Wednesday 12th February

Once I was allocated which computer I was going to be working on I then opened the files I needed to complete today’s task. Following on from Friday I am finishing to input the company’s contacts into their database via FileMakerPro, for those of who have just stumbled onto my blog you will see my tiny rant at how time consuming I find this software, it’s a bit like when you first use a mac and notice there isn’t a right click button or when you first use Photoshop and realise you have to click on the layer you need and then on the arrow to be able to complete the action you need…

Anyway, I’m about half way through before carrying on with today’s task I called over the commercial manager so that she could spend 5 minutes going over what I need to do so that I can make a checklist for my own personal use when inputting the data. For every contact I had to write their Name, Sex, Phone No, Email & Job Title whereas for each company I had to write the name of the company, Sector, Website, Phone No, Address and in the comments write which client magazine it was for. 

Today my lunch break was slightly different as it was broken up by going to the pub as it was one of the editors birthday, I really do enjoy speaking to the editors out of the working environment. As I got into the hang of using FileMakerPro rather quickly I finished my task with an hour and 20 minutes to spare, so the promotions manager asked me if I could count the competitions for her. I’ve also found a new soundtrack that I listen to when doing uni work and when in my placement it helps me relax and concentrate… have a listen yourself 🙂   

For my project which is what I been working on over the past month I have to create another blog solely for university purpose and in our guidelines we have we need to upload up our CV. Now I have always had trouble with this as I expect most of you guys may have too, I find it hard because every potential employer has a different idea of what makes a good CV anyway I have asked the PA if we could spend an hour or so going over my CV, what better than asking a professional for guidance. 

I also asked one of the editors that was overlooking what I have done for my project for some feedback and they said to me what I had achieved was good and I am so proud of myself for that, the more I concentrated on my project the more I began to dislike what I had achieved as I could see plenty of improvements that could have been made. However the editor said to me that I could have added a concluding slide but I was missing budget and what my placement as a company do which was out of my knowledge so she said, ‘Think of it as a sandwich you have completed the middle bit of the pitch.’

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Monday 16th December

This morning I got in and waited for the technician to allocate me a computer to work from for the day so that I could finish typing up the competition entries. The PA went around the office with secret Santa and asked me if I wanted to be included as well I’m so excited I now have another person to buy for. It’s quite fun as the budget is only £5 which means you have to be creative with the gift.  I’m actually so excited for the Christmas work party as its nice that I’ve been included.  

There’s only a number of certain ways that I can expand of how I wrote up entries all day so these diary entries are slightly brief. 

AND

with that I’m on 3600 entries… See you tomorrow, I’m almost there! 

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Friday 6th December

Today I wrote up my invoice for this weeks hours and managed to get in the office half an hour early which means I got to leave 30 minutes early, I love the Flexi-Friday rule. I carried on with the competition entries and did some more packaging for the PA. I’m now up to about 2700 entries…

Have a good weekend all! 

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Thursday 5th December

This morning once I got in I had to change computers when I started to type up the competition entries the software was really slow to start off with which set me back a bit so I called the technician to help, once he fixed the problem I was able to carry on with typing up the data entry. The PA also asked for some help to do some more client gift packaging, when it got to 5:30 I was getting ready to go home when the PA asked me if I was free Thursday 19th December I assumed it was to work however the PA invited me to this year Christmas work party, I am so excited for it, it gives me even more of an excuse to go shopping… yay:) 

See you tomorrow. 

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Wednesday 27th November

This morning I woke up very excited to go to my placement  as I haven’t been there for a few months now, I love going to work I actually couldn’t wait to be back there…

Today consisted of typing up the competition entries, the PA left them ready for me to be able to type them up straight away as they were already counted and all the envelopes had been opened. This magazine is doing really well as their response rate constantly increases before they would receive just over 2000 entries, now risen to about 5000…  

I’m also taking a Media Business module at university where we are currently studying about organisational culture, put simply it means looking at the kind of atmosphere within an industry. I was thinking about the sort of organisational culture that I work in and I would say its the best! Personally because its friendly, everyone gets on with each other but everyone also works hard at their job and everyone knows their roles. At the end of it to me that’s the perfect recipe for success… working together in a team. 

It was nice to also catch up with everyone as I’ve not been in the office for a while to see how everyone was what they were working on and anyway 500 competition later its the end of the day and its time to go home 🙂

Oh and before I forget… 

The PA also asked me if I’m free and able to come in for a few extra days to package Christmas client gifts.  I only helped them do this last year but I expect its a tradition they do every year. However the PA was really impressed with the way I packaged up all the gifts this is thanks to my parents as they own a mail order company so I’ve picked up the skills from there from when I help them from time to time. Today it’s beneficial to be able to have many different skills, don’t get me wrong it’s good to be focused in one area but to also be able to expand from that… 

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Friday 30th August

As usual no two days are the same at my work placement, I got in and completely forgot it was flexi Friday so at home I was taking my time this morning in terms of getting ready. As the PA was slightly late I helped out the receptionist with some errands to use time wisely I filled up the coffee jars, counted the competitions and put the magazines away in the magazine cupboard.

