The Office Professional's Place by Elite Office Concepts

5 Outlook 2007 Tips

2012-01-26T07:58:00.001-08:00

Are you using Outlook to your advantage? Want to know what Outlook can do for you? Here are 5 tips you can use in Outlook 2007 to change your outlook about Outlook:

    1. Does your mailbox need a quick cleanup?     On the Tools menu, click Mailbox Cleanup. Select options to find items that are old or large and then move or delete them. Click AutoArchive to move old items to Archive Folders, or click Empty to permanently delete items from your Deleted Items folder.

    2. Set a reminder to reply to a message Right-click the message you want to set the reminder for, point to Follow Up, and then click Add Reminder. In the Due By list, click the date when you have to complete the reply. In the second list, click a time. In the Flag color list, click the flag color you want, and then click OK.

    3. Send a message to multiple people without revealing other recipients' identities To send a message to someone without other recipients of the message knowing, use the Bcc line in the message. Bcc stands for blind carbon copy. If you add someone's name to the Bcc line, a copy of the message is sent to that person, but his or her name is not visible to other recipients.

    4. Use a file shortcut instead of an attachment to reduce the size of a message. Right-click the file and drag it to the Inbox. On the shortcut menu, click Send with Shortcut.

    5. Oops, didn't want to send that message? Recall that message! To recall or replace a sent message, open the message in the Sent Items folder, and on the Actions menu, click Recall This Message.

Outlook is more than an email storage space or calendar reference, for more cool tips visit office.com.

Avoid Email Inbox Overload

2012-01-16T11:42:00.001-08:00

Why do you have over 28,000 emails in your inbox?

Yeah, I know (signing). And I have 28 open!

We need to declutter your inbox.

How?

I recently was helping a colleague on a presentation and noticed that she had over 28,000 in her Outlook inbox! I was shocked and wondered how she could allow her inbox to become so cluttered. Her inbox was out of control and taking control of her. This told me the following:

She never empties her inbox.
She will look at an email, but won't delete it or move it to a folder.
She does not have ample folders to store necessary emails.
She has a lot of spam or unnecessary emails.

Here are some suggestions to de-clutter and organize your inbox :

Create folders for important or relevant emails. I have a 'follow-up' and 'to do' folder. If the email is one that required a response and needs a follow-up, I store it in the' follow-up folder.' It is also helpful to date the 'follow-up' folder so that you know when the last time was you reviewed it. For example, the folder is named, 'follow-up 011412.' This means that the last time I checked the folder was January 14, 2012. The next time you check the folder or delete an email change the date.
Re-evaluate your subscriptions and newsletters received. Perhaps it's time to unsubscribe to a mailing list.
Have newsletters and electronic subscriptions automatically moved to a folder. In Outlook, you can designate specific emails to automatically be moved to a folder when received.
When you respond to an email, delete it from your inbox and if follow-up is required, move the email sent to the 'follow-up' folder.

To others a courtesy and think about the kind of message you are sending so that they too can keep their inbox free of email overload.

Make a New Year’s Promise Not a Resolution

2012-01-02T19:24:00.001-08:00

Happy New Year! Now is the time of year to proclaim a new year's resolution. Before you get on the 'lose weight' bandwagon, think of the resolution as a promise. The difference between a resolution and a promise is that the resolution is a pledge that you will do something, but a promise is stronger and more meaningful- it is a self made guarantee to yourself. Think about how you feel when someone makes a promise to you and it is not fulfilled. Here is a list of alternative promises that you can make and when accomplished you be a better and more improved YOU.

Dissolve a toxic relationship.
Let go of a grudge.
Apologize when necessary.
Work on eliminating a bad habit.
Spend an extra 30 minutes a day with loved ones.
Save $1 a week.
Meditate more often.
Read a book from beginning to end.
Resolve a conflict at work.
Start a daily journal.
Organize your workspace.
Get rid of old clothes.
Organize a file cabinet.
Mentor someone.
Use a talent to your advantage.
Build your network.
Attend a conference or workshop.
Subscribe to a newsletter or magazine.
Take the stairs.
Make a new friend.
Participate in an online discussion.
Take a trip someplace you have never been.
Turn off the television for at least one hour a night.
Turn off the computer for at least one hour a night.
Wake up 30 minutes early.
Go to bed one hour early.
Focus on positive outcomes.
Be happy with who you are.
Accept people for who they are and don't try to change them- YOU CAN'T!
Learn a new word each week.
Lose a few pounds. (Okay I couldn't leave it off the list.)

Ninety percent of New Year's resolutions are broken with six months. Make a promise to yourself for the entire year and have a lasting impression on your persona and your attitude.

2011-12-24T19:29:00.000-08:00

From Elite Office Concepts, Inc.

Not Paying Attention to Detail Could Cost You

2011-12-19T09:56:00.001-08:00

As a young secretary in the late 90s, I was a new graduate from a technical school where I received a diploma in Secretarial Science. When I entered the workforce, I quickly found out that there were a few things that school didn't teach me: 1) how to use effective interpersonal skills, 2) how to deal with difficult people, and 3) paying attention to detail. My first week on the job, I discovered that paying attention to detail was going to make or break me in this line of work.

One day I was copying a fairly large document of about 60 pages and had to make 15 copies, double-sided, in color, and stapled. Simple, right? Not really. I heavily relied on the copy machine to do its job correctly.

After the first set of 5 completed copies, I was thumbing through one of the copies and noticed that a page was missing; 300 copies had already been completed! When I brought it to the attention of my supervisor, she asked me a simple, but odd question, "How do you make copies?" she emphasized the word, 'you.' I thought it was a trick question, so I replied, "I stand at the copier, load the document, input the specifics, and hit 'start.' My supervisor was not happy with that answer and I didn't know why at the time. I soon realized that she wasn't asking me about how the copies are made; she was asking me 'how do I make sure that the copies are being made.'

This is a question that we need to ask ourselves when we are working on projects, sending communication, completing daily tasks that seem mundane but can cost a hefty price if not observed. I realized that paying attention to detail is like looking under a microscope. Here are 3 ways to review the details in any given task:

Don't rely on anything or anyone to get YOUR job done.
Equipment malfunctions happen all the time, don't assume that the machine or people are working properly.
Double Check the Process. Implement a check list or process for checking your work.
The document was for a meeting of directors, can you imagine the fallout if it was discovered that a page was missing? I should have made one copy, and checked it to make sure it was what I needed, before 300 copies were made!
Use a third eye.
Come back to the task and review it after taking a break. This is a great technique to use when drafting an email or other correspondence. The third eye is a symbol of enlightenment, when you take a break and come back to resume the task, you are refreshed and enlightened to the fact that you may have left out some information or realize that revisions need to be made.

If you don't want to pay a high price for not paying attention to detail, implement methods that will check your work and the process before releasing it to the public. If you don't here's what it will cost you: career, reputation, and your professionalism. Don't take a gamble, double check your work.

5 Ways to Impress Yourself

2011-12-13T12:21:00.001-08:00

Looking to get ahead in life? There's one person who can make that happen — YOU. How you see yourself can mean the difference between you getting what you want and accomplishing goals … or you getting frustrated because you feel stuck in a rut. So it only makes sense that you'd want to do everything in your power to impress YOU.

Reward yourself for your efforts and achievements

How often do you treat yourself? Have you finished a task or accomplished a goal? By giving yourself a reward you feel better and spark motivation to complete the next goal. I took a 5 mile hike recently (which I had never done before) and as a reward bought myself a cup of coffee. Even the small rewards are huge motivators.
Stop the negative talk.

Negative talk begins in the subconscious. We mentally tell ourselves that we can't do something or we downplay ourselves into thinking we are incompetent. Henry Ford said, "Whether you believe you can or can't you are right." Start believing in yourself and you will accomplish more and others will believe in you too because it will show in your attitude and behavior.
Learn something new and use it when the opportunity arises.

How often do you attend a workshop or training session and soon forget what you learned? It's time to do some implementation; put things in motion, activate what you learned. Not only are you solidifying the learning and building your knowledge base, but you can also teach others and expand their knowledge. Knowledge really is POWER!
Reward others.

When you reward other people for a job well done, you are motivating them to do good again and you feel good about helping others reach their goals. Pay it forward and reward others and they will do the same. It's the domino effect of self-motivation.
Document your daily activities by keeping a journal.

We are charged with keeping organized documents for business purposes. These documents track the nature of business activities and transactions, etc. Why can't we keep track of our daily activities? Here is a cool online journal program that emails you daily to remind you to note what you did for the day. It's a collection of your life stories and you can reflect on your experiences.

We are always trying to impress others, giving them what we think they want, holding them in the highest regard, and making them feel appreciated and needed, but why can't we impress ourselves and feel good about who we are and what we do?

Accomplish goals: Write a P.O.E.M

2011-12-05T16:50:00.001-08:00

In a previous article, I discussed accomplishing goals with a WIN list. Another method of achieving goals is by writing a P.O.E.M. (planning, organizing, executing, and managing objectives).

