4IR4U&ME by Lazuli Communications

4IR4U&Me The Fourth Industrial Revolution for You and Me Being Proactive. Being Predictive. Being Prepared

A PAFSA report on the research project conducted by the PA of the Year tribe 2019 culminating in a

PA AVATAR

INFO

M E E T T H E PA O T Y P R O J E C T T E A M

P U BL I S H I N G D I R E C T O R

Ana- Maria Valente

C REAT I VE D I R E C T I O N

O r nella Trinco

Hanlie Potgieter

Samantha Naidoo

Lize Momberg

Shirwyn Weber

Saffiya Ismail

Teressa Wood Wright

C ontent

PA of the Year tribe 2019 South African PAs PAs from around the globe

2019 tribe

CONTENTS

Introduction

The 4 stages of the 4IR4U&ME project

STAGE 3 focus area: Transformational Adaptation

What does tranformational adaptation mean? 35

STAGE 1 focus area: 4IR Perspectives

Familiarisation with aspects of 4IR series

Questions asked of peers globally

Their interviews

The participants

STAGE 2 focus area: Creative Adaptation

STAGE 4 focus area: New Identity Ahead

What does creative adaptation mean?

Role and identity preparing for transformation

By Lize Momberg

The PA Avatar process

By Teressa Wood Wright

The participants

By Hanlie Potgieter

The PA AVATAR

By Saffyia Ismail

The original inputs and comments submitted

By Samantha Naidoo

By Shirwyn Weber

Last word

PAFSA thanks all participants and contributors to this project. PAFSA hopes the various insights will contribute interesting and valid perspectives to the knowledgebank of PAs/EAs worldwide.

4IR4U&Me The Fourth Industrial Revolution for You and Me

his is the title of a research project and now published report by a group of South African PAs.

Every year the group of PAs/EAs that make it to the finals of South Africa’s PA of the Year (organised by PAFSA in SA) are given an assignment after the ceremony of the announcement of the titlebearer for the year – this being on the first Wednesday of September coinciding with Secretaries Day in South Africa. As a group they are referred to as a tribe and work together on a project directly related to the state of the profession in relation to global work trends. The PA of the Year 2019 tribe headed by Shirwyn Weber, the 2019 titleholder, and composed of Lize Momberg, Teressa Wood Wright, Hanlie Potgieter, Saffiya Ismail and Samantha Naidoo, were given the project titled 4IR 4U&Me where they would undergo research aligned to the title and publish their findings. Soon after they started the 2020 worldwide Covid-19 Pandemic struck, and so the project became pronouncedly more aligned to address the new reality of work – even though the original four focus areas retained the same focus, the fourth one was elevated from the initial Making In-roads to The PA AVATAR. This tribe faced more challenges than previous tribes as deadlines had to change a number of times due to the circumstances that affected the availability of people within time frames. It is to their credit that the tribe members persisted and completed their work. The highlight of the research in this report is the creation of a PA AVATAR.

INTRODUCTION

The process the tribe was given to follow saw their research go through four consecutive stages.

STAGE 1 Focus area: 4IR perspectives - Familiarisation with

STAGE 2 Focus area: Creative Adaptation - Personal insights

STAGE 3 Focus area: Transformational Adaptation Gauging experiences from peers which were aligned to the lockdown realities.

STAGE 4 Focus area: Role and Identity Transformation The PA AVATAR

aspects of 4 IR (Graeme Codrington video series)

Both at Stage 1 and Stage 4 we recognise the influence and inputs from www.tomorrowtodayglobal.com and www.thefutureofworkacademy.com Stage 4 also involved EAs/PAS from South Africa participating in the AVATAR concept. Stage 3 involved PAs/EAS from around the globe participating in sharing their lockdown experiences and how their work life saw a creative transformation as most become digital workers overnight.

S TAG E 1

The 4 stages of the project

t every stage the tribe had their own work to do and/or invite other participants to collaborate.

STAGE 1 focus area: 4IR Perspectives Familiarisation with aspects of 4IR The tribe had to acquire background information and familiarise themselves as quickly and effectively as possible on the fundamentals of 4IR, and this was done with the help of TommorrowToday by viewing their short 7-part video series posted on Vimeo. Titled “The Implications of the Fourth Industrial Revolution for you and me” (https://vimeo.com/358983401) Graeme Codrington and the team of futurists at TomorrowToday help us make sense of 4IR - and use its power - to improve your life and work. The series shows what the Fourth Industrial Revolution practically means for you and me - in other words for the people who don’t have a ‘Google Supercomputer’ in their basements, or for those who haven’t learnt to speak to machines through code yet. The series is free to view at: tomorrowtodayglobal.lpages.co/4th-ir-video-series/

We recommend you make time to listen as the series provides excellent grounding on the subject of the 4IR. Once the tribe went through the series, they moved to stage 2 of their project.

S TAG E 2

STAGE 2 focus area: Creative Adaptation

hat the current reality of the world of work requires is that all professionals clearly have to have a mindset of creative adaptation. For PAs in particular it means that the adaptability required is regarding the alertness for new skills and capabilities that the emerging technologies offer rather than to consider 4IR as a threat or challenge! The tribe had to probe what this meant and how they interpreted it. They were given the adapted extract below from the web as inspiration:

What does Creative Adaptation mean? “Creative adaptability is a fancy way of saying that we need to grasp a new reality that emerged while we weren’t paying the necessary attention. Creative adaptability demands that we understand what new opportunities are available for us to achieve greater efficiency, or finding ways to solve problems that were previously unsolvable. However, creative adaptability may direct our attention away from purpose and towards function! As important as redefining our functions may be, we should NEVER forget our purpose as PAs! The purpose behind any of our functions will remain consistent despite the new methods or apps available to us with which to fulfill such purpose which will continue changing from time to time.”

P R O J E C T S TAG E 2 B Y L I Z E M O MBERG

My take on Creative Adaptation From my research: To adapt means to move from one medium to another. It is the ability to make fit or suitable by changing or adjusting. By modifying something to create a change in structure, function, and form, which produces a better adjustment. Adaptation means to me that it is the fit between the individual and the environment – but it can also mean moving from one environment to another more suitable, or even forcing the environment to adapt in response to our creative efforts. Depending on the situation, adaptation can either hinder or support our creativity. It means creatively adjusting to subtle nuances of a changing environment or moving out of one context into another better suited to our abilities or preferences. Adaptation also occurs when individuals change the environment in response to their needs or efforts. While one person may see a problem or gap, another does not; or one person may be stressed and overwhelmed by change, another may find that same set of events challenging and exciting. Creative adaptation involves both short and long-term thought, action, and development. It also involves a wide range of cognitive, emotional, and motivational elements. In short, all human faculties are called into play during creative adaptation to environmental situations and opportunities. Ultimately, adaptation is one of the most important issues of relevance to the development of creativity.

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Crea<ve

What does Creative Adaptation mean?

Adapta<on by PAFSA’s PA of the Year 2019 tribe

Lize Momberg PAOTY 2019 Finalist

With the implementa/on of Ar/ﬁcial Intelligence (AI), many things are going to change. But I believe in the ‘human’ factor – it is important to share knowledge, wisdom and experience with each other.

So what does “Adapt” mean? – To adapt means to move from one medium to another. – By modifying something to create a change in structure, func<on, and form, which produces a beKer adjustment.

– Adapta<on means that it is the ﬁt between the individual and the environment . –  But it can also mean moving from one environment to another more suitable, or even forcing the environment to adapt in response to our crea<ve eﬀorts.

Conﬁden<al

P R O J E C T S TAG E 2 B Y L I Z E M O MBERG

To be successful, PA’s should be mo/vated, constantly exploring new areas of self-‐improvement, to further increase the depth of support we can give to our execu/ves. When we become a trusted source of informa/on and advice to our execu/ves, the execu/ves will see that we become the gatekeeper and business partner to them and the management team, as opposed to being a mere element of support.

How do we Creatively Adjust? – Depending on the situa<on, adapta<on can either hinder or support our crea<vity. – It means to crea3vely adjus3ng to subtle nuances of a changing environment or moving out of one context into another beKer suited to our abili<es or preferences.

– Adapta<on also occurs when individuals change the environment in response to their needs or eﬀorts.

– While one person may see a problem or gap, another does not; or one person may be stressed and overwhelmed by change, another may ﬁnd that same set of events challenging and exci3ng!

Conﬁden<al

What does Creative Adaptation involve? –  Crea<ve adapta<on involves both short and long-‐term thought, ac<on, and development. –  It also involves a wide range of cogni<ve, emo<onal, and mo<va<onal elements. –  In short, all human facul3es are called into play during crea<ve adapta<on to environmental situa<ons and opportuni<es.

