An email always looks more professional when it has an email signature at the bottom of the message. This can be something as simple as your full name, business name and phone number beneath it. For a more elaborate email signature, include the logo for the business you work for and their website address. To use the space to promote the business, include a tag line. Some people even include a booking link to book appointments. As a minimum, include your full name, business name and contact number.

​1. Open the Outlook program
2. Click on ‘Inbox’ in the left hand side bar
3. Click on ‘New Email’ in the top left hand corner
4. Look for ‘Message’ in the top left hand corner. Make sure that is underlined. If not, click on it. Look for ‘Signature’ on the far right. Click the down arrow and choose ‘Edit Signatures’.
5. It is possible to create multiple different email signatures. This means you need to label/name each signature. Click on ‘+’ to start your first email signature. Give it a name, then create your email signature below. If you have created it somewhere else (eg. Word), you can copy and paste it here. To modify an existing email signature, click on its label/name and then ‘edit’.

6. Make sure the new signature you just created is selected under ‘Signature name’ in the left hand box. You will see a preview of it in the right hand box. Under ‘Choose default signature’ select the appropriate email account if you have multiple emails addresses. Then select your signature name for ‘New messages’ and ‘Replies/Forwards’ if you want to use it in these circumstances.
7. Click on the save icon
8. You’re done!

When you’re a small business owner you are looking at getting the most out of the resources you already have and pay for. When your business is quite small, you may hire or outsource an assistant who will perform both administrative tasks and some simple bookkeeping such as sending out invoices and receipts. These are regular tasks that can be taught with a procedure to follow, but it doesn’t replace the qualifications and experience of a bookkeeper. Administration and bookkeeping are two distinct areas.
 
A qualified bookkeeper in Australia has completed a Certificate IV in Accounting and Bookkeeping. A bookkeeper must be registered with the Tax Practitioners Board to provide BAS services for a fee, however there is no official certification to work as a bookkeeper in Australia. Bookkeepers are specifically hired to be responsible for the recording of financial transactions which includes income, expenses, payroll and petty cash. They keep business financial records, complete quarterly BAS statements, and produce financial reports such as profit and loss. A good bookkeeper will ensure that no figures or information is overlooked. They liaise with your accountant who is responsible for analysing, interpreting and reporting financial data. You will get financial expertise with a bookkeeper, but it is understandable that when budgets are very tight with a business that is quite small, to bring a team member on board who will do the invoicing as well.
 
An experienced administrative assistant manages day-to-day tasks in the office. Their role is varied, and no two days will be the same. Tasks range from handling correspondence with customers, managing calendars, appointments and bookings, completing essential paperwork, ordering supplies to posting on social media. They may be pulled in different directions due to competing priorities, but it will not be an issue if they are skilled at prioritising the importance of different tasks.
 
In my administrative career, I’ve had a wide variety of responsibilities like planning small events, image design, liaising with printers, ordering supplies, managing the booking of resources, collating reports, CRM management, answering enquiries, posting out information and more. Whilst some tasks are similar no matter where you work, there will be tasks unique to that business or organisation. Contact me if you don’t see the tasks you need help with on my Services page.