Planning

What is it you are trying to accomplish? What tools do you need to accomplish this goal? These are questions you can ask yourself in the planning stage. You may already do this when you arrive to work each morning. You sit at your desk and review your to do list, but there is more to the planning stage. In addition to looking at what you have to accomplish, jot down a summary of the process it will take to complete the task; this also helps in prioritizing the workload. The planning stage calls for more in-depth evaluation of your time and efforts, which is a valuable process because you will find out that you can get more done because you spent more time in planning the steps.

Organizing

After the planning stage is complete, organize the tasks/goals. What can you accomplish immediately, in the next hour, two hours, or by the end of the day? Do you need to consult with someone or do you need additional information? If you can complete the task immediately, put an identifier by the task, such as a 'star' or '1.' You may find that you have more stars and can reduce your task list tremendously. If you need additional information, put a question mark and identify what is the next step you need to do to complete it.

Example:

Task #1: prepare for weekly team meeting

* -Create minutes from previous meeting – 1 hour

-Send meeting announcement – email

2 - Order refreshments (based on RSVPs) – email catering service and F/U with phone call

* - Reserve room – email request

?- Get agenda from team lead – email request

In the example, the starred items can be completed immediately; all that is required is an email or effort on your part (constructing the minutes). The next items require input from others, these are indicated with a '?.' Then once the question marks are removed (responses are received), they can become starred items, and all that is left is to send the announcement and order the refreshments. You may use your own indicators, it is your P.O.E.M; use what works for you. In summary, starred and items marked with question marks are addressed first, followed by the numbered sequences.

Execution

Now it's time to put the task in motion to completion. Using the tools you have, complete the task according to the indicators from the organizing stage.

Managing

Once you have completed the task, follow-up with the appropriate parties who have been notified (supervisor, team leader, team members, etc). Did you mention deadlines for responses? Is it time to follow-up with a reminder email or phone call? The longer you wait for others, the longer the to-do list will be. Managing the task is the most important step in the P.O.E.M.

Writing a P.O.E.M is a great way to accomplish goals. It is an evaluative method that can be used to help prioritize the tasks in question so that they are completed in a timely manner, plus it sharpens organizational skills. Remember each time you cross off a task from the to-do list, you receive a rush of endorphins. Now how's that for a legal high!

Apologizing the right way

2011-11-22T16:39:00.001-08:00

"I will apologize when she apologizes."

"I have nothing to apologize for."

"It's hard for me to admit I was wrong."

"Apologizing is a sign of weakness."

Do any of these statements sound familiar? The statement, "I'm sorry" is one of the most difficult to speak in the English language, because there are feelings attached- embarrassment, shame, and any other discomforting emotions that may come along with the situation. In the book, the Effective Apology, by John Kador, he states that an 'apology is humanity's response to imperfection.'

An apology, on the contrary, is a courageous gesture that promotes transparent leadership showing a sign of strength. "Apologizing does not always mean that you are wrong and the other person is right. It just means that you value your relationship more than your ego." Unknown

Be empathetic.
According to Kador, showing empathy in the apology means that you feel the victim's pain. Example of an empathetic apology: I am sorry I yelled at you about missing the deadline, there just doesn't seem to be enough time in the day to get things done. I want to understand your workload. This will result in dialogue about why the deadline was missed and could avoid future occurrences.
Keep it short.
A short, empathetic apology is the most effective. When we start making excuses as to why we displayed negative behavior it soon becomes an apology that is suitable for our needs and not the victim. For example, "I am sorry I yelled at you about missing the deadline. I was having a bad day and I wanted to be able to give the report at the Board meeting……"
Determine what it is you are apologizing for, is it the fact that you publicly yelled at your co-worker for missing the deadline or were you angry because you couldn't present the data at the meeting. If the apology is due to the latter, you are apology to suit your own satisfaction rather than the inappropriate behavior and addressing the feelings of the victim.
Be prepared to 'pay restitution'.
If the person was wronged in front of a group of people, such as in a meeting, be ready to publicly apologize to the individual at the next meeting. Be sure to apologize to the person in private first, then in public. The 'victim' will be more appreciative of the gesture and know that the apology is genuine. Hence, the public apology is the restitution.

When the situation arises and there is a need for an apology, ask yourself, how much do you value your relationship?

Creating your positive pep talk

2011-11-13T15:06:00.001-08:00

Do you hate Mondays? Not a morning person? Giving yourself a pep talk in the morning before you go to work can get you ready for the day and one in the evening can offer confirmation. Think about the coach of a football team, a coach revs up the players before the game and after the game whether they lose or win, confirms what went well and offers encourage for the next game. I witnessed this form of positive enforcement when I recently took my 8 year old daughter to school. All the children were standing in their respective lines waiting to go inside. As I was leaving, the principal came out with a bull horn and said the following, which everyone had to repeat:

Principal: Good morning, children.

Everyone: Good morning.

Principal: I am special.

Everyone: I am special. (repeated 2 times)

Principal: We are special.

Everyone: We are special. (repeated 2 times)

Principal: We absolutely, positively love our school.

Everyone: We absolutely, positively love our school.

Principal: Have a good day.

Everyone: Have a good day.

After the morning" pep talk," everyone was led into the school. I began thinking that this is a wonderful way to start the day – a pep talk. It starts you on the right track and prepares your mind with positive thinking. Do you have pep talk? What do you tell yourself each day when you wake up and before you lay down to go to sleep?

Preparing the pep talk

So you're thinking, 'what can I say? How should I start?' Your personally designed pep talk should include (but is not limited to) the following:

At least 3 - 5 sentences of positivity
Something easy to remember
Should be said with conviction and each sentence repeated at least once

Here are some examples:

Pep Talk AM:

Today is a new day.

I am good at what I do.

I will learn something new.

I will not let others change my attitude.

I will do well today.

This is a great exercise for those of you who hate Mondays or are not morning people. I challenge you to create a positive pep talk and recite it every day and see the difference in your attitude at the start and end of the day.

Succession planning II: How to follow a bad leader

2011-11-02T21:04:00.001-07:00

In a previous article, I wrote about how to follow a good leader, this article is going to discuss how to follow a leader who was less than effective. Nobody is perfect. We have made bad decisions, but some of us make more than others. The good news is we can learn from those mistakes and set a positive example so that the next leader will have an easier job.

People hesitate to accept a leadership role following a bad leader because they feel that they will be held accountable, compared to, or blamed for the previous leaders actions. People will expect miraculous change overnight from the new leader and are easily disappointed when the change does not occur. Does this sound familiar in any of today's leaders? Fortunately, there are ways in which you can follow a bad leader:

Don't mimic the previous leader's actions. Make your own footsteps, instead of following in theirs.
Ask for input from team members or people familiar with the previous leadership.
Evaluate current procedures, note deficiencies, and make modifications.
Don't make the same mistakes twice.
Seek the guidance of a mentor, someone who has positive experiences in a leadership role.

Accepting a leadership role means leading others to a common goal. To be an effective leader, remember the seven laws of leadership. Following a bad leader just means relighting the torch and carrying it to the finish.

Effective succession planning: following a good leader

2011-10-25T21:31:00.001-07:00

I have written several articles on the topic of leadership. People are very reluctant to take on leadership roles for many reasons. John F. Kennedy said, "Leadership and learning are indispensable to each other." The number one reason is FEAR. There is a learning experience that will always lend an opportunity to develop and improve leadership, teambuilding, and communication skills. Following a good leader is easier than succeeding a bad leader because there are no messes to clean up, no wrongs to right, or points to prove- all you have to do is carry the torch. Here are 4 ways to keep the torch burning:

Ask your predecessor to be your mentor.
If the previous leadership was good, ask your predecessor to mentor you. Learn some of their techniques and get valuable feedback from your own actions.
Mimic their actions and behavior.
Repetition is the highest form of flattery. Mimic the behavior of the previous leader. Communicate in the same manner that they did, recognize members of the team in the same way, or have team meetings as often as before. People who are used to the previous leadership will conform more quickly to the new leadership if they recognize similar habits.
Don't fix what isn't broken.
The old say, 'if it isn't broke, don't fix it" is very true. Why change a policy or procedure if it worked well? Work on improving things that need modification. For example, if team members are frequently late to the regular meeting times, think about changing the date or time.
Retain the previous leader's expertise. Ask them to be a part of a committee (ex officio if necessary) or be a consultant to your team.
Even though the previous leader has stepped down or declined to take the lead again, ask them to work on a committee as an ex officio member. You and the team would still benefit from the presence of the former leader and the transition of leadership would be easier for you and the members.

Look for the next article that will discuss ways to follow bad leadership.

Are you a supervisor or a super visionary with a super vision?

2011-10-15T11:47:00.001-07:00

Stephen Covey, the author of the 7 Habits of Highly Effective People
wrote, "Great leaders see the world differently and do things differently." What kind of leader are you?

Supervisor	Super visionary with a super vision
Assigns instructions to subordinates.	Sees the task as more than just an assignment, but as another step to success for the department, company, and the employee.
Monitors tasks and goals to completion.	Begins with the end in mind.
Has the authority to make decisions in regards to the well being of the business.	Listens to the input and feedback from personnel and makes decisions based on analytical and strategic planning.

Anyone can be placed in a supervisory role, but only a select few can see past the mundane tasks and envision the bigger picture.