–  Ul<mately, adapta<on is one of the most important issues of relevance to the development of crea<vity.

Trying to compete with AI, is a poor strategy. Machines have not yet learnt to be crea/ve, suppor/ve or have empathy. We need to do the “human work” and this will be the major differen/ator for us as PA’s. I will encourage my PA’s to take part in the onboarding of AI and digital assistants in our environment, that way we can influence and shape implementa/on as opposed to having it forced upon us. Confiden<al

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The best strategy to ensure and secure our profession, is to keep learning, to collaborate and embrace the coming changes in the Fourth Industrial Revolu/on.

To change is to learn; to learn is to Succeed!

–  “The cri(cal quality of a leader that determines how that leader will fare in a crucible experience is adap3ve

capacity. Adap(ve capacity allows leaders to respond quickly and intelligently to constant change. It is the ability to iden3fy and seize opportuni3es. It allows leaders to act and then evaluate results instead of

”

a?emp(ng to collect and analyse all the data before ac(ng. -‐ Warren Bennis -‐

–  People, teams and companies must embrace change if they want to move forward. –  Adap<ng to changes in any environment requires two things: the skill to do so and the will to endure!

To change is to learn; to learn is to succeed (feel free to tweet that!)

Conﬁden<al

Each of these slides summarises the key points for you. They appear after each member’s text contribution. They contain perspectives and insights which aim to enrich your knowledge-bank without you having to do the research!

P R O J E C T S TAG E 2 B Y T ere s s a W O O D WRIGH T

My take on Creative Adaptation My research notes: Change is coming. We are experiencing the early stages of the fourth industrial revolution (4IR) and technologies such as machine learning, automation, AI (artificial intelligence), nanotechnology and the IoT (Internet of Things) are opening up a wealth of new possibilities for the workplace. In fact, they are completely reshaping it and these new technologies bring risks and potential rewards along with them. While many of today’s occupations will still exist in the future, they will indefinitely transform, and in many cases, occupational categories will overlap with one another to form new roles. This is already happening and the rate at which it is occurring is expected to accelerate over time. So, it is not to say that AI and automation will necessarily replace most jobs, but rather, will require people to adapt and learn how to use this technology to enhance existing processes. These roles will be focused on skills such as monitoring and operating automated and online processes in conjunction with their existing roles and responsibilities. What is certain is that the new generation will become increasingly diverse and analytical in their way of thinking. They will continuously adopt new skills and be more adaptable to frequent changes in the workplace and in their roles, as new job roles start to open up and certain skills become obsolete. According to the World Economic Forum, the top ten work skills most valued in 2020 will be: 1. Complex problem solving, 2. Critical Thinking, 3. Creativity, 4. People management, 5. Coordinating with others, 6. Emotional intelligence, 7. Judgment and decision making, 8. Service orientation, 9. Negotiation, 10. Cognitive flexibility. For any Personal Assistants reading this list, it probably becomes apparent that many of these skills are traditionally associated with the role. A good PA requires people management,

P R O J E C T S TAG E 2 BY Teres s a WOOD W R IGHT

service orientation, and the ability to negotiate, coordinate and making judgment calls. And emotional intelligence is a given. But this still does not answer the question on the lips of many in the PA community — especially for assistants unsure about the long-term viability of their roles. “Will personal assistants be replaced by artificial intelligence in the future workplace?” PAs have long been the unsung heroes of many a business. So here are my thoughts on adapting creatively to 4IR in my profession as a Personal Assistant. To ensure our profession is at the vanguard of new thinking, we need to adapt our profession with creativity and launch our own debate about what the Personal Assistant need to think and do to address future challenges. Entitled “Envisaging the PA’s Future”, we should explore and debate our profession and make it a ‘big conversation’ that we need to lead throughout 2020 and encourage all sectors of the administration and support sector to get involved. It is fair to say, however, that the administrative professional of the future will require a diverse and flexible skill set to be able to cope with future challenges and spread the word that the administrative and support profession is set to become a more permanent – and more valued – part of the business, so it is well worth investing in professional development to stay relevant. With Personal Assistants often at the sharp end of delivering change, it is important that our profession is flexible, creative and adaptive. Complex problem-solving, critical thinking and creativity are the top three skills required by Personal Assistants if they are to survive and thrive in the midst of the Fourth Industrial Revolution (4IR). The way to remain and safeguard our profession is to change not only what we are doing, but how we are doing it. The fear that machines will replace the role of the Personal Assistant is unfounded. Technology will not drive us it will be used by us. Personal Assistants are no longer administration solvers, but future planners. We need to adapt creatively and become more operational and more strategic as business partners to our executives”. Creative adaptability is a fancy way of saying that we need to grasp a new reality that emerged while we were not paying the necessary attention. Creative adaptability demands that we understand what new opportunities are available for us to achieve greater efficiency, or finding ways to solve problems that were previously unsolvable. However, creative adaptability may direct our attention away from purpose and towards function! As important as redefining our functions may be, we should NEVER forget our purpose as PAs! The purpose behind any of our functions will remain consistent despite the new methods or apps available to us with which to fulfill such purpose which will continue changing from time to time.

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P R O J E C T S TAG E 2 B Y T ere s s a W O O D WRIGH T

Teressa Wood Wright

What do I deem Creative Adaptation to mean? Change is coming. We are experiencing the early stages of the fourth industrial revolution (4IR) and technologies such as machine learning, automation, AI (artificial intelligence), nanotechnology and the IoT (internet of things) are opening up a wealth of new possibilities for the workplace. In fact, they are completely reshaping it and these new technologies bring risks and potential rewards along with them.

While many of today’s occupations will still exist in the future, they will indefinitely transform, and in many cases, occupational categories will overlap with one another to form new roles. This is already happening and the rate at which it is occurring is expected to accelerate over time. So, it is not to say that AI and automation will necessarily replace most jobs, but rather, will require people to adapt and learn how to use this technology to enhance existing processes. What is certain is that the new generation will become increasingly diverse and analytical in their way of thinking. They will continuously adopt new skills and be more adaptable to frequent changes in the workplace and in their roles, as new job roles start to open up and certain skills become obsolete. According to the World Economic Forum, the top ten work skills most valued in 2020 will be:

1.  Complex problem solving 2.  Critical Thinking 3.  Creativity 4.  People management 5.  Coordinating with others 6.  Emotional intelligence 7.  Judgment and decision making 8.  Service orientation 9.  Negotiation 10. Cognitive flexibility

Teressa Wood Wright

P R O J E C T S TAG E 2 BY Teres s a WOOD W R IGHT

For any Personal Assistants reading this list, it probably becomes apparent that many of these skills are traditionally associated with the role. A good PA requires people management, service orientation, and the ability to negotiate, coordinate and making judgement calls. And emotional intelligence is a given. However, this still does not answer the question on the lips of many in the PA community — especially for assistants unsure about the long-term viability of their roles. “Will personal assistants be replaced by artificial intelligence in the future workplace?” PAs have long been the unsung heroes of many a business.

So here are my thoughts on adapting creatively to 4IR in my profession as a Personal Assistant: To ensure our profession is at the vanguard of new thinking, we need to adapt our profession with creativity and launch our own debate about what the Personal Assistant needs to think and do to address future challenges.

Teressa Wood Wright

Entitled “Envisaging the PA’s Future”, we should explode and debate our profession and make it a ‘big conversation’ that we need to lead throughout 2020 and encourage all sectors of the administration and support sector to get involved. It is fair to say, however, that the administrative professional of the future will require a diverse and flexible skillset to be able to cope with future challenges and spread the word that the administrative and support profession is set to become a more permanent – and more valued – part of the business, so it is well worth investing in professional development to stay relevant.

With Personal Assistants often at the sharp end of delivering change, it is important that our profession is flexible, creative and adaptive. Complex problem solving, critical thinking and creativity are the top three skills required by personal assistants if they are to survive and thrive in the midst of the Fourth Industrial Revolution (4IR). The way to remain and safeguard our profession is to change not only what we are doing, but how we are doing it. The fear that machines will replace the role of the personal assistant is unfounded. Technology will not drive us Personal Assistant, it will be used by us. Personal Assistants are no bystanders, no longer administration solvers, but future planners. We need to adapt creatively and become more operational and more strategic as business partners to our executives. We are active players whose input can often determine whether a business will sink or swim. And being autonomous will put you in the driving seat. Making a name for yourself, diversifying your skill set and becoming the quintessential office all-rounder is one way to make yourself indispensable to your business.

Teressa Wood Wright

There are several ways to smash it out the ballpark. Networking with a diverse range of clients, suppliers, shareholders and industry leaders will give you key contacts in your field and potential mentors. Attending conferences on the latest trends in tech will immerse yourself in the culture.

