The De-icing Process
To remove the ice and snow, de-icing fluid will be sprayed onto the jet. The fluid will have de-icing and/or anti-icing properties.
In some scenarios, private jet passengers will be on board during this process to allow immediate takeoff after de-icing and to eliminate further flight delays.
There are a variety of types of ADFs/AAFs. They are typically made of ethylene glycol (EG) or propylene glycol (PG), thickening agents, corrosion inhibitors and UV-sensitive dye, among other ingredients. PG fluids tend to be used more often because they are less toxic than the EG fluids.
The Society of Automotive Engineers publishes the definitions of the four types of aviation de-icing fluids.
Type I fluids have low viscosity, are sprayed on at high pressure and at hot temperatures. They offer short term protection because they do not stick to surfaces for long after use, and are generally orange in color for both identification and distribution purposes.
Type II fluids contain a thickening agent to prevent it from immediately rolling off the jet after application. The Type II de-icing fluids are usually a light yellow color and generally stay put until the jet reaches a cruising speed of about 100+ knots. At higher speeds the fluid viscosity breaks down. For this reason, this type of fluid is only appropriate for larger jets.
Type III fluids fall somewhere between Type I and Type II de-icing fluids. They are intended to be used on slower jets and are also a light yellow color.
Type IV fluids are quickly becoming the most popular. They meet the same standards as Type II fluids, but they last considerably longer. Type IV fluids are usually dyed green for thorough application.
Type II, III and IV de-icing fluids containing thickening agents are commonly known as anti-icing fluids because they are made and utilized to prevent further icing after an initial Type I de-icing fluid has been applied.
De-icing Costs
De-icing fluid is an added expense and is charged after the customers’ tripbecause it is not possible to predict in advance if de-icing conditions will apply. When possible, storing theaircraftin a hangar can help to minimize de-icing charges. We encourage you to be on time for departures especially in cold weather. Leaving an aircraft unnecessarily on the ramp could lead to additional de-icing. We advise you to communicate any possible departure changes as soon as you are aware of them.
De-icing fluid costs are calculated on a cost per gallon basis at each airport, and often there is only one supplier that a private jet is able to use. Costs will be determined on a trip by trip basis.
Please do not hesitate tocontact usif we can answer any additional questions or assist you in planning your next trip.
We look forward to working with you in the new year!
All flights arranged by Private Business Jets, LLC DBA FlyPrivate are operated by Part 135 Certified Air Carriers. FlyPrivate will act as your agent for the purpose of obtaining charter service.
During this season, we take time to reflect upon the good things we have… like our partnership with you. We appreciate working with you and hope that the holidays and the coming year will bring you happiness, good health and success.
To our valued customers, we appreciate you choosing FlyPrivate for your business and personal travel throughout the year. Please contact us to discuss your 2021 travel plans. The New Year is the perfect time to experience the FlyPrivate difference.
Have you ever wondered how fresh oxygen in an aircraft is processed and circulated for breathing? If this thought hadn’t crossed your mind in the past, you may be thinking about it now due to the risks associated with the COVID-19 virus. Even at the highest altitudes, cabin oxygen is suitable for breathing without the use of a respiratory device and without any additional effort, but how?
Where does it come from?
In simple terms,aircraft(of all sizes) get fresh oxygen from the air outside the plane’s fuselage. The endless supply of oxygen allows aircraft to utilize this resource to provide the pilots and passengers with safe air to breathe and a comfortable experience in the cockpit and cabin. This oxygen source is plentiful and available at all elevations.
At high altitudes, outside air does not contain enough oxygen and therefore needs to be processed before being circulated around the cabin. Aircraft are designed to process air to make it safe to breathe. Air enters through the plane’s jet engines where it passes through several machines to be further processed. The air is heated to high temperatures where it is compressed, turning it into breathable air. Once this process is complete, the air can enter the cabin.
Some of the air that is taken in through the jet engines is used for combustion to power those engines using a combination of fuel and air. The rest is processed for use in the cabin. Once the air is heated by the engine, killing the germs, viruses and bacteria, it is cooled down to cabin temperature before being circulated within.
The air will then exit the cabin through outflow valves at the aft of the aircraft and no recirculation is necessary. One full cycle can take less than two minutes to complete due to the smaller cabin size in a private jet. The air is constantly refreshed with air from outside, so there isn’t the need for a larger filtration system used on commercial airliners. It is necessary for outside air to go through this process, so pilots and passengers have fresh air to breathe during the duration of the flight.
AtFlyPrivate, your safety and comfort are our priority. We are always available to answer any questions you may have about private jet charter. Pleasecontact uswith any safety questions or concerns.
All flights arranged by Private Business Jets, LLC DBA FlyPrivate are operated by Part 135 Certified Air Carriers. FlyPrivate will act as your agent for the purpose of obtaining charter service.