The Multi-Hat Professional

2011-10-09T20:12:00.001-07:00

Multi-tasking is one of the most important skills to have in the workplace. Everyday situations arise, customers are angry, deadlines need to be met, food needs to be ordered for a meeting, and there are other small crises that need to be tended to- all this on top of the daily responsibilities.

Sometimes hats are worn at the same time. Ever had to negotiate a price with a vendor because food needed to be ordered and delivered at the last minute? This is the negotiator, caterer, and fireman. When you greet someone entering the office and it turns out they are soliciting business, this is the hostess and guard. Or what about immediately locating documents that your boss is demanding? This is the soldier and magician. Here are a few of the roles that admins play:

Fireman – putting out fires, crises that arise

Magician- producing documents, making arrangements that seem impossible, but the boss is insistent

Caterer – making sure refreshments are ordered for meetings and events

Negotiator – talking with vendors, cutting deals to save the business money

Mind reader – knowing what your boss is going to say, need, or do before he or she does it and being prepared

Soldier – sitting on the 'front lines' to defend their boss and the decisions that are made, dealing with a boss who is not very polite, or absorbing unfriendly fire from customers or clients who are less than cordial

Hostess/host – greet customers and clients

Editor – proofread documents and correspondence before it is made public

Guard- protects the office from solicitors and keeps unwanted or uninvited guests out

Repairman- fixing office equipment

Administrative professionals are the cornerstone of the office and wear many hats. Which hat(s) did you wear today?

Lose the ‘Tude: Learn how to adjust your attitude

2011-09-29T07:47:00.001-07:00

In July, I had the pleasure of attending the IAAP Educational Forum and Annual Meeting (EFAM) in Montreal, Canada. It was a wonderful conference filled with great workshops, educational materials, and awesome speakers. One speaker, Sam Glenn, also known as the "Attitude Guy" gave a presentation based on his book, A Kick in the Attitude. Not only was he hilarious, but he made some statements that were very enlightening about how to adjust your attitude in any situation.

Here are some ways to lose the 'tude:

Ask yourself questions.
People always say that it is odd to talk to yourself. My theory is that this is the FIRST person you should be asking questions to- yourself! Self talk is therapeutic. It's a good time to internally rationalize about situations before making decisions. When you are feeling attitudinal ask yourself the following:

Why do I feel this way?
What has the offender done to me? What did I do to the offender?
What can be done to make me feel better?

Remove yourself from the environment for a period of time
In his book, Sam talks about what he likes to do to kick his attitude. He mentions going for a walk, calling a friend, or even prank phone calling his relatives (hey, whatever works and makes you and someone else laugh, which leads to the next point).
Laugh.
Laughter is considered the best medicine for the mind and body. Helpguide.org says that laughter is an antidote for stress, pain, and conflict. Laughter does the following:

Relaxes the body
Boosts the immune system
Releases endorphins
Protects the heart

A kick in the attitude is another way of recharging your batteries- a way to get rid of the negativity. The overall message – Lighten and brighten up!

Congratulations to the Amazon Gift Card Winner!

2011-09-19T13:23:00.000-07:00

Congratulations to Kathy R. from Moline, IL who won the Amazon Gift Card. Here what she had to say about the article, "How to build your success portfolio."

"What an awesome idea. It had never occurred to me to put all of this material in a binder. I do however keep a copy of everything in a file folder. I am going to put this together and will use it for my 2011 Evaluation. I think I will be surprised as to my accomplishments when I see them in this format. Thanks for the great article."

Read and Get Rewarded Contest

2011-09-01T11:35:00.001-07:00

Win a $25 Gift Card to Amazon.com

Do you like to peruse blogs for useful information? Want to get rewarded for reading articles on this blog? Beginning September 1 through September 8 midnight, enter for your chance to win a $25 gift card to Amazon.com. All you have to do is read articles on the Office Professionals Place blog and post a comment in the 'comment section' after the article. Winner will be randomly drawn on September 9. See contest rules below for more information.

Thanks for reading!

Contest rules

Read any article on the Office Professionals Place blog and make a comment. Then send an email to worklifecoach@excite.com . Email will include the following:
- Your first name, city and state only, and title of the article.
- In the subject line include the words: "Read and Get Rewarded Contest"
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Contestants must be 18 years or older to enter.
Comments must be more than "I like this." Or "Good article." Valid comments will note something you took from the article, a tip related to the article, or a suggestion for other readers to note.
Comments must be posted in the 'comments section' directly below the article.
The gift card will be sent electronically to the email address provided to worklifecoach@excite.com.
A reply email confirming your entry in the contest will be sent.
Comments containing vulgar or inappropriate language will be deleted and the entry will be invalid.
One comment per entry.
Enter as many times as you like. The more you read and comment, the more chances to win. Each comment must be accompanied by an email to worklifecoach@excite.com with requested information.
Contest begins September 1 and ends September 8 at midnight. No entries for the contest will be accepted after September 8.
Winner will be contacted on September 9. The winner will be posted on the Office Professionals Place blog.
No substitutions for the prize will be given.
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The contest is open to US and Canadian residents.

Good morning, Innovation!

2011-08-30T06:58:00.001-07:00

Whenever we hear the word 'innovation' we immediately think about the advancement and improvement of technology, processes, and products. The definition of innovation is 'to renew or change.' Innovation, when referring to a product, service, or technology, means that something is being implemented be more efficient and provide better performance. The question is, 'how are we changing or renewing ourselves daily?'

Here how you can get on the path to a renewed, better you:

Get enough sleep.
Here are some interesting statistics about getting proper sleep.

Most adults need 7-8 hours of sleep every night.
Sleep deprivation can actually be a form of torture!
Effects of sleep loss on work performance may be costing U.S. employers some $18 billion in lost productivity. (NSF 1997 poll on Sleeplessness, Pain, and the Workplace)
Poor sleep can contribute to weight gain, headaches, high blood pressure, diabetes, depression, an impaired immune system, and attention deficit disorder.

Expand your knowledge base. Learn something new every day.
Make it a practice to learn something new, a skill, an attribute about a colleague, or gain some information by watching a TV show or the news. Educate your mind on a constant basis and expand your knowledge so that you can pass it on to someone else.
Think positively and you will achieve positive results.
The old saying, "It's always darkest before the dawn." My personal favorite, which is one of my own, "Rain doesn't stop my sunshine." When things go wrong or there seems to be negativity all around you, don't let that stop you from being your personal best. Trouble doesn't last always (another one of my favorites). Having a positive attitude will result in positive results. This is called the Law of Attraction. Attract some positivity into your life. We definitely need it.

Every morning, you wake up to a new day. You may wake up with a new attitude, a new outlook on your situation, or a new way of thinking. If you don't you should!

How to build your success portfolio

2011-08-18T19:48:00.001-07:00

Need a quick ego boost? Want to impress interviewers? Creating a success portfolio will not only give you encouragement and motivation, but you will impress interviewers when you present them with a portfolio of your accomplishments at the time of the job interview.

Examples of what goes into the portfolio:

Positive feedback correspondence
Certificates and degrees
Resume and references
Past performance reviews
Personal mission statement

Your portfolio should be organized. Use a 2" binder (to start) and create tabs for each section. Here are some suggestions for possible sections:

Education
Certificates and degrees are stored in this section.
Kudos
Positive feedback from clients, customers, and co-workers are stored here. Any other honorable mentions are placed in the 'kudos' section.
Work/Career
Performance reviews, your updated resume, and references are stored in this section.

The first page of the portfolio is your personal mission statement. Do you have one? A personal mission statement depicts who you are and where you are going on the journey of life. Stephen Covey says, "If you don't set your goals based upon your Mission Statement, you may be climbing the ladder of success only to realize, when you get to the top, you're on the WRONG BUILDING." If you don't want to end up on the wrong building, define your mission. Here is a great tutorial on how to identify your purpose.

Uses for the portfolio:

Job interview
Of course, if you are going to use the portfolio during an interview, it should be condensed. You may want to purchase a smaller, professional report portfolio and include your resume, references, and any samples of work you have done that relate to the job in question.
Performance Reviews or Promotions
The portfolio serves as a gentle reminder to your boss of what you have accomplished in the past year. Use it to your advantage, there could be a promotion on the horizon.
Motivational Tool
Do you ever feel inadequate or as if you are not the right person for the job? Your portfolio will help you get your mind back in the game and encourage you to keep pressing on because of previous accomplishments.

So whether you need motivation or want to impress a potential supervisor, creating a success portfolio will benefit you in more ways than one. You are the product of your own success.

Customer service has become a disservice

2011-08-06T20:45:00.001-07:00

The word 'service' in customer service has become obsolete. Why are customer service representatives irate? Clients tell me all the time about how debt collectors have called them at work and cause undue stress by upsetting them which results in loss in productivity and feelings of anger and frustration.