P R O J E C T S TAG E 2 B Y T ere s s a W O O D WRIGH T

Skill Sets to creatively ADAPT to 4IR as a Personal Assistant? Collaboration 2 !$!,1 ,' /'*# (*' - ,!. $1 2 %'&+,* , (* + & + % % * ' , % Intellectual aptitude management 4 $&$.3 to discriminate and filter information for importance 2 '/ ,' % 0!%!+ !&, $$ ,- $ -& ,!'& Computational thinking 2 !$!,1 ,' ,* &+$ , . +, %'-&,+ ' , !&,' !&, $$ ,- $ '& (,+ 2 ' -& *+, & , + * +'&!& Design mind-set 2 !$!,1 ,' * (* + &, & . $'( , +#+ 2 !$!,1 ,' /'*# (*' ++ '* +!* '-, '% + Social intelligence 2 !$!,1 ,' '&& , ,' ', *+ !& ( & !* , / 1 2 !$!,1 ,' + &+ & +,!%-$ , * ,!'&+ & +!* !&, * ,!'& Adaptive thinking 2 *' ! ! & 1 , , !&#!& & '%!& -( /!, +'$-,!'&+ 2 !$!,1 ,' , *%!& , ( * % &!& ' / , !+ 0(* ++

Teressa Wood Wright “If nothing else in being future ready, we need to be flexible.”

The above slide presents you with a skills questionnaire for the future - The issue is that everyone around you as a working professional needs to start planning for these aptitudes!

P R O J E C T S TAG E 2 B Y h a n lie p otgieter

My take on Creative Adaptation From my research: It is said that the Construction Industry in the 4th Industrial Revolution has generally been labelled as rigid and slow in its response to change. Leading Architects, Engineers, Creatives and Business Leaders are adapting. However, the construction industry has continued to operate as it has for the past 50 years. Relying heavily on manual labour, mechanical technology and established operating and business models, results in stagnated productivity. Building Information Modelling (BIM) is the first step to keep pace with innovation and to be more productive. BIM acts as the centrepiece of the industry’s digital transformation. For team collaboration; prefabrication, automated equipment and mobile applications are only a few powered technologies used. According to the world economic forum, the International Unit (IU) Industry is an integral part of the global economy. Engineering and Construction activities are the core part of the industry and have failed to keep up with productivity gains made by other industries, hampering national economies’ wider growth. However, digitalisation has the potential to change the situation. Interconnected intelligent systems and robots run IU and the few people involved are highly skilled experts in areas such as AI, robotics engineering and algorithm programming. Design and engineering runs on AI with limited human input. Activities in a construction industry must be integrated across the IU value chain so that information can be easily shared between project phases. Global engineering group, COWI Denmark use GeoSLAM (Connected Construction Technology) solutions to connect their construction projects and can now measure building

P R O J E C T S TAG E 2 BY ha n lie potgieter

plans 10 times faster than they used to with traditional equipment and they are able to capture more information. Lee Hamilton, Construction Product Manager of GeoSLAM Ltd, stated that ‘Companies like Clugston, Balfour Beatty, Vinci, Plowman Craven and Arup have already adopted SLAM and are slashing their survey times, scanning places that couldn’t be scanned before and turning the data into 3D digital representations of the built environment’. GeoSLAM is a global market leader in 3D geospatial technology solutions. The company provides rapid ‘’scanning software which can map a 3-storey building in just 30 minutes to an accuracy level of 15mm. Such versatile technology is adaptable to any environment without the need for GPS and it can capture and model complex data up to 10 times faster, saving time and money with a successful complete project with little or no disruption at the project site. Their user friendly software provides quick and easy workflows with drag and drop functionality, producing results in minutes to generate accurate 3D point clouds from your data. GeoSLAM’s proven technology is applauded by industry experts and sold in over 70 countries”. Glossary: Algorithm “An algorithm is a set of instructions designed to perform a specific task. … In computer programming algorithms are often created as functions. These functions serve as small programs that can be referenced by a larger program.” E.g. “A programming algorithm is a computer procedure that is a lot like a recipe (called a procedure) and tells your computer precisely what steps to take to solve a problem or reach a goal. … We looked at a simple example of an algorithm that does some preparation, asks a user for an email address, and decides what to do.” Robotics “The branch of technology that deals with the design, construction, operation, and application of robots.” “Robotics is a branch of engineering that involves the conception, design, manufacture, and operation of robots. This field overlaps with electronics, computer science, artificial intelligence, mechatronics, nanotechnology and bioengineering. Robots must protect themselves without violating the other rules.

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P R O J E C T S TAG E 2 B Y h a n lie p otgieter

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P R O J E C T S TAG E 2 B Y SAF F I YA ISma il

My take on Creative Adaptation From my research: A quote from Anita Roddick, founder of The Body Shop. “I’ve never painted, never written, never taken photos, but I’ve always thought of myself as a creative person. Business is my canvas.” What is our canvass as PAs? Let’s consider this: The rate of technology is accelerating. It’s unpredictable and unprecedented. We hear new buzz words like Artificial intelligence, machine learning, robotics, nanotechnology, genetics, biotechnology and 3D printing, this amplifies how the world is changing and advancing. Our canvas as PAs has to be to embrace this new technology in order for us to advance without losing the essence of who we are and what we offer. So - How does the creative adaptation mindset weave into this everchanging dynamic? Creative adaptability is a fancy way of saying that we need to grasp a new reality that has emerged while we weren’t paying the necessary attention. In order to become adaptable, we need to change our mindsets. Technology is changing whether we like it or not. We need to understand what new opportunities are available to us to achieve greater efficiency, or to find ways to solve problems that were previously unsolvable. However, creative adaptability may direct our attention away from purpose and towards function! As important as redefining our functions may be, we should NEVER forget our

P R O J E C T S TAG E 2 BY SAFFIYA ISm ail

purpose as PAs! The purpose behind any of our functions will remain consistent, that human touch is an integral part of who we are and the service we deliver despite the new methods or apps available to us. Do you agree? In order for us to be more adaptable to the changes, we should seek out new skills and capabilities that the emerging technologies offer. 4IR is here to stay, stop seeing it as a threat, see it as a challenge to get out of your comfort zone. Think about this: With every industrial revolution, or even incremental shifts that occurred through the decades –like the arrival of the laptop, Google, or the smart phone - with each improvement, our old skills became redundant. So… Mindfulness, coupled with technical proficiency, or at the least, a meaningful grasp of the emerging technologies and competencies, helped us adapt to all these new gadgets, even if we joked that we are technologically challenged at times. So why should 4IR be any different! We need to rewire our mindset to navigate this. What does Creative Adaptation Mode provide for us? The answer is: Inspiration - It is in our nature as humans to create. It’s part of our makeup. It’s what we do. You could even say that everything in our purpose for being comes down to 2 desires - to experience and to create. I end with this: “Trust your creative mind, and let creative adaptation be a catalyst for new ideas. The possibilities are endless, if you’re willing to adopt them - and use your creativity to make them your own.

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P R O J E C T S TAG E 2 B Y SAF F I YA ISma il

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What does Creative Adaptive Mode provide for us? The answer is: Inspiration - It is in our nature as humans to create. It’s part of our makeup. It’s what we do.

Saffiya Ismail

You could even say that everything in our purpose for being comes down to 2 desires - to experience and to create.

In closing: Trust your creative mind, and let creative adaptation be a catalyst for new ideas. The possibilities are endless, if you’re willing to adopt them — and use your creativity to make them your own.

P R O J E C T S TAG E 2 B Y S a m a n tha Na idoo

My take on Creative Adaptation From my research: Just like previous revolutions, they all came with a positive, as well as a negative impact. How you chose to embrace the change determined the success of the revolution. The 4th Industrial Revolution as we know it is the future for many, making systems and procedures easier and less complicated. If we look at the bigger companies, like the banking industry, they are moving toward digitising 90% of their processes. As the end users/customers we enjoy the benefits of these digitised processes, as it makes for convenience and efficiency. If we look at the airlines as well from booking your flight to checking yourself in has been digitised, Why stand in long queues when you can log on to your app and beat the hustle and bustle! Artificial intelligence, 3D printing for construction as well as medical purposes has brought about great success. Organisations that choose not to join this revolution will find it hard in the future to join the trend should they not jump on the band wagon now. By not following the trend might cause companies to shut down. Rather get on the train and ride it all the way through, by having workers equipped and staying on top of trends. I deem the 4th Industrial Revolution to have a positive impact on all countries and economies, should it be viewed in the right light.