Last minute trip for the holidays? LetFlyPrivatehelp you get to and from your destination with ease.
Traveling during the busiest months of the year can be a bit stressful, but it doesn’t have to be!We are hereto make sure your trip is hassle-free so you can enjoy more time with your family and friends and less time worrying about the details.
When booking your next trip, here are a few reminders:
The most popular holiday travel dates are expected to be:
– December: 17th – 31st
– January: 1st – 6th
The number of privateaircraftavailable to accommodate these trips is limited and once the aircraft is booked, the options for trips also becomes limited and the prices jump as a reflection of the increased demand and limited supply.
Due to the increased demand for private flights,aircraft,FBOs, pilots, flight crews, caterers, and ground transportation are all affected and planning ahead becomes critical.
The majority of people chartering private jets are flying in the same direction during theholiday season. Generally, we see an increase in traffic heading north to south, but some of the most popular destinations are Florida, Colorado and New York.
Weathercan also play a major role in how many flights are available during this time of year.
What does this mean for you? If you need to book your holiday travelfor you and your family, we highly recommend that you book your flights now to ensure thebest options, pricingand jetsare still available for your trip.
All flights arranged by Private Business Jets, LLC DBA FlyPrivate are operated by Part 135 Certified Air Carriers. FlyPrivate will act as your agent for the purpose of obtaining charter service.
The Global Express and its derivatives (Global 5000/6000,Global XRS, Global 7000/8000) are Bombardier’s ultra long-range aircraft. TheGlobal 5000(and Global 6000) is an exceptionalheavy jetwith unmatched comfort, efficiency and design. According toBombardier, “Every detail in the Global 5000 aircraft cabin has been carefully designed to bring you the smoothest, most refreshing, and productive experience you can expect from a business jet.”
The Global 5000 can make trans-Atlantic flights with ease, but still excels for trips spanning shorter distances. Able to cruise at altitudes up to 51,000 feet, this jet can often avoid bad weather by flying above it.
The cabin in the Global 5000/6000 is well appointed for business or pleasure with a spacious “living room” area, a private stateroom with divans for sleeping, a full galley, wide aisles, lots of natural light and full lavatories. The seats in the Global 5000 were designed by for ultimate comfort and support in the back and headrests. Some models even come equipped with an electrically deployed conference table.
The cabin measures at 2,169 cubic feet of space with 6’2″ in height, 7’11” in width and 40’9″ in length. Some of the technological amenities include: a Rockwell Collins Cabin Electronics System (CES), high-speed internet, power outlets, a wireless phone, scanner and fax, a multimedia system with CD/DVD player, 3D maps, several touch screen TV monitors, customizable LED lighting, a Honeywell Primus 2000XP avionics suite, advanced soundproofing, a conference table area and more.
The galley of theGlobal 5000is also quite impressive and includes: a microwave and convection oven, coffee/espresso machine, custom china, chiller, sink and faucet, and space for hot and cold meal prep. Bombardier says, “Access what you require, as required. With the high-capacity luggage compartment safely accessible throughout the flight, your personal items are always within reach.” With a comfort-focused cabin and ample baggage space (195 cubic feet), you will have everything you need for the most enjoyable private jet experience.
When it comes to performance, the Global 5000/6000 ranks at the top of the class. This jet has two Rolls-Royce Deutschland BR710A2-20 turbofan engines, allowing it a range of 5984 statue miles and a cruise speed of 560 mph, carrying up to 12-14 passengers depending on the individual model. “The Global 5000 aircraft maintains an astonishing range when taking off from wet and short runways. With its powerful engines, oversized carbon brakes and advanced wing design, rainy conditions won’t keep you from getting to your destination.” Bombardier commends the Global 5000/6000 for its operational flexibility, short takeoff range, and ability to operate with ease in poor weather conditions.
Overall, Bombardier has really hit the mark for personal and business travelers, no matter what the mission. If you’re in need of aheavy jet, be sure to keep the Global 5000/6000 at the top of your list.
All flights arranged by Private Business Jets, LLC DBA FlyPrivate are operated by Part 135 Certified Air Carriers. FlyPrivate will act as your agent for the purpose of obtaining charter service.
In this article,Author Jan Jonesdiscusses attention to detail as it relates to the Executive Assistant position.
FlyPrivate is a proud partner and associate of Jan Jones. Jan brings valuable, actionable information to EAs across the globe. We hope you enjoy herblogsas much as we do!
FlyPrivate: Our recent interview on Multitasking produced many conversations about how the digital world is creating distractions. Not only is productivity decreasing, people are having trouble paying attention, so the percentage of mistakes is growing. You say in your book that assistants should be “scrupulous about details.” What are the consequences of poor attention to detail by executive assistants?