I was a debt collector in the mid-90s for 5 years for one of today's top credit card companies. I received numerous awards for being one of the most effective collectors in my department. Employee of the month, high commissions and bonuses were given to me because I practiced the following debt collection techniques:

Don't take it personal.
Don't act like the debtor owes YOU money. The money is owed to the company and you are hired to attempt to get the funds due. The goal is to collect as much money, if not all, on the debt. The first step in effective debt collection is to NOT put yourself in the equation. The equation is debtor + creditor = collect the debt.
Remove the negative attitude.
Having a negative attitude will only infuriate the debtor and reduce the chances of collecting on the debt. Obviously, there is a reason why the payment is past due, having a more positive attitude will increase the chances of at least making a payment arrangement versus creating a hostile situation.
Use active listening skills.
The debtor's situation is already stressful; they will provide an explanation why the payment is late, listen intently and allow them to finish their sentences. Don't interrupt. Make statements like, 'I am sorry to hear that'….or 'Let me see what options we have…' will make the conversation less stressful on both parties.
Focus on a solution.
Provide options for the debtor. The company's goal is to first collect the full payment. If full payment cannot be received, collect a portion of the payment rather than none. Aggravating the debtor by speaking in a condescending attitude will only add fuel to their fire. My motto was, 'collect some rather than none.'
Use empathy and compassion.
Put yourself in the debtor's shoes. It is hypocritical to act as if you, the debt collector, have never been late on a debt or have never had to contact a creditor to ask for an extension or a payment plan. Identify with the debtor's situation and come up with a solution.
End the call on a positive note.
After diffusing the situation by listening and devising a plan that is acceptable to both the company and the debtor, end the call on a positive note. Say something like, 'thank you and I hope your situation gets better.' It would be advantageous to setup a follow-up call a few days before the 'promise to pay' is made to remind the debtor of their obligation, determine if the situation has gotten better and that the payment will still be made as scheduled.

Debt collection is a difficult job, but somebody has to do it. If you want to increase your commission, reduce your stress level, and meet your quota, practice effective debt collection practices. You, the company, and the debtor will thank you for it.

Top 10 signs that let you know you no longer like your job and what to do about it

2011-08-04T08:00:00.001-07:00

Whether you feel unchallenged at your job, overtly stressed, or work in a hostile environment, there is no reason to continue to work in these kinds of conditions, unless you have bills to pay, a family, and other financial obligations that require you to have a steady income.

Here are 10 sure signs that you are finally fed up with your job and need to seek employment elsewhere:

You begin to count sick days as vacation days.
You get sick only on Mondays.
You go on interviews during lunch break.
You use your office computer to conduct job searches.
After completing job searches, you use the company email to send your resume.
Every day is casual Friday.
You laugh after each point your boss makes during your performance review.
You don't return from lunch until your favorite soap opera is done running the credits.
The word 'deadline' is no longer in your vocabulary.
Anger, sadness, and frustration are the most frequent emotions you experience while at work.

So if you need a job (like we all do) and you have any of these signs, here are a few remedies for your woes:

Ask to help on a project.
This will challenge you in a way that you will be able to assist in making an impact at work, which could increase your skill knowledge, experience in working with others, and bragging rights (adding this to your resume).
Take a mini-vacation.
All of the signs above spell B-U-R-N-O-U-T. The best remedy for burnout is to take a much needed vacation to relax and enjoy the environment and your family. This means no Blackberry or email access. Vacation means to vacate.
Evaluate your job.
Conduct an evaluation and list the pros and cons of your job. If you have more cons than pros, it may be time to start seeking employment elsewhere. Staying in an environment that is toxic to you and causing you to be non-productive is a no-win for both parties. Don't damage your reputation, find a new job or seek an open position elsewhere in the company.
Get a Work Life Coach.
Do you want some sound advice and counsel on where you should go from here? If you are experiencing any of the top 10 above contact me today for a FREE 30-minute consultation. We can talk about the issues, your feelings, and possible solutions to improve your worklife.

Having an 'I don't care' attitude at work will slow your productivity, increase stress, and dilute your professionalism which will result in damaging your reputation and decrease your chances of getting a good job reference if you do decide to look elsewhere. Not to mention the ill feelings that will occur between you and your colleagues. Don't continue on this road to nowhere. If you need some help in getting on the right path, contact me today for a FREE 30-minute consultation to discuss your work life and how to improve it. It will be the best decision you can make for your future.

Are you a flexible thinker?

2011-07-31T11:15:00.001-07:00

A mind is a terrible thing to waste is a cliché that may be overused, but has some validity. Flexible thinkers are people who seek first to understand then to be understood. They use both sides of their brain, rationalize, and ask questions before making decisions.

Benefits to flexible thinking:

Improve decision making skills
Improve critical thinking skills
Improve listening skills
See both sides of the issue clearly
Hold higher, authoritative positions

Are you a flexible thinker? Here are 10 characteristics of a flexible thinker:

Think outside the box.
Weigh their options first.
Always have a plan B.
Get a second opinion and a third if needed.
Listen to all sides of the story.
Don't make snap judgments.
Think before they speak.
Rationalize before criticizing.
Always seek learning opportunities.
Spread their knowledge to others.

In a 24-hour day, we will have over 3,000 thoughts and in a regular 8 hour work day, there will be approximately 375 thoughts, in one hour we have approximately 47 thoughts, becoming a flexible thinker will help you to eliminate negativity, and think more clearly in order to make appropriate decisions.

Is this meeting really necessary?

2011-07-20T11:37:00.001-07:00

I have attended many meetings in which nothing was accomplished. It was like sitting at a ballgame with no players. I have clients who have daily and weekly meetings with their boss with no root objective, just to meet to talk about 'what's going on.' These kinds of meetings are time wasters and productivity killers. The next time you think you need to call a meeting, ask yourself the following:

What is the purpose? What is it I need to accomplish?
Will there be action items for attendees to report on at a later date?
Is follow-up needed? If so, how often?
Do I need an agenda?

I ask that last question because for a meeting to be effective and meet goals and objectives there needs to be an agenda and it should be followed. If no agenda is needed, in other words, a meeting that serves as a follow-up or FYI (for your information) then perhaps a teleconference or an update by email would suffice. Here are a few tips on how to host effective meetings.

I find it amazing that people go to 2 or 3 meetings a day (or more) and come out of them more confused and frustrated than when they went in; furthermore, unproductive meetings reduce productivity to accomplish other tasks. So, from now on, think before you meet and save yourself some time and energy.

5 Movies that may depict your worklife but don’t take their advice

2011-07-18T19:04:00.001-07:00

In the workplace, we have to deal with bad bosses, hostile co-workers, and angry clients, but the question is how? We look to books, podcasts, webinars, presentations, and television for answers. But sometimes we get so caught up "unreality" TV that we really believe that it is reality. I even heard the phrase, "reality TV is actuality." Here are 5 movies/TV shows that are funny (in a sense) to watch, but are not good ways to deal with conflicts at work.

1. Nine to Five (1980)
A hilarious tale of three women who seek revenge on their tyrannical, chauvinistic boss.
Even though it seems logical to hog tie your boss and roast him over an open fire and he or she may even deserve it – don't even think about it! These days they have places for people who wish to impose these kinds of tactics and that place is called jail! If your boss doesn't want to listen to your ideas, steals your ideas, and makes undesired passes at you- report the situation to HR or the next kind of picture you will be taking is a mug shot.

2. The Office (NBC TV Show 2005)
A show about a boss who steals ideas and claims them as his own, has no clue on how to manage a staff, and makes poor decisions.

Now this seems more realistic in today's business world. There are bosses out there who make bad judgments and you wonder how they got that job. The people on the TV show do one thing - tolerate his antics. Makes you wonder about them, doesn't it?

3. Office Space (1999)
A movie about a man who undergoes hypnosis to deal with his many bosses who don't know what the other is doing, this movie clearly depicts a hostile environment because all of the employees are disgruntled in some way. The hypnosis works, or so he thinks, and he becomes a more assertive individual, telling what's on his mind which works in his personal and professional life. Well, if you must learn assertiveness skills, why not use hypnosis?

4. The Devil Wears Prada (2006)
A story about a woman who wants so desperately to work for a tyrannical, unfeeling, boss and will put up with her insults and inappropriate behavior to break into the designing business. With the way the economy is going, I suppose we really do need to put up with a lot just to keep the paychecks coming. But when is enough –enough?

5. Horrible Bosses (2011)
This movie is about three people who hate their bosses so much that they hire a murder consultant to get rid of them. I will refer back to #1, if you hate your boss that much quit! It's not worth the jail time and lawyer's fees.

If you are having a difficult time dealing with your boss or co-workers or work in a hostile environment, it's time to seek resolution or find a new job, but before you do, seek consultation from a worklife coach who can help you get a clear understanding of the situation and weigh your options to achieve positive results. Don't let TV dictate your actions! It's great for entertainment, but bad for execution. For a free 30 minute consultation, contact me today at worklifecoach@excite.com or get a copy of my e-book, Dealing with Workplace PMS - Poor Management System.

Enter to Win a DYMO Label Printer

2011-07-13T21:04:00.001-07:00

Ever wonder where your office supplies went only to find them on a co-worker's desk or in the copier room? Can't find office supplies in a cluttered closet? Is searching for a file becoming a chore rather than a task? If you answered yes to any of these questions, it's time to get organized by using labels to simplify your work life.

I have had the privilege of using DYMO labels and its printers and have made my tasks so much easier. I can find files, supplies, identify binders, and even make reports look neater and more professional.