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P R O J E C T S TAG E 2 B Y S a m a n tha N aidoo

P R O J E C T S TAG E 2 B Y S H I RW Y N WEBER

My take on Creative Adaptation From my research: With 4IR moving in fast and heavy, we as participants within the economy need to really adapt and change our mindset to maximise the benefits that it poses. With 4IR being heavily set in the disruptive IT sectors, trends such as IoT (Internet of Things), robotics,VR (Virtual Reality) and AI (Artificial Intelligence) we as assistants are encouraged to embrace these changes. You might think to yourself, how I move to these things when they could, at the end of the day replace me or take over my role, making me redundant, but I would caution against this thinking. We should be looking at 4IR as another benefit towards us reaching our goals as being more strategic and less admin based assistants, the features of 4IR encompasses a more empowering, collaborative and technologically advanced future, helping us move more task to automation and help us develop our strategic mindset. We are in the Fourth Industrial Revolution (4IR); it is not still coming but is here! We are always connected, always online, have already moved to a digital landscape; from selfdriving cars and drones to virtual assistants and software that translate or invest, no matter what you think, unless you have been living off the grid, completely off the grid, you have interacted in 4IR. The idea of creative adaptation, what does it mean? It is based on the premise that we take things that are of old and transform these to suit our surroundings or our landscape, right now that landscape is digital, it will pull from us the move from manual to automation.

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To me, I feel like I have moved to this mindset a while back, it is not something new but others may not think in this way. Creative Adaptation to me means the ability to see other ways of doing things, other, more efficient ways of doing every day tasks, more time-saving ways, and in a digital environment. It means simplifying everyday things and making me strategic, contributing more to the direction of an organisation than the admin needed to keep everyday full of mundane tasks.

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I am Shirwyn Weber. Thus far you have seen what my tribe members deem Creative Adaptation to mean. Why we address this topic:

Creative Adaptation is tantamount to our survival as professionals.

When we started this project nobody could have guessed the Covid 19 virus was to aﬀect the world and that the need for all of us to Creatively Adapt became the order of the day.

As South Africa’s PA of the Year 2019 and head of the tribe I conclude the second part with what I deem Creative Adaptation to mean?

P R O J E C T S TAG E 2 B Y S H I RW Y N WEBER

Change is here!

As we in South Africa and the rest of the world, experience lockdown, the early stages of the fourth industrial revolution (4IR) and technologies have struck. Digital work (telework) has become a reality, and as my tribe members have pointed out machine learning, automation, AI (artificial intelligence), nanotechnology and the IoT (internet of things) can open up a wealth of new possibilities for the workplace. In fact, these new technologies have helped us reshape the way we approach work!

While many of today’s occupations will still exist in the future, they will indeﬁnitely transform, and in many cases, occupational categories will overlap with one another to form new roles. This is already happening and the rate at which it is occurring is expected to accelerate over time.

AI and automation will necessarily replace most jobs, but will require people to adapt and learn how to use the new technologies to enhance existing processes. New roles will be focused on skills such as monitoring and operating automated and online processes in conjunction with their existing roles and responsibilities.

You and I need to become increasingly analytical in our way of thinking. PLUS! We need to be really flexible as frequent changes in the workplace will be the norm!

P R O J E C T S TAG E 2 BY SHIRW YN W EB ER

According to the World Economic Forum, the top ten work skills most valued will be: 1. Complex problem solving, 2. Critical Thinking, 3. Creativity, 4. People management, 5. Coordinating with others, 6. Emotional intelligence, 7. Judgment and decision making, 8. Service orientation, 9. Negotiation, 10. Cognitive ﬂexibility

For us as PAs and EAs reading this list, it probably becomes apparent that many of these skills are traditionally associated with our role! But this still does not answer the question on the lips of many in the PA community — especially for assistants unsure about the long-term viability of their roles. !

A good PA requires people management, service orientation, and the ability to negotiate, coordinate and making judgement calls. And emotional intelligence is a given!

“Could personal assistants be totally replaced by artiﬁcial intelligence in the future workplace?”

Enjoy the ride to a more creative tomorrow! So here are my thoughts on adapting creatively to our new dawn… •

The way to remain and safeguard our profession is to change not only what we are doing, but how we are doing it.

•

The fear that machines will replace the role of the personal assistant is unfounded. Technology will not drive us out personal assistant, it will be used by us.

•

Personal Assistants are no longer administration solvers, but future planners. We need to adapt creatively and become more operational and more strategic as business partners to our executives.

•

It is important that we realise and accept that complex problem solving, critical thinking and creativity will be the top three skills required!

S TAG E 3

STAGE 3 focus area: Transformational Adaptation Peers in the profession from various countries in the world were invited to share how they responded (adapted) to the disruption caused by the unexpected pandemic and how it transformed working relationships. As with stage 2 the PAOTY 2019 tribe again was inducted to the topic TRANSFORMATIONAL ADAPTATION and see it as the logical sequence and consequence of CREATIVE ADAPTATION.

S TAG E 3

What does Transformational Adaptation mean? Below is the extract the tribe was given as background notes:

ithin the workplace communities there is a growing tendency to discuss adaptation using the language of TRANSFORMATION, reflecting a sense that the current status quo will not secure a sustainable future, especially in light of the lack of sufficient progress to mitigate the causes of mass unemployment etc.

But as a society we are capable of ‘big change’ in a world that increasingly demands reinvention and innovation in response to a myriad of interconnected pressures, thresholds and boundaries. • Transformational adaptation requires leaders and others who are prepared to innovate and take calculated risks. This requires courage and a capacity to reflect on experience. • Who has autonomy, influence, power over decisions, and the motivation and sustained energy to make necessary changes? Some of the things covered in the State of Workplace Transformation Study 2019 include: • Digital support of employees is critical, and must be tailored to individual needs. • Linking organisational and employee efficiency transformation is critical. • Employee collaboration tools: How they are being deployed and how they are impacting productivity in sometimes surprising ways. • Physical workplace. Workplace transformation is often discussed in term of the digital aspect, a problem to be solved with technology and technology alone. But for every aspect of the digital or virtual workplace there is a physical aspect that must be considered and transformed in tandem. This includes everything from fixed office locations and common areas to individual office workspaces. It’s no secret that employees prefer to work for companies that have modernised and invested in their workplace, and employers prefer to have employees that are comfortable and productive and enjoy being part of the team. And that means focusing on transformation initiatives that address both the physical and virtual aspects of work, and not just from the deployment of a new piece of technology or ergonomic asset. Over the years there have been numerous short-term fads or fixes to the workplace that have been initially embraced yet were ultimately met with scepticism. These spot-fixes are not transformative (have been creative but not transformative) and often fail to originate from a holistic or ecosystem approach where the transformation of the workplace is part of an evolving strategy that considers all aspects of the future of work. • For employees that work in a traditional office environment there should be a balance of environment enhancement and technology.

S TAG E 3 • For remote employees there must be a strong consideration of technology that ensures always-on connectivity and access to corporate resources that places all employees and workers on an equal footing.” N.B.The task at hand was to gauge from peers globally how they creatively adapted and transformed to survive the lockdown which was in fact heralded or speeded up the notion of a digital worker. The question that the invited PAs were given: • When the lockdown came into effect, how did your organisation set you up with the necessary technology? And how did you stay in touch with others? • Did you continue going to work or started working from home or was there no work to be done during lockdown? • How quickly or slowly did you adjust to this situation? Was there trial and error? • How did the senior executives reliant on PA’s adjust to the new situation? • What task proved to be the most challenging to perform as a teleworker? Or due to being quarantined? • Have you had to deal with anxious clients or suppliers? • How have people in general behaved during quarantine? Has there been good or weak compliance? • How have industries in your country reacted? Has there been a lot of energy in creating new things? Do you feel that a lot of innovation came about to solve problems? • What about you personally: What lessons have you learnt about working from home and having others around you 24x7? • What about you professionally: What lessons have you learnt that will make you more effective and productive in the future? • How are you mentally preparing for a return to work scenario? Their answers to the questions Their answers were posted on PAFSA Facebook and can now be viewed on PAFSA website under Publications. www.pafsa.co.za. CLICK HERE This will stand as testimony for all time showing real life experiences of PAs from various countries on how they navigated the lockdown by creatively adapting and transforming into digital workers. Importantly it records how and what technology was brought in to ensure communication and workflow was maintained.

S TAG E 3 We thank the following PAs/EAs for sharing their experiences: From New Zealand Trish Payne, Executive Assistant in the manufacturing industry Pamina Prasad, Executive Assistant to the Group Managing Director – Invita NZ & Australia in the distribution of food ingredients, flavourings, pharmaceuticals industry.