Jan Jones: “Every job is a self-portrait of the person who did it. Autograph your work with excellence.” – Ted Key, Cartoonist
Attention to detail is a cornerstone of the executive assistant role. It’s what differentiates superior executive assistants from those who are content with average performance and not too particular about the quality of their end product.
I like the saying “Quality is non-negotiable.” Poor quality will destroy your credibility. If you are a freelance virtual assistant, it will destroy your business. Your work is your signature. It says this is the very best I can do. That being the case, we must make delivering a quality product a priority.
Steve Jobs insisted that the Mac should be as beautiful inside as it was on the outside, even though the inside was rarely seen. His wife said “Steve and Jony (Ive) would talk for hours about corners.” Corners of the iPhone, how they should look, feel and function. If you are familiar with Simon Sinek’s Golden Circle, which uses Apple as the example, this is the “How” Apple does what it does, (“Our products are beautifully designed.”) This fanatical attention to detail is why people line up overnight waiting for the release of a new Apple product. People will pay a premium for products that radiate attention to detail. Owning such a product says something about you and how you wish to be perceived. That’s why people willingly pay for designer labels that exude quality.
I remember a client taking me to lunch at a restaurant with a stellar reputation. When I declined dessert, she insisted I try one of the signature desserts. After one bite I said to her “now I know why this dessert costs $30.” The attention to detail in the presentation, the precision of execution, the mastery of blending and balancing flavors that leaves your mouth dancing, it was stunning from start to finish. It didn’t just round out the meal, it eclipsed the main meal and turned the lunch into a transcendent experience.
In your role as executive assistant, what’s your version of these examples? How is your end product demonstrating your attention to detail so that your executive and team members are ecstatic you are on their team, and that they get to work with you every day? If assistants truly value their reputation, if they wish to establish their credibility and be taken seriously, then they must make sure to consistently put out a quality product that exceeds expectations, or at the very least is free of errors and done right the first time. If you have a reputation for being meticulous and paying attention to detail, small transgressions will be forgiven. If not, it will be one more example of you not being invested in excellence, or caring about how you are perceived. Such a reputation is hard to live down.
No two ways about it, exceptional executive assistants are scrupulous about the details. They know that sloppy output, typos, poor grammar, avoidable mistakes, don’t only reflect poorly on the executives they support, it’s a negative reflection on them personally, and no professional executive assistant wants that reputation. Forget all that talk about your brand and the image you are trying to project of being a leader and strategic thinker, if you don’t produce work that is thorough and complete. Check your work. Your finished product is your autograph, your reputation, and credibility.
Careless work has real consequences. Close to 80% of recruiters say that typos or bad grammar on a resume are immediate deal breakers, because they show a lack of attention to detail.
My first boss was an absolute stickler for the details. As an inexperienced but ambitious secretary, I was itching to jump into big-picture activities, without even knowing what it meant, or what it took to operate at that level. How could I pay attention to the details when I didn’t even know what those details were? My inexperience would have caused me to drop the ball, and create problems for my company. Thankfully, with an eagle eye executive looking out for me and smartly capitalizing on my drive to excel, I grew to understand that the big picture is made up of smaller pieces, little details that meticulously build upon each other to create the big picture, just like the big picture comes into view as you build a jigsaw puzzle. As I learned and matured, I understood why I needed to get it right and get it right the first time. Obviously, if you’ve never done something before, it’s possible you won’t get it right the first time. But once you’ve learned how to do the job, pay attention to how you execute because you will be expected to turn in quality work.
I’m sure you’re familiar with the statement “Never time to get it right, but always time to do it over.” There is a cost to business in time and money when we don’t pay attention to the details, when things are missed or wrong, and the work has to be re-done. Do you know that lack of attention to details impacts employee morale? It frustrates your colleagues. These are the people upline and downline who are relying on the job you do – you are that vital component that allows them to complete their project on time and on budget. If you make mistakes it decreases productivity, wastes their time, and could result in delays that cause your company to upset their customers, or even lose them. Worst case, there could be legal or compliance ramifications from inaccurate work.
In one fell swoop, your credibility is lost if your work is sloppy, or brands you as functionally illiterate. An assistant colleague asked my opinion on a survey soliciting input from EAs. The survey questions had some unsubstantiated assumptions and the EA didn’t want a repeat of that infamous Wall Street Journal article from earlier this year. I sent a private message to the woman with the survey, asking a few questions and entreating her to be careful how she positioned the role of the EA because the last thing we need is another magazine circulating misconceptions about the role. Here’s the response I got from her:
“If any of the EA’s that you reference to are at the level to support my research then they would of all ready knew me and what work I have been doing while in Silicon Valley supporting my CEO to now being a business owner.”