Using labels in your home or work office will do the following:

Increase your productivity because you will be able to find what you need in less time
Reduce the stress of searching and hunting for files and items in a cluttered drawer or cabinet.
Make you look more professional and organized.

Do you have suggestions on how you can use labels to make your office more organized? Enter this contest to win a DYMO label printer. There's two ways to win:

Email: info@getbuttonedup.com
Subject line: Dymo
In the body of the email, make your suggestion on how labels will simplify and organize your work life.
OR
Go to the Facebook page and post a tip at www.facebook.com/getbuttonedup. Post your suggestion on the 'wall.'

The winner will be chosen randomly.

I had the pleasure of trying out various DYMO products and I have been compensated for the reviews (which are worth writing!) So, tell the world how you would DYMO! Enter today and good luck!

10 Qualities of an Amazing Assistant

2011-07-10T18:18:00.001-07:00

Nowadays office assistants have more responsibilities than ever. Being able to managing the office and support the supervisor effectively are just a couple of the duties that require excellent soft and interpersonal skills. What qualities do you have that make you an amazing assistant? Here are 10 qualities:

Consistently looks for learning opportunities
Knows how to use what he or she knows
Builds positive work relationships
Uses active listening skills
Is proactive not reactive
Resolves conflicts immediately
Learns from mistakes
Constantly looks for ways to improve
Asks questions and seeks answers
Consults a Worklife Coach

Your amazing ranking:

9-10 qualities: You are truly an amazing assistant! Any qualities you do not have or have trouble in acquiring, you can achieve them by continuing to read this blog to get the techniques and tips you need and practicing them in the workplace.

5-8 qualities: You possess great qualities, but there is always room for improvement. Don't limit yourself explore your talents and expand.

4– below: There is much work to be done! First, work on changing your attitude and an approach to developing your skills.

No matter what your rank, obtaining a Worklife Coach to help you determine your career path, cheer you on when you need uplifting, lend an ear to hear your concerns, and help you make the appropriate decisions to improve your work life; this is the best investment you can make in yourself. Contact me today for a FREE 30-minute consultation.

Do you use spell check or brain check?

2011-07-06T10:44:00.001-07:00

Nowadays with the latest features in technology it has gotten easier to just hit a button and have the computer spell check a document. But what about those words that sound the same but have different meaning or contextual errors, words that are spelled correctly; however, do not depict the meaning of the sentence. See the examples below:

Sound the same but have different meaning (homonyms):
*Breaks and brakes
*Too and two
*Bite and byte

Contextual errors:*'Asses' but you mean to write 'assets'
*Inconvenient and incontinence
*Than and then
*Effect and affect

Spelling errors in a document will reflect unprofessionalism and turn the reader off; contextual errors have the same impact and depending on how the word is used, could be offensive. So the next time you're drafting a document, use the spell check feature for evident errors but also use your brain and look for the uncommon errors. Here are two ways you can use your 'brain check:'

Print the document and proofread it word by word, line by line. Then shift focus on something else for a few minutes and come back to the document. You will be surprised when you find an additional error or two.
Get a second pair of eyes to review the document. They always say two heads are better than one, in this case four eyes are better than two. Because everyone's 'brain check' operates in different capacities, the second opinion may find other errors, like grammar or punctuation, which will help make the document more appropriate for public reading.

It is a good practice to not heavily rely on the computer's spell check; a missed mistake could hinder the company's reputation and yours as the office professional. Use your internalized 'brain check' to double check the document.

Do you DYMO?

2011-06-22T16:55:00.001-07:00

Summer is finally here (or so they tell us) and this is the time of year when many offices slow down. This is the perfect opportunity to organize your office to prepare for the upcoming months when productivity picks up. Here are 5 ways to prepare:

Clean out the junk drawer.
Everyone has a drawer that is filled with little knick knacks such as aspirin, gum, pens, post it notes, binder clips, etc. Take this time to throw away empty containers, organize the drawer, and possibly replenish items that have been used up. Go the extra mile and place labels on the file drawers to identify its contents.
Organize the file cabinets/drawers.
Trying to find one file in a sea of files that are all the same color with handwritten labels is a tedious time waster. Take the time to color code the files and add a special touch by using a DYMO label printer to print labels fast and easy.
Inventory the supply closet
The second tedious time waster is trying to find supplies in a cluttered closet. Now is the time to organize the closet by using labels to identify containers and plastic storage bins. DYMO label printers can make your inventory closet look 'user friendly' and less chaotic.
Organize the library of binders
Do you have unidentified binders on book shelves or in cabinets? Putting labels on each binder to identify the contents will cut your search time in half which will increase productivity.
Organize the media library
Organizing and Labeling the CDs and DVDs that are unmarked and in plain cases need to be labeled so that finding what you need is easier and quicker. Using the DYMO label maker will make the task of searching for the appropriate CD or DVD simple.

Now is the time to do some much needed planning and organizing of your home and work office space. While office activities are at a slow pace, pick up your pace and organize your work environment. I have used the DYMO printers in exchange for compensation and I would recommend their products to anyone who wants to organize their office and increase productivity. Do you DYMO?

5 ways to build a positive relationship with your boss

2011-06-16T21:00:00.000-07:00

You will spend over 2,000 hours each year at work and the majority, if not all, of that time will be spent interacting with your boss. Building a positive work relationship with your supervisor is essential to your success. Positive relationships eliminate stress, unpleasant work environments, and negative attitudes. Here are five ways you can have a positive working relationship:

1. Know your boss’s routine.Knowing your boss’s routine will allow you to plan daily activities more effectively. If your boss is not a morning person, it is a good practice to schedule meetings in the afternoon.

When your boss is out of the office, plan to get more work done and provide updates when she returns. This will let her know that you have been productive and inform her of your progress.

2. Understand your boss’s needs.Understanding your boss’s needs is important when building a positive working relationship. If your boss prefers correspondence in a certain format, then draft documents in the manner that appeals to them.

3. Use active listening skills.Get clarification, ask questions, and repeat instructions so that you completely understand what is expected. Using active listening skills lets your supervisor know that you understand the task and serves as verification to yourself that you comprehend.

4. Know your boss’s leadership style.Identifying your boss’s leadership style will make your work life much easier. If your boss likes frequent updates on projects, give him what he wants. If your boss is more hands-off, then build a level of trust so that he is confident that you are dependable and reliable.

5. Pay attention to details. Proofread, verify, confirm, and follow-up. Supervisors need to know that they can rely on their assistant to create error-free documents, plan and organize meetings, and make certain that other pertinent details are covered.

The most important relationship within a company is between the supervisor and employee. The benefits for having positive workplace relationships are: increased productivity, respect amongst employees, and reduced stress. Following these tips for building positive relationships will make your employment last a lot longer.

The WHOA Factor – The new shock therapy

2011-06-04T20:30:00.001-07:00

You've heard of the WOW factor, the art of creating the element of surprise? Well now there's the WHOA factor, which is the art of creating an element of shock, which leaves a longer, lasting impression on people.

Comparing the WOW and WHOA Factors

WOW Factor	WHOA Factor
A surprise birthday party	Your boyfriend asks you to marry him at the birthday party
Finishing the project by the deadline	Finishing one project by the deadline and completing the next one that isn't due until two weeks from now
Helping a co-worker format a document in MS Word	Conducting Lunch and Learn sessions showing employees how to create outstanding documents in MS Word
Completing everything on your task list for the week	Compiling your to-do list on Friday for the following week

WHOA factors have more lasting power. Are people going to remember a pleasant surprise or the feeling of shock?

How to create the WHOA Factor
The WHOA Factor can be implemented in various ways. The key is to leave an imprint or impression on people so that they remember you. Here are a few ways to create your WHOA factor:

1. Use your talent to your ability
If you are skilled in PowerPoint and can make images dance across the slide, words flying in and create the presentation so that it flows and has meaning, this is your talent. Use it to your ability. Help a co-worker create a presentation. Good news travels fast. Pretty soon your WHOA will be well-know and people will look for your assistance.

2. Exhibit Confident Behavior
Speak, appear, act, and move with confidence. Use assertiveness and stand tall. People will be 'WHOAed' by your presence. Recently, someone told me, "Every time I talk to you, it's as if another day is added to my life." This was a man who I have seen on occasion and spoken to at in a minimum of 10 minute conversations.

3. Think Positively
Positive thoughts create positive results. People will listen to you when you are perceived as a positive person. Learn to see the good in the bad, live optimistically. You are what you think.

5 Reasons to Get the Dymo LabelWriter 450

2011-05-24T20:45:00.001-07:00

Office professionals are expected to be organized and efficient, among other things. Have you ever needed to find a file, but couldn't because it was buried in a file drawer ? Or did you ever need to create a label, but had to insert a full sheet of blank label? In today's fast paced office environment, time is important and working in an organized office saves time and energy that can be used finishing projects and starting new ones. Here are five reasons the Dymo LabelWriter 450 can help you stay organized and efficient.

1. Print from various software programs
Not only is the Dymo LabelWriter 450 compatible with a PC or Mac, it can print labels from Microsoft Word, Excel, Outlook, and Quickbooks, just to name a few.

2. No ink needed
There is no need to keep a storage of ink since this product does not need it. Dymo products use thermal printing technology which means there is no ink or toner needed, so the office supply budget isn't depleted.