Trish Payne

Pamina Prasad

Jacqueline Leib

Angela Parker

Helen Monument

Helen Rees

Mariachiara Novati

Maria Bernadete Lira Lieuthier

From the US Jacqueline Leib (CAP)- Executive Assistant to the Chief Financial Officer in the Education sector. From Germany Angela Parker, Assistant to the Head of Facility Management in the Public service/education sector. From The Netherlands Helen Monument, Office Manager in the Oil and Gas industry. From the UK Helen Rees. From Italy Mariachiara Novati, Office Manager/HR Representative based in Italy and working in the IT industry. From Brazil Maria Bernadete Lira Lieuthier, President of the National Federation of Secretaries (female and male) of Brazil FENASSEC. Re the above participants: Their info is as submitted interviews in 2020. Their interviews are posted on PAFSA website: CLICK HERE

S TAG E 4 STAGE 4 focus area: New Identity Ahead

Role and identity preparing for transformation

A 1

s a starting point for the tribe there were three extracts they needed to study and absorb. These extracts are essential reading for every PA/EA as a basic compass to head for our common future journey.

The first activity Using as reference the extract from Deloitte and Mckinsey’s - Some of the wording was adapted to PAs.

“Successful personal and professional transformations do exist - and yours can succeed as well. A transformation is a major shift in your capabilities and identity so that it can deliver valuable results to your employer, relevant to your particular purpose and function, that you could not master before. It doesn’t necessarily involve a single major initiative or skill (though it could); but that you develop an ongoing mastery of change, in which adaptability feels natural to you. An effort of this sort can take place on a large or small scale; it can involve all the tasks that you perform and every aspect of the responsibilities you undertake, or only the main tasks and responsibilities. Whatever the scale, it requires a mind-shift from you and your employer?”. Every PA/EA today needs to make a distinctive mark!

The tribe had to reflect on the subject of creating a strategic identity. Following on and adapting Deloitte and Mckinsey’s insights: This is a matter of building not just a brand as a PA, but a powerful identity, in which the PA’s value proposition to the employer, core capabilities, customer and supplier relationships, company culture all reinforce one another.

S TAG E 4

The task at hand is for PAs/EAs to link their strategic identity to their most distinctive capabilities and skills. If you take a hard look at your core tasks and competencies, you may find they are may no longer core at all. Rather, you have a portfolio of non-synergistic offerings to your boss, often requiring very different capabilities. This transformation is your opportunity to focus on what you’re really good at, and perhaps relegate the rest/noncore to co-workers. Everything you do afterwards should be to maximise on your new core functions and ensure maximum excellence and productivity which contributes to the new needs of today’s executives. When explaining the need for transformation of your role, don’t just talk about the threats - pandemics and disruptive technologies. Burning issues create fears and fear paralyses and distracts people. Instead, talk about the new exciting way forward as your company adjusts to disruptions.

Show how your new strengths and talents are now qualified to move in new ways and how you can build on the collective capabilities between you and your boss to improve on them”.

The second activity Using as reference the extract from an article in Daily Maverick and again adapted to PAs.

“Workplace norms we once knew are a thing of the past… businesses need to change the way they operate to be safe and remain competitive. It is evident that digital transformation is on the rise. But for many companies, remaining remote is not necessarily a long-term option or is it? What about a combination of both – remote and present? However, that doesn’t mean a ‘wait and see’ approach is the best way to survive. For example, hoping for things to go ‘back to the way they were’ is not only a risky move but is also a waste of an incredible opportunity to learn and grow. With that in mind, we believe creating a new way of work, a new

S TAG E 4

way of connecting with people and a new approach to business is the way forward. We’re acting now and adjusting as we go.

Above all, this is our chance to use our present situation to create a new future that’s fundamentally better than the past. Let’s take it together.”

The third activity Using as reference the extract from an article by Zanele Njapha in a Tomorrowtodayglobal newsletter.

We adapted her Refining Your ‘AVATAR’ concept to the PA/EA, “One of the biggest mistakes any of us can make when disruption comes along and before we outrightly see it, is to underestimate the changes that will take place!

Source: https://stage.hravatar.com/ta/index.xhtml

Due to the changes occurring in every aspect of our organisation; such as our clientele, the workforce, logistics, various functions as well as policies and procedures, the shift is often far deeper than most of us can perceive at any given time. This can be immensely daunting, noting that various aspects of the organisation, and the way we work may need to be uprooted. On the other hand, taking inventory of these changes creates a firm foundation on which to begin taking advantage of opportunities for ‘new ways of doing your work’. “ NB. After reading the three extracts in sequence, the decisive step for the tribe was to create a PA AVATAR aligned to the near-future realities.

Source: https://stage.hravatar.com/ta/index.xhtml

T H E PA AVA T A R

The PA ‘Avatar’ The EA/PA avatar is meant to be a profile of the new ideal PA/EA as we move forward. An avatar differs from a real persona, in that it looks at just one person and all the details about this one ideal person that speak to the new PA/EA brand.

The process and participants The way forward, and the first prize would be to get Zanele Njapha and hopefully another of her colleagues to provide their insights on a PA Avatar. The request turned out to be successful and both Zanele and Buhle Dlamini agreed to participate in the creation of an AVATAR. In the face of disruptive change, Zanele assists organisations to navigate various transitions and become future-fit by cracking the unlearning code. She does this by facilitating the understanding that learning, unlearning and relearning must be the crux and heart of an organisation’s DNA if they are serious about sustained relevance in a shifting climate. https://www.tomorrowtodayglobal.com/the-team/

Buhle Dlamini Organisational Culture & Diversity Expert for the Future of Work. https://www.tomorrowtodayglobal.com/the-team/

Their inputs to construct an AVATAR were subject to 5 major headings: 1. 2. 3. 4.

Personality traits Character attributes Knowledge required Abilities (i.e. cognitive ability etc.) and

5. Skills, in relation to (Wherever they may be): • supporting the executive/s; • the co-workers • the stakeholders • the clients • the suppliers

T H E PA AVA T A R The tribe then requested a handful of South African PAs, to join them in confirming, adding or commenting on the insights received from Zanele and Buhle. The South African EAs/PAs participants Those who accepted our invite to participate were: Top Row: (L to R) Chelene Venter, Lynn Kruger Bottom Row: (L to R) Marlene Strydom, Ragni Chethram, Sharon Kunnemann, Sonja Bohländer and Tanya de Ponte

And from the tribe itself these two EAs: (L to R) Lize Momberg and Teressa Wood Wright

The Summary The summary of all contributions for an AVATAR of the PA/EA going forward reveals this: 18 PERSONALITY TRAITS 13 PERSONAL SKILLS/ABILITIES 13 GENERAL WORKPLACE SKILLS/KNOWLEDGE 12 CHARACTER TRAITS 8 WORK SOFT SKILLS 7 COGNITIVE ABILITIES • We list them for you overleaf

T H E PA AVA T A R PERSONALITY/BEHAVIOUR 1. Calm/focused

10. Courteous

2. Patient

11. Committed

3. Observant

12. Confident

4. Pro-Active

13. Driven/Passionate

5. Positive

14. Receptive

6. Flexible/Adaptive

15. Attentive

7. Detail focused

16. Willing learner

8. Composed

17. Willing/able to ask for help

9. Self-motivated

18. Absence of arrogance

CHARACTER TRAITS 1. Accountable

7. Trustworthy

2. Integrity

8. Loyal

3. Empathetic

9. Honest

4. Generous

10. Courageous

5. Resourceful

11. Responsible

6. Reliable/dependable

12. Respectful

PERSONAL ATTRIBUTES SKILLS/ABILITIES 1. Good Communicator

8. Conflict resolution skills

2. Organised person

9. Self-management

3. Quick-witted

10. Self-leadership

4. EQ

11. Interpersonal skills

5. Tactful

12. Presentable

6. Networking skills

13. Ability to handle pressure and multitask

7. Persuasion/Basic Negotiation skills

T H E PA AVA T A R COGNITIVE ABILITIES 2. Critical Thinking

5. Logical processing of information

3. Foresight

6. Good memory

4. Sustained attention

7. Discern priorities

1. Creativity & Problem Solving

WORK SOFT SKILLS 1. Cultural Intelligence and sensitivity re co-workers and clients local and global.

3. Relationship builder

2. Basic greeting knowledge of other languages re co-workers and clients locally and abroad.

5. Team player/Collaborator

4. Customer Relationship Management 6. Be available 7. Excellent listening skills

GENERAL WORK PLACE SKILLS/KNOWLEDGE 1. Good Admin. Detail focused

8. Advanced computer literacy

2. Excellent organisational skills

9. Know organisational culture

3. Excellent planning/ scheduling/deadline skills

10. Know the digital systems in place

4. Project and Event management

11. Alert to technology trends re work and improved efficiencies

5. Strategic multi-tasking 6. Delegation skills 7. Tech Savvy

12. Know the value-add chains of the business. 13. Alert to current affairs

T H E PA AVA T A R Observation 1: All listed on previous page, which make up the AVATAR, include the expected skills/attributes, abilities and knowledge in general as suggested by the expert participants (Buhle and Zanele) as well as the invited PAs but note that also included are the expected skills/attributes, abilities in direct relation to effective co-working with executives, colleagues, stakeholders and suppliers.