Can you imagine the shock people might get when they receive correspondence from her? I’m always driving home to EAs that you are your executive’s face and voice to the world. What image is this woman projecting on behalf of her executive? She assisted a top executive in Silicon Valley, where, we hear, they are demanding EAs have degrees. Yet, there exists a top executive there whose assistant seems barely literate in her native language. Not exactly modeling Steve Jobs’ passion for “how” we do things.
One group of assistants proudly displayed a newspaper article that said they were a team of rock star assistants. The problem is the article had a glaring typo in the big headline, which none of those EAs addressed, so instead of being celebrated, they were being ridiculed. Even if one of them had offered some explanation (most likely the newspaper was at fault), things could have been different for them. Assistants, you have to get out ahead of things and head them off, or quickly set them straight with an explanation. Leaving things to languish and hoping they go away is not a good strategy in protecting your reputation for being scrupulous about the details.
Another area where assistants must pay more attention to detail is on social media. It’s a low-key environment, but that doesn’t mean you lower your standards. Recently, there have been postings where people meant to say “a part of”, as in they are happy to be a part of a group. They wrote it as “apart”, which means separate from. One memo we received said the caterer’s signature tamales are “Handmaid daily.” These are examples of easily avoided carelessness. Pay attention and don’t let hasty work tarnish your reputation for reliability.
Proofreading, especially lengthy pieces, is not easy. That’s why it calls for your special attention. Read your work, then set it aside. Come back to it with fresh eyes. If possible, run it by someone else to get another set of eyes on it. If my bosses prepared their own documents, they always gave them to me to read before sending out. If they were lengthy or complicated, I printed them out to proofread. Studies show, and for me personally, I know that reading on paper is more effective in detecting errors that get missed onscreen, not to mention being easier on tired eyes. Another tip is to read your work out aloud to yourself. Sometimes what we intend to say, and what we actually write, are not the same. Reading aloud lets you discover the errors more easily.
Do you know that a key factor of CEO success is their attention to detail? Stanford economics professor Nicholas Bloom says “CEOs are unbelievably detail-oriented. That’s one of the big ingredients of their success.” This is an executive success habit that assistants must absolutely mirror. Bloom says that when he teaches students, they get “over excited about the big-picture, sexy stuff of long-term strategy and skip over the small details which turn out to be critically important in business.” This is something I learned at the start of my assistant career, and can’t emphasize enough, especially to younger assistants today. If you can’t perform well in the small things, you won’t do well with the bigger critical tasks, and no serious executive is going to take that risk. Would you if you were in their shoes? You have to practice excellence and demonstrate it daily before you’ll be given entrée to inner circles, or invited to take that seat at the table you may feel entitled to. As UCLA basketball coach John Wooden said, “Little things make big things happen.”
If you’d like to brush up on making big things happen through your attention to detail, here are some suggestions:
To produce error-free work start by focusing on what you are doing. Slow down and give yourself time to think. When you rush, the finer points get missed.
Prioritize your workload so you don’t forget about a time-sensitive project and then rush to complete it.
Keep distractions to a minimum, especially if you are doing work that requires high levels of concentration.
Make sure you are clear about expectations. How much time do you have to complete the job? What are the deadlines? Is the entire project due at one time, or are there milestones you need to meet?
Analyze and understand what’s in front of you. Ask if you don’t understand so you don’t waste time re-doing things.
Plan your work. What’s the end result you need to produce and how will you go about it? It’s helpful to understand how your task fits into the broader picture with your team, or company. When you view it from that perspective, you get a better understanding, the details become clearer and you can make sure not to miss them.
Certain jobs that you do on a regular basis might benefit from a checklist that you can use to make sure no details are overlooked. For smaller or easier jobs, I would sketch out in my mind what needed to be done. But for bigger projects, I created a detailed checklist and crossed off each item or segment as it was completed.
A big project with many elements can be intimidating, so break the job down into manageable segments that will make it easier for you to review and catch any omissions or errors.
Remember, get the right things done and get them done right the first time. Check and re-check your work. If possible, get a second set of eyes on a project that is more involved.
Have confidence in yourself and your ability to get the job done.
Be passionate and proud of what you do. The way you present yourself matters. In the words of the poet, Kahlil Gibran, “Work is love made visible.”
Want more from Jan Jones? Check out her Q & A Series!
Jan Jones is the author of “The CEO’s Secret Weapon How Great Leaders and Their Assistants Maximize Productivity and Effectiveness”. The book debuted at #1 on Amazon’s Hot New Releases in the Office Management Category. It has received widespread acclaim from executives and executive assistants worldwide. Jan spent 20 years as an esteemed international executive assistant to well-known business people, including personal development icon and author Tony Robbins. Jan is passionate about the executive assistant role and continues to champion the profession through speaking, mentoring and offering timeless, practical advice that is relevant to the day-to-day role of the executive assistant.
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