3. Stay green – uses less power
The LabelWriter 450 goes into sleep mode when it is not in use so it uses less power.

4. Convenient label printing
Whether you need a label for envelopes, packages, files, barcodes, or name badges, this label writer can meet your needs.

5. Print labels fast
Print up to 71 labels per minute! Need I say more?

When I was asked to demo this product in exchange for compensation, I was impressed with its capabilities. I have saved a lot of time and energy by continuing to keep my workspace organized; you can too with the Dymo LabelWriter 450.

Just say NO – subtle, yet effective ways to say NO to your colleagues

2011-05-13T14:18:00.001-07:00

Sometimes it's hard to say 'no.' We don't want to hurt the other person's feelings, we may feel guilty, or maybe we want to please everybody. Whatever the reason, it is important to remember that if you always say 'yes', a lot of your time will be spent in completing other tasks that take away from your own. Here are 4 ways you can say 'no' politely, but assertively and still be in good favor:

The Diversion – the diversion is a short, but sweet apologetic response that lets the individual know that you are too busy to help at this time. An example would be, "I am sorry, but my schedule will not permit me to assist you."

The Delay – the delay is letting the person know that you will think about it and get back to them later. Before you send them on their way, gather more information about the time commitment. For example, if the individual is asking for your help on a project or participation on a committee, ask when the project deadline is or how often the committee meets. You can also ask questions like: What are your responsibilities or tasks? How much planning has already been done? This will make the decision making process easier and quicker. You can say, "Let me check my schedule and I will get back to you." Be aware that they will get back to you, so be prepared to give them a response to their request.

The Relay – the relay is passing them on to someone else. Simply, let them know you can't do it and suggest someone else who can.

The Alternative – the alternative let's you take complete control of the situation. Using this method will allow you to set your schedule and if it doesn't fit into their plan, they will speedily leave your presence. You could say something like, "I can help, but I can't do it right now. I will be able to assist you next week." Note: if the person comes back next week and asks again, you can choose to help or let them know that your schedule is full – go back to the diversion method.

In each response, always thank the person for thinking of you and let them know that they should keep you in mind if they need help in the future. Saying 'no' has never been so easy.

Become a Super Proofer

2011-05-01T18:48:00.001-07:00

Proofreading is an important part of job responsibilities for office professionals. Office professionals are in charge of making sure that quality, professional, error free documents are distributed that represent the office, department, and company. One error or misspelling can dispel the company's credibility and look unprofessional; thereby, reflecting negatively on the office professional, because the question will always be: How could you let this slip by you? Here are a few ways in which you can become a super proofer:

1. Check the documentation for contextual errors
To avoid contextual errors, proofread the document very carefully by reading it aloud slowly, and looking for words that are misused. Here is an example of a contextual error:

"We regret any incontinence this service interruption may have caused. If you have any questions or concerns, please don't hesitate to contact me."

The word 'incontinence' should be replaced with 'inconvenience.' This may be amusing, however, the readers nor the company's executives, will think this is funny.

2. Check for common errors such as dates, dollars amounts, and times.
This is another common error. If the meeting is scheduled for Monday, June 2 and the date is Monday, June 3, recipients will be confused and then you will have to resend the notice. This is a time waster and productivity killer.

3. Is the attachment attached?
This is a common mistake in email notices. If there is an attachment, attach it first then compile the message. This is helpful when drafting a message that needs to be sent out immediately; if you don't attach the document right away, distractions and interruptions can cause this mistake to occur.

4. Make sure that the attachments open and the links work.
Prior to sending the message, try opening the attachments this will make sure that it is the correct document and you will verify that the attachment can be opened. While checking the attachments, test the hyperlinks to ensure that they link to the right reference.

These are some simple yet valuable ways to catch errors in correspondence before distributing them to the public. Taking the extra steps to make sure that these common errors do not occur will eliminate a lot of embarrassment and repeat notifications.

Organize your office: Prepare for the Day after Tax Day

2011-04-16T18:12:00.001-07:00

Tax Day is almost here, this year – April 18 – there are piles of tax documents scattered around the desk, perhaps the floor and on other pieces of furniture. When everything gets back to "semi-normal" you will need an effective filing system to file those documents away for easy access for the next tax year. Plan ahead and use DYMO labels to make your life a lot easier.

Here three ways to use DYMO labels for "after tax day" organizing:

Label file folders appropriately.
Labeling the files will make the search for documents quicker.
Make mailing address labels.
Need to mail documents? Make them now so that you don't have to waste time preparing them later.
Label storage areas.
Where will the documents be filed? Identify a secure place and label the storage area. This will make finding where you put the files easier and faster.

This is one of the most stressful times, next to Christmas, when we will spend countless hours collectively looking for documents, using labels to identify, organize, and arrange documents will reduce stress, mistakes, and wasted hours.

As an administrative professional and former tax preparer, I understand the importance for an effective filing system, in exchange for trying out the DYMO Label products and receiving compensation, I discovered a great way to organize my home and work offices.

Effective Decision Making: The Art of Realization and the Elements of Knowing

2011-04-10T20:25:00.000-07:00

Effective decision making is a learned skill that comes from past and present experiences. Decision making stems from what we have realized and what we know as a result of realizing. When making a decision, it is very important to understand the difference in the factors of realization and knowing. These factors play an important role in the process because the decision will be based on previous moments of realization which have now become bits and pieces of knowledge.

Realizing is the ‘aha’ moment. It is the moment, when we acknowledge that we have discovered something new. Failure helps us have ‘aha’ moments. When we fail we have realized that we made an error, and we should know not to repeat that same mistake or we will fail again. Realizing is also when you acknowledge something that may have already been visible, but you never noticed its presence. How many times have you watched the same movie over and over again, and you always notice something different? The movie hasn’t changed, but your thought patterns have; the same movie that you have watched countless times has caused your brain to see things in a different parameter. Then comes the ‘aha’ moment.

Knowing is the information that we already have stored in our memory bank. It is a collection of data, inferences, facts, etc. that came the moment we realized its existence. The elements of knowing are stored up information that came from realization.

Here are some examples of how to use the art of realization to make effective decisions:

 Realizing that you have figured out a new feature in a computer software program
Knowing how to use that feature to be more productive and produce quality documents

 Realizing that your supervisor is not a morning person
Knowing to schedule meetings in the afternoon

 Realizing that Mondays are the busiest day of the week at work
Knowing to plan your schedule accordingly, especially when working on big projects

So, the key is to have more moments of realization. Here are some ways to have more frequent moments of realization to increase your knowledge base which will result in better decision making:

1. Make a commitment to learn something new each day.
2. Learn from your mistakes and others.
3. Become more observant.
4. Do not be afraid of failure.
5. Use active listening skills.

Understanding how to use the information that you have come to realize is a major step in the process of decision making. Effective decision making requires specific thought patterns that process information that was once realized and is now a known element.

Top 10 April Fools Jokes You Don’t Want to Play on Your Boss

2011-04-01T11:16:00.001-07:00

April Fool's Day is a day that can catch many people off guard and the workplace is the worst place to joke around. You may make up many fabrications and stories today, but don't relay those messages to your boss or else consequences and repercussions will occur! Here are the top 10 things jokes you don't want to play on your boss (even if they are true – to a degree!):

You don't want to develop or improve your skills.
You can't get along with your co-workers.
You can't meet deadlines.
You are unorganized.
You would rather be someplace else than at work.
You have no interest in getting a promotion.
You are not a team player.
You spend the majority of your day shopping online and updating your Facebook page.
Your performance evaluation is not important.
You are actively looking for a new position.

If you want to be successful in the workplace, reread the top 10 and do the opposite of each, not only will you improve your relationship with your boss, but positive outcomes will result, which will make for a more productive, stress free environment. NO FOOLIN'!

That was a bad decision! Learn effective decision making skills

2011-03-22T18:44:00.001-07:00

Have you ever had trouble making decisions? Don't know what to do in some situations? Have you ever regretted making a decision or wish you hadn't made that specific choice? In today's fast-paced work environment, decisions need to be made all the time and at a moment's notice. This article will give you tips on how to make decisions with no regrets.

Use Critical Thinking and Logic
Think rationally about the problem. Why are you being presented with the issue? Who will be affected by the decision? What will you gain or lose? Are you willing to make sacrifices or accept the consequences? When you think about questions such as this, you are able to come to a rational and logical conclusion and will be prepared for the consequences. Thereby, eliminating surprises.

Speculate outcomes
Before making a decision, think about the possible outcome that could result as a consequence. Then come up with a plan b or even a plan c. Having a plan b or c will prepare you just in case the original plan does not work. When you have alternative solutions, you are prepared for the worse and can quickly take action and implement the next choice. Speculating outcomes will also improve critical thinking skills.

The W.H.O Method
The W.H.O Method is a basic methodology to problem solving and decision making.

W = What is the problem?
Identify the issue. Have a clear understanding of the problem.

H = How can it be resolved?
Can the problem be solved with a quick fix or is there a series of steps or a process that will need to be implemented in order to resolve the issue? When you make this determination, you can go to the next step….