Observation 2: The comprehensive list shows how the PA/EA AVATAR of the future needs to have cognitive abilities and the soft and hard skills typical of a well-rounded office professional and not strictly that of a traditional PA. See the Last Word of this report for a fit of this information into the new world of work.

nOTE 1: nOTE 2: 46

The original inputs and comments from all participants to constiute The Avatar follow on next pages Colour coding glossary

Zanele Njapha

Teressa Wood Wright

Buhle Dlamini

Combined inputs of 8 PAs

Key Personality traits and Character attributes Inputs and comments by Zanele Njapha Generous. These professionals are generous with their network/contacts/connections and with their insights and ideas. Due to their systematic and balcony view of their growth, progress and that of their business and industry, they understand the value of a consistent flow of information. This is also indicative of their ‘abundance’ mindset, that believes there is always more to know, have and be.

T H E PA AVA T A R

Inputs and comments by Teressa Wood Wright Charitable. Charitable people tend to be able to cope with their own problems more easily than those who don’t donate. Giving to others improves your self-esteem, self confidence and self worth. This advantage flows into all areas of your life so you will find that you are more confident at work and in social situations. Composed. Be kind to yourself. Accept that this is hard. Accept that you will have good days and bad days. Be kind to those around you. Sometimes it is difficult to be with the same people every day. Remind yourself that these are people you love, and you are helping each other get through this. Driven. A company is only as strong as its employees’ dedication to that company. So ask yourself, how long would you be willing to work at a company that did not have a clear purpose, nor took an initiative to understand yours? “Purpose is a significant driver of innovation” Purpose helps set long-term business strategy, creates a bigger competitive advantage and differentiation in the marketplace, inspires innovation, increases brand trust and loyalty, and ultimately, helps the company stand the test of time.

Patient. Understanding how to perceive risk and consistently manage it, this individual leverages the value of technological tools and AI to contribute to their decision making, but couples this with intuition and a sound sense of reason. They understand the precious nature of time, and so they respect and honour the time of colleagues and others. With that, they understand that growth and maturity are subject to time, so they value organic growth and the value it holds. As a mindful individual, they engage in the practice of savouring - basking in various moments throughout the day that bring them back to appreciating and seizing the richness of the moment.

Accountable. These professionals begin to have greater access to larger amounts of data on their executive and the team. They understand and are accountable for keeping the information that should remain private - out of the private eye and honouring their word and commitments.

Good-natured. Being good-natured may be part personality, but it is also part effort. Loving others can be difficult sometimes, but by building healthy relationships, developing a positive self-image, and making positive lifestyle choices, you should be able to begin your journey to being good natured and loving. Good-natured Realists are real workaholics; they are very reliable and nothing is too much for them when it is a question of completing a project. Thoroughness, conscientiousness and sense of duty are their strongest point Attentive. Fast-paced work environments and complex tasks can often make it a challenge to pay close attention to the details of every element of your job performance. However, overlooking details can sometimes be costly, detrimental to the quality of your work product, or in some cases, even dangerous. You can improve your overall attention to detail by using a few strategic planning and organisational techniques. Insightful. Cultivating a discerning spirit will let you see things 10 steps ahead of others. Your insights will be persuasive, so others will be drawn to learn from your wisdom, which you will want to find time to impart. And when you do, your gracious words will magnetically command the presence of others. Responsible, Adaptable. Most people believe introverts, people who prefer to be quiet and unnoticed, would fare well during this period of social distancing and isolation while extroverts, who prefer to be surrounded by people, are going bananas. Different personality traits play a crucial role during periods of isolation. There are personality traits that fare better in any adversity. One of those personality traits is flexibility, which refers to the capacity to be adaptive and to rise to the occasion.

T H E PA AVA T A R Inputs and comments by Zanele Njapha Pro-active. In the age of the gig economy and the growing freelancer space, this individual takes initiative to grow and develop their professional profile and offering. They understand how they might serve various teams, projects and causes in different ways as work schedules become more fluid and allow for expansion of one’s offering. Their pro-active nature means they are consistently ideating on and designing ways the team/organisation can grow and confidently suggests these in online and in-person forums and then spearheads a few according to their capacity.

Key Personality traits and Character attributes (cont.) Inputs and comments by Teressa Wood Wright Quick-witted. Quick-witted people have an alert and sharp mind who have an immediate perception and understanding of the situation, and they quickly reply back with a witty answer. Inventiveness. There is not a more useful or important trait to possess than resourcefulness in the pursuit of success. Resourcefulness is a mindset, and is especially relevant when the goals you have set are difficult to achieve or you cannot envision a clear path to get to where you desire to go. With a resourcefulness mindset you are driven to find a way. An attitude of resourcefulness inspires out-of-the-box thinking, the generation of new ideas, and the ability to visualise all the possible ways to achieve what you desire. Resourcefulness turns you into a scrappy, inventive and enterprising entrepreneur. It places you a cut above the rest.

Life-long learner. Consistently seeks opportunities to challenge themselves with industry related reading and other content as well as expanding their understanding of forces shaping the future of work and how societies are evolving on a day-to-day.

Receptive. There is no such thing as procrastination in the mindset of those who are resourceful. To be successful you cannot put your dreams on hold and wait for the right resources or people to show up. There is no waiting. Get out there and create your own resources and networks. When you are resourceful you do not allow outside circumstances to determine when or how you take action, or you will always settle for less.

Their pro-active nature means they are consistently ideating on and designing ways the team/organisation can grow and confidently suggests these in online and in-person forums and then spearheads a few according to their capacity.

Get in the game. When opportunities present themselves do not overthink or talk yourself out of them. Avoid being a passive observer. Participate actively and always be deeply involved. Take the initiative to be a part of creating and finding solutions. Engage with and influence the people, events, circumstance and knowledge which come your way. It is when you are actively engaged in your business that you have the most significant impact on everything you touch. Developing our skills is not just an aspiration, but with a changing job market is essential. This means not just raising the level of qualifications. It is getting the right mix of abilities, technical knowledge demanded by the workplace and skills to use those abilities and knowledge. It is about changing attitudes to learning across our lifetime and realising the positive benefits this brings. Allegiance. During these times of uncertainty, many people are finding themselves without the job security they once had. With this in mind, you may be searching for ways to highlight that you are a great employee to keep around. One way to do this is by showing your boss that you’re focused both on your work, and on improving yourself professionally. The three most important things you can do to increase your job security while working remotely are: 1) Keep your boss up to date on what you are working on while remote. 2) Schedule regular check-in meetings with your boss. 3) Grow your skills.

Key Personality traits and Character attributes (cont.) Inputs and comments by Zanele Njapha Teachable spirit. Takes feedback as an opportunity to grow and improve themselves and not as an attack on their character and work (growth mindset).

T H E PA AVA T A R

Inputs and comments by Teressa Wood Wright Inner Self. To know your inner self is to know your purpose, values, vision, goals, motivations, and beliefs. Not what you have been told by others, but what you have discovered for yourself. Knowing your inner self requires a high level of introspection and self-awareness. If you have clarity of at least half of what is listed above, you probably have quite a high level of self-awareness. At the same time, the process of self-discovery never ends - it is a life-long journey. Compassion. Developing empathy is also very helpful during any period of isolation. People who are more empathic by nature centre their attention on others rather than focusing on their own trials and tribulations. Those who regularly engage in kind acts are at a great advantage during a crisis situation.

Personal Leadership. Understands that because they have been expected to remain ‘the all knowing’ by their team, they must have the ability to not only lead the team when needed, but lead themselves. This person leverages tools, strategies and air-tight schedule management skills to assist them, so they can better assist others.

Personal leadership is a powerful thing. In fact, Peter Drucker said personal leadership is “the only leadership that is going to matter in the 21st century.” Personal leadership is the self-confident ability to crystalise your thinking and establish an exact direction for your own life, to commit yourself to move in that direction, and then to take determined action to acquire, accomplish, or become whatever you identify as the ultimate goal in your life. Integrity. Most of us have heard the term before, but what is the meaning of integrity in the workplace? What does workplace integrity look like in practice? Integrity in the workplace comes in many forms, but above all refers to having upstanding character traits and work ethics including sound judgement, honesty, dependability, and loyalty. Having a high degree of integrity at work means that:  You are trustworthy and reliable.  You practice and encourage open and honest communication.  You are responsible for your actions. Maintaining integrity at work is crucial for employees at all levels, but especially as you continue to move up the ladder. Having integrity helps foster an open and positive work environment and an ethical approach to decision-making. Not only is workplace integrity beneficial to businesses, but it is also beneficial to the individual. By showing that you are an honest and dependable person, you will gain respect and trust from your peers and managers.

