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Q & A with Jan Jones: How Assistants Lead by Collaborating

In this article, Author Jan Jones discusses 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 her blogs as 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.


©The CEO’s Secret Weapon. The ideas expressed in this article and any text extracted from “The CEO’s Secret Weapon” are the
intellectual property and copyrighted to Jan Jones. All rights
reserved. No unauthorized usage or duplication by any means is permitted without the express consent of the author.

Author: Jan Jones

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.

Jan Jones Worldwide

Visit Amazon to purchase Jan Jones’ book and visit her website:
The CEO’s Secret Weapon.

The CEO’s Secret Weapon: How Great Leaders and Their
Assistants Maximize Productivity and Effectiveness

Jan Jones

We’d love to hear from you! Please follow us on:

Website: www.flyprivate.com
Email: fly@flyprivate.com
Phone: 1-800-641-JETS (5387)

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.

Get Going in a Gulfstream G150

Gulfstream 150

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.”

Gulfstream 150 Interior

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.

Gulfstream 150 Interior

Images courtesy of www.gulfstream.com

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.”

If the Gulfstream G150 sounds like the jet for your next trip, contact us for a flight quote!

We’d love to hear from you! Please follow us on:

Website: www.flyprivate.com
Email: fly@flyprivate.com
Phone: 1-800-641-JETS (5387)

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.

Land Closer to Your Destination in the Citation Jet 2

CJ2 Interior

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 aircraft with
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. 

CJ2 Interior

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.

CJ2 Exterior

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.

Citation Jet 2 Specifications

We’d love to hear from you! Please follow us on:

Website: www.flyprivate.com
Email: fly@flyprivate.com
Phone: 1-800-641-JETS (5387)

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.

What to Know About De-icing & Hangar Fees

Photo courtesy of Aspen Times

De-icing your aircraft 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 the aircraft’s performance, especially at take-off.

Deicing_Hawker
Photo courtesy of www.allaero.com

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.

Aircraft De-icing Fluids (ADF)/Aircraft Anti-icing Fluids (AAF)
    • 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.
      1. 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.
      2. 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.
      3. 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.
      4. 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’ trip because it is not possible to predict in advance if
de-icing conditions will apply
. When possible, storing the
aircraft in 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 to contact us if 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!

Please follow us on:

Website: www.flyprivate.com
Email: fly@flyprivate.com
Phone: 1-800-641-JETS (5387)

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.

Season’s Greetings & Happy Holidays!

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.

Happy Holidays!

Aircraft Cabin Oxygen

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.

Photo credits: Bombardier

How is it processed?

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.

At FlyPrivate, your safety and comfort are our priority. We are
always available to answer any questions you may have about
private jet charter. Please contact us with any safety questions or concerns.

Please take a minute to follow us on:

Website: www.flyprivate.com
Email: fly@flyprivate.com
Phone: 1-800-641-JETS (5387)

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.