O = Are there other alternatives (plan b and/or c)?
Devise a plan b and/or c. Be prepared; have a backup plan just in case the original plan does not work.

For every problem, there is a solution. Learning how to make good decisions is a skill that will make your life less stressful and more productive.

Accomplish goals and get what you WANT with the W.I.N. List

2011-03-12T23:00:00.001-08:00

Task and to-do lists are filled with goals that NEED to be completed. We are so busy trying to achieve these goals, we often forget about our WANTS. You may WANT to obtain a degree and will NEED to enroll in an educational institution, but how are you going to achieve the goal of completion without a clear plan? Creating your W.I.N. (Wants Including Needs) list will give you a clearer picture of your goals and a broader perspective to help you accomplish the objective.

Steps to creating a W.I.N. List:

Identify your WANTS first
Think of what you want to do. When you identify your WANTS, you add value to what you want to accomplish which serves as a motivator to complete the tasks listed.
Identify your NEEDS next
The second step in creating the W.I.N. list is to relate the NEEDS to the wants which will provide focus as to what actually needs to be accomplished and gives a 'layout' of your short and long term goals.
Speculate the outcomes
What do you expect will happen when each goal is accomplished? Speculating outcomes allows you to not only think outside the box, but to think outside the closet that the box is in. You will be able to see a clearer picture of your goals.

Sample W.I.N. List:

Wants	Needs	Outcomes
Degree	Enroll in college	Graduate
Save more money	Stop spending so much	Increase savings
Make more money	Pay bills	Financial freedom

Now review your W.I.N. list to determine how you will accomplish each goal. For example, in the sample above, you want to obtain a degree so you need to enroll in an educational institution to graduate. Now think about how you will manage your time to attend classroom or online instruction and how you will use the degree to your advantage.

W.I.N. lists are for the purposes of motivating and inspiring you to achieving your goals. They are designed to give a broader perspective of what needs to be accomplished because of what you WANT. The W.I.N. list is about you and your personal and professional development, use it to your advantage.

Product Review – Label Manager 360D

2011-01-25T19:12:00.000-08:00

An organized office is an efficient office. I had the opportunity to review the Label Manager 360D and found it to make my office tasks a lot easier! I can find files more quickly and my office is more organized. Here are three reasons why I would recommend this product:

1. Convenience and flexibility.
The Label Manager 360D allows you to go to other parts of the office and make labels rather than being confined to the computer. This handheld, easy to carry, label maker allows you to go to other parts of the office to create, print, and affix labels easily. No more laboring in front of a computer, inserting blank label sheets, especially if you only need to print a few.

2. Print labels quickly in different sizes and fonts.
Labels are printed in seconds! Labels can be printed in 1/4'', 3/8", 1/2" and 3/4" widths and 3 fonts and 7 text styles; highlight your text with 8 box styles or underlining.

3. Save labels for future printing.
Have a particular style you use frequently? The Label Manager 360D lets you save formats and use them later.

Organization never looked or felt better! The label manager is lightweight and compact, so it takes up very little space. After reviewing the Label Manager 360D, in exchange for compensation, I would highly recommend this product to any office professional who wants to reduce stress and increase productivity

5 Tips for Getting Organized with Labels in the New Year

2011-01-12T12:22:00.001-08:00

Happy New Year office professionals! A new year brings new challenges, opportunities, and new ways to get organized and become more productive and efficient in your job. I had the opportunity to use the Dymo Label Manager 360D- rechargeable Desktop Label Maker and found it to be very helpful in organizing my office space.

Here are 5 tips that you can use to get organized for the New Year by using labels:

1. Find documents easier and quicker.
How frustrating is it to have file folders that are the same color and not know what’s in them? Use labels to identify the contents in each folder and cut down on search time and loss of productivity.

2. Reports are more professional looking with customization.
Placing labels on report covers and binders adds a professional look and feel to your documents, plus it is easier to identify the contents, source, and purpose for the information.

3. Save on re-printing costs for pre-printed materials that need updating. Add the additional information using a label.
So you have 1,000 business brochures and pamphlets and the fax number has changed, instead of throwing the outdated documents in the garbage and ordering new ones- GO GREEN and put a label on each identifying the updated information. Saves money, time, and paper!

4. Organize your media library.
If you are like me and have a vast collection of DVDs and CDs, whether they are homemade or store bought, you can make your work life a lot easier by labeling the cases in an effort to cut down the time it takes to find what you need.

5. Save time and label sheets by using a label maker and print as needed.
Ever need to print one mailing address label, but you have to insert an entire sheet to print just the one? So you have to use the computer, type the address, insert the sheet in the printer, adjust the alignment of the printer, and print the label. Eliminate this 5-step process and print labels as needed with a label maker. It’s quicker and easier!

In exchange for trying out the Dymo Label Manager 360D, writing a product review and getting compensated, I was able to experience the benefits of using the label maker to make my office life much more productive and organized. How will you organize your worklife in the New Year?

Don’t Make a New Year’s Resolution – Create a Vision

2010-12-27T18:48:00.001-08:00

It's that time of year again, making the dreaded New Year's resolution that we will eventually forget about or fail to meet. It can be quite depressing and feelings of frustration and failure can occur. Do something different for 2011 – create a vision or two to

A vision statement allows you to specifically state where you want to see yourself and lets you see the clear picture of how to obtain your goal by the end of the year.

For example, the most popular resolution is, "I want to lose weight." This is very vague and can seem difficult because you are not sure how to accomplish this goal. Yes, you may need to join a fitness club, stop eating fast food, or even hire a dietician, but the fact is the resolution does not give you a clear picture of what you will gain by losing weight. Here is an example of a vision statement for those who wish to lose some extra pounds:

"I see myself being two sizes smaller so that I can get into that size 10 dress I have my eyes on at the mall."

The difference in the resolution and the vision is that you are visualizing your goal which will give you more motivation to pursue it. In the above example, it states specifically how much weight you wish to lose (2 dress sizes), why (wear a size 10), and the reward when you reach the goal (purchase). In other words, now you have a purpose.

Here's how to create your vision statement for 2011:

Start with the words 'In 2011, I see myself…..'
Be specific.
Be realistic.
List subgoals that are related to the vision.
In the weight loss example, list what you think you will need to do in order to achieve your goal.
Reward yourself.
As you get closer to achieving your vision and complete each subgoal, reward yourself. This serves as a motivator to reach your achievement.
Be prepared to revise the vision statement at any time.
Vision statements are not etched in stone and can be revised as needed. When you lose the weight you initially stated, you may wish to lose more, so revise it and begin again – don't forget to list the subgoals and reward your accomplishments.

The good news is you have 365 days, 52 weeks, and 8,760 hours to accomplish your vision. Use the time wisely, achieve your goals, and feel good about your triumphs.

10 Ways to Organize Your Office with Labels

2010-12-18T09:22:00.000-08:00

Do you dread going into a file cabinet because it will take you longer than necessary to sift through the endless files to find what you need? When a co-worker asks you for a document, do you become frustrated because you can’t find the information? Dymo labels can help you organize your office and make you an organized dynamo! Here are 10 ways you can organize your office with labels:

1. Find files easier and faster.How many paper cuts have you gotten from trying to find a file in a cluttered drawer? Using labels to identify folder contents is going to make your life a lot easier and reduce the use of band aids.

2. Organize the supply room.Walking into a storage room is like venturing into the jungle; it’s scary and will take a long time to get through. Placing a label on each container, box, and shelf will help you identify items so that you won’t waste valuable time searching for items.

3. Personalize your work space.Staplers and calculators are the top office items that become missing from the desk. Using a label to identify desktop items will keep the “office thieves” from helping themselves to your supplies.

4. Creating notices for instruction.“Do not turn off the lights.” Or “Dial 0 for the operator” are examples of labels that can be made for creating notices for instruction. Post it notes are useful; however, the longer they stick the more they become crumpled and fall off.

5. Labeling tabs, dividers and notebooks.In a meeting, it is very embarrassing to be asked to look for information in a 3” binder with more than 200 pages and need to go through each piece of paper to find it. Using labels to note tabs and dividers in notebooks will assist in finding the information more quickly.

6. Label computer hardware (tower, monitor, keyboard, etc).When you need to send your computer software to the ITR department, labeling your computer hardware with you office number, will make their job a lot easier to identify where the equipment will be returned.

7. Identify CDs/diskettes/DVDs.You will have professional looking audio library and be able to find what you need faster by putting customized labels on each.

8. Reference resource manuals and books.In a vast library filled with resources and manuals, it can become cumbersome looking for specific information. Placing labels on each book will reduce the time it takes to find what you need.

9. Designate holders and boxes.The ‘inbox’ and ‘outbox’ are always getting confused. Placing a label to distinguish between the two will make your job a lot easier.

10. Customize binders, presentations, and portfolios.
Placing a label on the binder’s spine and cover will add a professional look and you will be able to locate what you need faster, especially if you have binders that are the same color. Presentations will portfolios will also look more professional and creative with customized labels.

When I was asked to try out the Dymo products, write an article about my experience, and receive compensation, I was impressed with the many ways I could organize my work space. An organized office means increased productivity, efficiency, and professionalism. Labels can add creativity to office equipment, documents, supplies, and any other items or materials you wish to personalize. You can make your worklife simpler by using Dymo labels.