Today task was seeing what happens with all the data that I worked on when typing up all those competition entries a few weeks ago. It was quite exciting for me because it feels like next time I can fully finish the job. What happens is I type up the competition entries by writing the person’s name, their house number and postcode, followed by their magazine subscription number and filling in which competitions they answer. When the document is finally finished, the next step is to open Key Note…

Once Key Note is opened, I started with the usual steps of opening up the inspector, colour pallet and font. I then, (with the help of the PA assisting me and showing me how to do it as it was my first time doing this assignment.) started to compose the presentation of what the stats revealed from the competition entries to then show the client of the magazine. What I had to do with the Excel document was calculate the % of how many entered what competition. Below is a diagram of one I have made up to show you the process of what I learnt…

Table 1 Friday 30th August

To calculate the amount of people who entered a competition is you have to use a sum called COUNTIF as shown in the diagram below…

Table 2 Friday 30th August

What you do is choose a cell where you want the sum to by totaled (as seen above) click = enter =COUNTIF(Click cell where the first entry is:Cell where the last entry is,”Word you want counted” Then click Enter and it will calculate it for you

2

A quick way to add them all up to see how many people entered which competition simply highlight and drag to the last column as shown below and let go and it will have calculated the formula for each column.

Table 3 Friday 30th AugustHowever once you have let go it the rest of the columns will look like this…

Table 4 Friday 30th August

This is because the formula is not calculating the right column, such as in my first diagram it is still counting for the word dog. To change this simply click on the cell and change the word “Dog” to the correct word i.e the next column for it to count how many people preferred “Cats” instead.

Table 5 Friday 30th August

Once you have done this you are then ready to calculate the percentage for the whole competition. To calculate the percentage…
Firstly, where you can see the Total in the diagram you need to add up all of the totals in a separate cell to do this you need to click = in a cell & add all of the cells up. Make sure to include the plus sign in between each cell number as shown below…

Table 6 Friday 30th August

Secondly, you then need to make a row for where you percentages will go, then start dividing the answer with the total of entries that there were such as in my example the formula will be =B14/I14 (Note: / means dividing in Excel) do the same for each column remember to have to substitute the first part of the equation only such as C14, D14 etc… 

Table 8 Friday 30th August

Once you have done that you will notice that all the numbers have been worked out as decimals, as shown below….

Table 9 Friday 30th August

To convert them into percentages:
-Click onto the decimal cell
-Right click
-Click Format
-Click Number
-Click Percentage 
-Decimal places 0
-Click Ok

Table 10 Friday 30th August

Once you have done this you will then have all the data you need to then start converting into tables for the Key Note document. 

One thing that you need to be careful with is sometimes when you put in a formula you may see the words but the formula might not pick them up this is because if you have wrote the word “Cat ” and put in the formula to search for “Cat” the search won’t pick it up so what you need to do to fix this is to click Apple + F  The following will come up…

Friday 30th August Find & Replace

Click on the Replace tab and find the word “Cat ” & replace with “Cat”. When recalculating the formula it will then calculate it correctly. 

Another tip, the PA taught me to put in colour the different sums that you have to calculate so it’s easier for you to read when looking back for the answer. A tip that the PA taught me is to put the $ sign in between the the letter & number of the cell and you will find that it doesn’t make the cell move.

After I had calculated the % of how many people preferred which competition to enter, I then made a slide on Key Note remembering to apply F.A.C.E (Font, Alignment  Consistency & Engagement) (I’m not able to show you the steps for Key Note as I don’t have it installed on my computer) for each competition and made a table so that for the client it’s visually easier to see the differences in percentages.

Today was packed with learning about how to make more use of Excel, I learnt some more keyboard short cuts such as….
= COUNTIF
Apple + F = Find
&
$ = It doesn’t make the cell move
E = Sum   = Sigma/Sum

What I find is sometimes I reflect over what I did at placement and I am so grateful for the PA asking me to come in and do something which could take someone who has more experience and knows what there doing 30 minutes whereas it takes me a whole working day, yet she still assists me if I’m stuck or don’t understand something at all to pause her busy working day and help me through it. 

The PA also said to me it would be useful if I made a Word document of the experience I have with them so that for them it’s handy to know what I can and can’t do so I’m going to be working on that. I now won’t be posting until after the 12th September as i’m going on holiday on the 3rd Eeeekkk

See you soon. X

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Wednesday 21st August

Today consisted of me tweeking and carrying on from yesterday’s presentation. Once I got in I waited to be allocated a computer to work from. After taking a break from the presentation for a day I rearranged some of the slides as I wasn’t convinced with the composition I settled for. 

I asked the PA to go over text alignment with me as I didn’t understand what it meant for example I clicked the option for the text to be aligned upwards and therefore did the same for every slide but I didn’t understand what that option did. I now understand the difference between it being aligned upwards, downwards and centred… the removal of the text inside the text box influences the direction in which way the remainder of the text will go. 

I like to think that I am very organised, especially when at placement and I have to get certain things done in a small amount of time. Once I was happy with the presentation I printed it out and labelled the slides in order that they went and editors that wrote them. Alongside I got some of these clips… (I don’t know what there called.)

 

With some sticky notes and labelled them:
– To edit
– Approved
– Pending Images
– Emailed to editors away

I then handed out the slides to be to be approved by the editors and to wait for the updated versions by them to then make the changes on the KeyNote document. By the time I had done all of this it was home time. I then passed on everything back to the PA and explained how I had organised the slides just in case I won’t be in tomorrow as I have some family stuff to do in the morning and am not sure how long I will be. Luckily they are really flexible with things like this and said I could come in for a half day. 

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