Ownership. This individual holds a deep sense of ownership to the organisation and their colleagues, they use their entrepreneurial mindset to view the organisation’s decisions and operations through the lenses of it being ‘their business’.

Tenure. Be accountable for your mistakes – Everybody makes mistakes from time to time. Owning up to and being accountable for your mistakes demonstrates that you’ are honest and open to constructive feedback – both traits that are common to people with a high degree of workplace integrity.

They are also able to be a ‘walking billboard’ or ‘ambassador’ for the organisation, as they clearly display and epitomise the organisational values, culture, ethos etc.

T H E PA AVA T A R Inputs and comments by Zanele Njapha

Key Personality traits and Character attributes (cont.) Inputs and comments by Teressa Wood Wright

Act and think compassionately with empathy. Understands the growing need for empathy in the corporate environment. This person seeks to have a systems view of why their colleagues and team perform, act, think the way they do.

Demonstrate & contemplate caringly with compassion. INCORPORATE THE PHRASE “THANK YOU” INTO YOUR DAILY ROUTINE - Manners matter! We often have a tendency to believe that our gratefulness for any given act is implied, but the reality of the situation is that our thankfulness for most things in life is left unspoken. Incorporate the phrase “thank you” into more of your routine activities.

They seek to validate emotions expressed by themselves and others and then use them as a compass for the way forward or to inform the direction of progress.

Offer to help someone with their to-do list - To-do lists seem to be endless, however as the saying goes, many hands make light work. Volunteer to help someone out with his or her chore list. Checking any task off that list will feel like a great accomplishment.

With the growing global need for mental health, this individual understands and promotes the health of their colleagues and assists them to schedule and maintain their health goals, by helping them systematically track and understand what may be explored and some of the unseen pain-points.

Nurture relationships by taking time to listen to others - Sometimes, the easiest way to build a relationship can be done simply by listening. Put forth an effort to just listen to what others have to say around you. Contribute to the conversation, but try not to take it over. It is easy to be the only person talking in a situation, it is much more difficult to listen to the contributions of others. Get to know your colleagues better - Being part of a team makes people feel like they have a connection with others. Make the time to introduce yourself to others in the workplace – perhaps someone you normally do not work directly with – and ask them about their life. Try to remember their name and use it again when you next greet them. It will make them feel valued and included. Offer to help a co-worker - If you spot that a colleague is struggling with something that you excel in, step in to offer your knowledge and skills. Likewise, if you see a co-worker has a lot on their plate, and you have some free time, offer to take a load off for them. They will be grateful, and showing them that you want to help others will inspire them and make them feel happier.

Personal Intelligence. These professionals have a growing understanding of their guiding values and focused expertise. They not only work to grow and sharpen these, but they value and invite colleagues and other teams/ partners/tech/organisations to support the areas in the business where they are best. They understand that personal intelligence begins with owning your space and expertise, then allowing others to do the same and then collaborating in an effort to complement each other as a collective.

Good manners. Respect others’ opinions, even if you don’t agree with them – No matter how great your working environment may be, chances are there will be times when you simply do not agree with someone else’s opinion. In these cases, it is still important to be respectful, listen, and take on board what the other person is saying.

T H E PA AVA T A R

Key Personality traits and Character attributes (cont.) Inputs by Buhle Dlamini

Personality traits

Character Attributes

Calm (Focused)

Honesty

Observant (Perceptive)

Empathy

Resourceful (Initiative)

Reliability

Flexible (Adaptive)

Respectful

Responsive

Loyalty

Proactive

Let us face it, being an Executive Assistant isn’t about money or glamour. It is about providing valuable support to a person and an organisation you believe in. One thing is for sure: being an EA is a unique position and it takes a unique set of skills to achieve long-term success. It isn’t easy and it isn’t always fun. But, with the right tools, it can be a fulfilling and rewarding experience. It does take a commitment on your part, though. You must have a drive to succeed. You must want to constantly improve your abilities. This position is always changing. New technology and changes in business practices compel EAs to remain flexible and level-headed, even in the face of chaos. Teressa Wood Wright

T H E PA AVA T A R

Key Personality traits and Character attributes (cont.)

Combined inputs from 8 PAs/EAs reinforcing or adding to the experts’ inputs Optimistic, Positive emotions - a positive, optimistic person can change the entire mood in an office and create a positive environment

Being organised is important in this context, specifically when it comes to being respectful of one another’s time.

Inquisitive

Innovative - Finding new solutions for new challenges, learning from other platforms through research

Courageous - it takes courage to be heard when sharing information at management level. Trustworthy - your manager and colleagues must know that you are a trustworthy person. PAs are usually the one person in a company that know everything. People must have peace of mind that any information you have stays with you. Ingenuous - open and frank, sincere, impartial. Being able to differentiate between business and personal. An ingenuous person is able to be fair and impartial with business decisions and will not take criticism personally. They are able to treat colleagues fairly and with respect.

A good PA must be able to come up with ideas resolve problems as well think out of the box when the situation calls for it. Apart from coming up with ideas and being innovative the PA should be able to work with new ideas and technology. Helpful Observant and Adaptable Being Assertive and Ethical is important when it comes to being Accountable. A PA’s ethics should never come into question.

Self-Motivated Trustworthy Humble and Courteous - the PA is the first point of contact to the manager. A PA can be an influencer in decisions as well. A PA is privy to confidential information. These can be seen as the perks of a PA. However, the PA should never let the office that he/she holds cloud them. The incumbent must remain humble and courteous to fellow colleagues and stakeholders. Accountable Committed

Being anticipatory of the team’s needs. Being organised is one of the key attributes of a PA as the PA has to manage the office environment. Good Communicator Integrity Operates efficiently and effectively

Confident Advocate for yourself, motivate for training and understand your market value, as well as your value to the organisation. Emotional intelligence and being teachable go hand-in-hand. Too often we take an attack personal so resilience is good to have, which means you can “take it on the chin” and move on. Being a Team Player Rigorous Planner Good Interpersonal Skills Detailed Focused

Driven and passionate. Be proud of who you are, who you represent and what the organisation stands for. Networking and negotiation skills Be an enthusiastic mentor, share skills, knowledge and expertise. Try to remember what it was like starting out.

Expected Knowledge Inputs and comments by Zanele Njapha Tech Savvy - Able to engage to a certain extent with various forms of tech with ease. From the creation of the basic app, website building, writing basic code and programming, this individual is able to advise if an issue needs us to call the tech guys, if we can fix it ourselves or is software specific.

T H E PA AVA T A R Inputs and comments by Teressa Wood Wright

So how do we want to redefine tech-savvy? It cannot be related to 1 application or type of device, because those will change too quickly. And it cannot be too broad either. If you want to hire a tech-savvy assistant, you have to be specific. What programs do they need to be proficient in? What platform? What apps? What on-going training will be provided for those eager to keep up their skills? The word itself is so new that many dictionaries don’t even have a definition, but Oxford Dictionaries defines tech-savvy as someone who is “well informed about or proficient in the use of modern technology, especially computers.” But again – which technology/computers? Core Tech-Savvy Skills for Assistants: Productivity, Collaboration, The Cloud, Platforms, Apps & Gadgets, Hardware & AV Equip, Privacy & Security, Communication Tools, Meeting & Calendar Management, Time Management, Search Your Online Brand, Digital Etiquette, Business Intelligence (BI)

They have a clear understanding that tech is present and should be integrated across the workplace to assist and allow teams to optimise their performance at what they do best.

To be a tech savvy assistant you must have an advanced knowledge of Word, Excel, PowerPoint and Outlook. You should be confident in using these programmes to the point that you can show other colleagues and your Executive how to use them. The expression ‘tech-savvy’ is frequently used in job descriptions for the role of Executive Assistants/Personal Assistants. A google search for the term returned 3,250,000 results. Definitions of the term abound. Cambridge Dictionaries defines it as “knowing a lot about modern technology, especially computers”. Really? Okay. So what constitutes ‘a lot’ and where does ‘modern technology’ start and (hopefully) stop? Are we talking about being up on the latest in artificial intelligence, the internet of things and the human genome project? Vickie Sokol-Evans is a Microsoft Certified trainer, and has recently discussed this very topic at the annual Executive Secretary Live event in London. Vickie defines a tech-savvy assistant is:“Someone who embraces relevant technology and increases his or her learning by formal or informal means”. This is a definition I fully embrace and am pleased to say perfectly articulates my approach to technology and learning. I have always had a natural curiousity about technology and this serves me well in my day to day role as I am not just charged with leveraging technology to make myself more productive, efficient and effective but I’m also the go-to person for my business leader when he needs info on a gadget, app or tool. In a rapidly changing environment it can feel like I am the proverbial meat in the technology sandwich. Leveraging technology is a daily reality and technology, never stays still! I loved that Vickie acknowledges the reality for many assistants that there is a dichotomy between what organisations and business leaders are requiring of their assistants and the investment in formal training that is offered. Many assistants feel unsupported by their organisation when it comes to maintaining their skills in the tools they are already required to use and are fearful of being required to adapt to new tools and devices.

T H E PA AVA T A R

Expected Knowledge

Inputs and comments by Zanele Njapha Languages & Cultures - Basic understanding of some of the more largely spoken languages and various cultures in the world will be great add-on. As borders become blurred and organisations merge and integrate even more than before, the EA or PA who can converse and network across cultural and other lines will set themselves up for success not only in their own country, but across the globe.

Inputs and comments by Teressa Wood Wright This is what I have noticed lately on high-level EA job offers. International experience, language ability and strong writing and communication skills required. The successful candidate will be mature, emotionally intelligent, discreet, collegial, engaging, reliable, exceptionally organised and have a deep knowledge of, and interest in, international relations. Cultural Intelligence to me has the same relevance as ‘emotional intelligence’ which is the ability to accurately perceive your own and others’ emotions; to understand the signals that emotions send about relationships; and to manage your own and others’ emotions’. That is a bit high-level, so typically EQ is broken down into five core emotional traits (h/t to Life Hacker for this neat summary!). These cover our level of ability to: Recognise and understand our own emotions and reactions (self-awareness) Manage, control, and adapt our emotions, mood, reactions, and responses (selfmanagement) Harness our emotions to motivate ourselves to take appropriate action, commit, followthrough, and work toward the achievement of our goals (motivation) Discern the feelings of others, understand their emotions, and utilise that understanding to relate to others more effectively (empathy) Build relationships, relate to others in social situations, lead, negotiate conflict, and work as part of a team (social skills) It is easy to see why these traits matter. People that score highly in these five areas will be better able to take constructive criticism, to express themselves clearly, and to provide genuine and heartfelt support to others.

Inputs by Buhle Dlamini

Combined inputs from 8 PAs

• • • • •

• • • • • •

Cultural Intelligence (Sensitivity) Health & Safety Processes Administration Business Systems Global Affairs

Languages and Cultures All processes and Procedures Organisational Change Project & Event Management Community and Global Affairs Customer Relationship Managment

T H E PA AVA T A R

Expected COGNITIVE ABILITIES Inputs and comments by Zanele Njapha Creativity & Problem Solving - Thinking in unconventional ways and the ability to apply divergent ways of perceiving and solving problems and challenges..

Inputs and comments by Teressa Wood Wright Problem-solving. Ironically there is an age-old problem with problem solving. And it is this – sometimes you may not be working on the right problem to start with. Very often we will work on finding a solution (and sometimes a “quick fix”) to a problem without identifying the root cause – in essence we have not identified the real problem. We are working on solving the symptoms of the problem rather than the cause of the problem. One of the easiest, and most memorable processes to follow is this – the IDEAL model. I = Identify the problem - Pay heed to “the problem with problem-solving” so you ensure you are working on the cause of the problem, not the symptom(s). It is good practice to seek out problems to solve so you are truly embracing continuous improvement. D = Describe the potential solutions and strategies. - Use logical and lateral (creative) thinking. E = Evaluate your identified strategies and solutions. – What are the likely outcomes when applying these strategies? Imagine you have applied those strategies – which one(s) are the best in this situation? Think about the pros and cons of your identified strategies. A = Act on your selected strategy or strategies L = Look back and evaluate

Calmness Under Pressure - With the pace of life only getting faster, the pressure that falls on the EA is only going to expand. This individual is able to keep a cool head and has a good grip on personal practices that keep them grounded, mindful and calm during times of immense pressure. This may also relate to their undying commitment to their health, wellness and wellbeing.

Ability to Handle Pressure at Work Remain calm, always. Maintain a calm demeanour no matter what happens. Stay focused on what needs to be accomplished. Help others to get through their taxing day. Sidestep the drama and stay positive. Get help if needed Steer clear of too much caffeine. Take breaks. Utilise vacation time wisely.

Inputs by Buhle Dlamini • • • • •

Critical Thinking Pattern Recognition and Organisation Collaboration Time Management Working Memory

Managing your TIME effectively: Stop procrastinating. Keep your inbox clean. Don’t try to multitask. Eliminate interruptions. Cultivate efficiency. Set a schedule. Prioritise in order of importance.

Working Memory. Executive function is a set of mental skills that include working memory, flexible thinking, and self-control. We use these skills every day to learn, work, and manage daily life. Trouble with executive function can make it hard to focus, follow directions, and handle emotions, among other things.

Organise the spaces around you.

T H E PA AVA T A R

Skills in relation to executive/s, co-workers & stakeholders

Inputs and comments by Zanele Njapha

Inputs by Buhle Dlamini

Supporting the executive/s • Empathy • Time Management • Planning/Scheduling/Organisation • Data Governance • Emotional Intelligence • Analytical Reasoning • Business Analysis • Tech-related skills website/video production etc.

Supporting the executive/s • Organisational skills (multi-tasking) • Time Management (scheduling) • Oral and Written Communication • Technology • Diplomacy and Tact

The clients • Empathy • Presentation • Networking • Critical Thinking • Problem Solving • Emotional Intelligence • Collaboration • Sales

The clients • Communication • Listening • Problem Solving • Persuasion • Conflict resolution

The co-workers • Empathy • Adaptive Leadership • Diversity Intelligence • Problem Solving • Team work • Emotional Intelligence • Collaboration • Adaptability

The co-workers • Interpersonal Skills • Communication • Conflict resolution • Delegation • Listening

The suppliers • Empathy • Entrepreneurial • Negotiation • Persuasion • Emotional Intelligence • Collaboration • Sales

The suppliers • Communication • Conflict Resolution • Listening • Collaboration • Organisation

The stakeholders • Empathy • Management • Emotional Intelligence • Adaptability

The stakeholders • Communication • Listening • Diplomacy and Tact • Problem Solving • Collaboration

Combined inputs from 8 PAs • Negotiation skills - These help you to build better relationships and deliver lasting and quality solutions) (Information is from SnackNation. com) • Build trust • Personalised interaction • Decision-making/problem-solving • Self-management • Conflict management • Customer focus • Be competent, proactive and available to others • Abilities - good written and oral communication skills, organisational skills, proactive, take initiative, tact & diplomacy, flexibility and adaptability, speed, efficiency and accuracy • Detailed Focused • Good listener” • Speed and decisiveness • Relationship building • Balanced open dialogue • Team [player • Networker • Good communication • Understanding others’ perspective • Adaptability • Understanding your organisation

Employee engagement

Employee experience

Hard Skills

Soft Skills

Set hours & Location

Flexibility

Manage

Coach & Mentor

Humans act like Robots

Humans work w/ Robots & AI

Process-centric tasks (puzzle)

Strategic & creative tasks (mystery)

Hierarchy

Flatter structures

Strategic workforce

Dynamic workforce

Company acts like a factory

Company acts like a laboratory

Move for a job

Move for a job & life

Work-Life balance

Work-Life integration

Knowledge is power

Perpetual learning is power

Long-term employment is norm

Focusing on projects & tasks is norm

We invite you to make time to really learn about your future by absorbing the highly valuable inputs in this report.

Pens & paper

Paperless, digital & everything is connected

We end as we started: Be pro-active. Be predictive. Be prepared.

Intuition drives decisions

Data drives decisions

The PA AVATAR is potentially describing YOU!

Retire at 65

Retire when dead

One workspace

Spectrum of workplaces

LAST WORD

The Future of work

his report of the project 4IR4U&ME is meant to prepare us to a new world of work where TRANSFORMATION is the key word.

Last word by Jacob Morgan: The world was changing quickly BEFORE COVID-19 and now as a result of the pandemic, organisations are CHANGING FASTER in the last few months than they in the past few decades. We are having to rethink the technologies we use to work, how we design workspaces, where employees work, how we lead, and even WHAT “WORK” MEANS IN GENERAL. The infographic on the right highlights some of the major changes we are seeing and will continue to experience over the coming months and year. https://medium.com/jacob-morgan/this-is-what-the-future-ofwork-looks-like-3ae187cb98eb Last word from PAFSA:

A PAFSA Publication published by Lazuli Communications (Pty) Ltd www.pafsa.co.za Telephone: +27 11 616 7401 headoffice@pafsa.co.za