How Lucky are Potlucks?

2010-12-05T10:20:00.001-08:00

'Tis the season for potlucks. The company potluck is always a favorite of mine because I enjoy socializing with employees in a setting that is relaxed and fun and the smorgasbord of great food to choose from seems endless.

Even though potlucks are fun, they have some negative experiences. A few years ago, I chipped a tooth on someone's homemade cookies. A co-worker had an allergic reaction to the bean salad because it had peanuts in it. These and many other horror stories can make a potluck event not so lucky. Here are a few tips on how to keep potlucks lucky for everyone:

Place identification cards on all dishes.
Even the obvious chicken casserole can be something else. Naming each item will let attendees know what they are eating and remove guess work.
Seperate the dessert, salads, and entrée tables.
Grouping identical items on separate tables will lighten the lines and give people options as to where they would like to start their feasting.
List ingredients for dishes that include highly allergenic foods
Studies show that 90% of the following foods account for allergic reactions: peanuts, shellfish, milk, eggs, soy, wheat, and tree nuts. Listing food ingredients will eliminate allergic reactions and illnesses.
Go easy on the salt.
When making a dish for others to enjoy, remember that all taste buds are different. Some employees may have illnesses or conditions related to salt content (ie. high blood pressure). If the recipe calls for high salt content,
Compile an employee potluck cookbook
This is a great take-a-way from the event. Employees get to sample different foods and can make them at their leisure.

Potlucks bring employees together in a social setting, using the ideas listed will keep these events enjoyable, safe, and away from emergency rooms for the holidays. Happy eating!

10 Uses for Dymo Label Makers That Make Your Work Life Easier

2010-11-26T10:52:00.000-08:00

Today’s busy office requires more file and inventory storage, document management, and mailing and shipping capabilities, among other things. Dymo label makers can make your work life more organized and productive. I have had the pleasure of using the products which have made file finding easier and the creation of professional looking documents. Here are 10 effective uses for a Dymo label maker to enhance your office productivity:

1. File folders
Labeling file folders is the oldest organizing trick in the office. When you open your file drawer filled with hundreds of files, how long does it take you to find the file? Labeling file folders saves “finding time” (especially if they are the same color) and the possibility of paper cuts from an extensive search.

2. Postage
Printing postage in the office is huge time saver and increases productivity. Print postage labels directly from your desk – no more standing in line at the post office or mailroom!

3. Mailing Address Labels
Ship packages quick and easy! Use Dymo’s mailing address labels to use for all size packages and parcels for fast and convenient mailing.

4. Name tags/Visitor Name Badges
Print name tags for event attendees and name badges for visitors with ease using Dymo’s adhesive and non-adhesive name badges, both standard and time expiring, plus name badge clips. DYMO sells horizontal as well as vertical badge labels to best fit your needs.

5. CDs/DVDs
Technology has afforded us the ability to store documents, presentations, and other media elements on CDs and DVDs. For a professional and creative look, use the Dymo media labels, they come in different colors, styles, and sizes – perfect for CDs, DVDs, and diskettes.

6. Office Storage Containers
Need an easier way to find office supplies? Use embossed labels that come in a variety of colors to find inventory quicker.

7. Business Cards
Going to a meeting or event and need more business cards? Printing business cards in the office provides convenience and saves time and money. For a more innovative business card, print special messages, logos, or graphics at no additional cost.

8. Holiday labels
‘Tis the season to send out holiday cards and thank you’s to customers, clients, and co-workers. When you send the gift add a professional looking holiday labels that will make people appreciate the “special touch.”

9. Preprinted Business or Company Brochures/Pamphlets
Did you need to add additional information to a business brochure but had 1000s left, and spent $1,000s more to reprint the document with the new information? Next time, use the Dymo labelmaker to create labels with the new information and place one on each brochure, this saves money and paper – Go and Stay Green!

10. Receipts
Bookkeeping and accounts payable/receivables can become tedious if you don’t have the proper documentation and backup. Printing receipts is a convenient way to keep track of expenditures and purchases.

When I was asked to write this article about the 10 uses for Dymo labels in exchange for compensation, I was excited because work has not become a chore anymore; I have been able to get organized, increase productivity, and create professional looking documents. Visit Dymo’s website for more ways to use labels to enhance your office productivity.

Are you the best or the best of the worst?

2010-11-19T18:07:00.001-08:00

There are two kinds of employees in the workplace, those who are the best and the ones who are the best of the worst. Both can survive the daily stresses of the job, perform the duties that are required, and get a paycheck, but the level of success depends on whether he or she is the best or the best of the worst. The table lists 7 characteristics to distinguish between the two:

The Best	The Best of the Worst
Seek answers	Wait for questions
Proactive	Reactive
Get a paycheck for working	Work to get a paycheck
Go the extra mile	Stop at the destination
Give more than expected	Give what is needed
Solve problems	Cause problems
Look to improve	Are content

The two employees can be compared to a superhero and his sidekick. The superheroes are always remembered, solve problems, and give 110% each and every time. The sidekicks (and I love them too!) wait around for instructions, help out as needed, and are oftentimes forgotten about until the next crisis and the superhero comes to saves the day. Which kind of employee are you?

Office politics – abstaining from the office political arena

2010-11-04T09:43:00.000-07:00

In the past few weeks, political campaigns were running on overload, you may have received a phone call from an automated voice advising you to vote for a specific candidate, the commercials seemed to be out of control, and the media was having a field day with the many interviews and debates between candidates. Now that the excitement has somewhat dwindled, there is a pressing issue that candidates won’t talk about because it is beyond their scope – Office Politics.

You know the game…the players are the backstabbers, brown nosers, bullies, the cliques, office gossips, extreme go getters (do whatever it takes to get ahead), and the list goes on and on. Getting involved in office politics causes physical and emotional stress, disgruntled co-workers, low productivity, and deteriorates your professionalism.

This is an election that is ongoing and no one person is right for the job! Even if you say you don’t want to participate, sometimes you have NO choice. So how do you stay out of the office political arena?

1. MYOB – Mind your own business
Simply put, don’t get involved! Minding your own business means, staying away from the office gossip and not helping the spread of rumors. Do your job during the time you are there and go home and don’t think about work!

2. Don’t entertain those that are running a campaign.
Think of all the flyers, commercials, and mailings leading up to the election. Now think of how the ‘office politicians’ try to ‘rope you in’ or get you to concede to their views. They bend your ear with the gossip or their personal opinions that are usually negative – refrain from commenting or what I call ‘chiming in’ on their rants. In other words, don’t cast your vote.

3. Know who you are dealing with and act accordingly.
You have heard of the old saying, “keep your friends close and your enemies closer?” Do just that. If the office gossip is always making conversation with you, don’t give them any information (remember tip #2) personal or professional. I guarantee they will relay that information to someone else and before you know it, you are the topic of today’s episode, As the Office Turns! Be careful, be cordial, and most importantly be aware!

Don’t let office politics and the office politicians pull you into the voting booths, become a member of your own party and abstain. This is one election where it’s ok NOT to vote!

Become a Dynamo Using A Dymo

2010-10-30T14:01:00.001-07:00

I recently asked a group of people who know me very well, 'If there was one word that you would use to describe me, what would it be?' Some said, 'beautiful,' 'talented', 'dynamic,' and a 'dynamo.' The 'dynamo' response got me intrigued, so I asked 'Why?' The answer was because I am so organized and efficient. I was very flattered, but I couldn't take all the credit, I have help. The Dymo LabelWriter 450 Twin Turbo is a contributor to my success.

When I was asked to "try out" the Dymo LabelWriter 450 Twin Turbo and keep it in exchange for writing a product review, I was very excited. I wanted to test the efficiency of the product because of its dual sides, which has the capability to print labels and stamps at the same time. That's the first thing that attracted me. Second, was the quick setup – plug it into the USB and download the software – 5 minutes! Third, I am able to print labels for envelopes and stamps in a matter of seconds! The other day, I printed 17 labels and stamps in 1 minute! My co-worker was amazed at how fast I was done with the task. Her words were, "Dewoun, you're a dynamo!" I thanked her and said, "It was the Dymo!"

10 Scary Excuses to Give Your Boss for Missing a Deadline

2010-10-30T13:17:00.001-07:00

"You didn't remind me."
"Why bother with a deadline? You're going to give it back to me with corrections anyway?"
"I need an extension."
"My dog ate the final draft."
"I accidentally shredded it."
"My break lasted longer than I anticipated."
"When was the deadline?"
"What project?"
"I got really busy and lost track of time."
"I didn't have time."

Happy Boss’s Day! Top 5 Gifts you can give your Boss on Boss’s Day

2010-10-15T07:28:00.000-07:00

Boss’s Day is on October 16 and I have heard a lot of buzz about suggestions for gifts for those great bosses. Flowers, candy, ties, and other materialistic items are a wonderful way to show your appreciation to the individual who serves as a model of leadership in your organization, but why not give your boss something that lasts longer than the shelf life of a bouquet of flowers? Here are 5 gifts you can give your boss that will make a lasting impression:

1. Your Presence
I was talking with a good friend and when I asked her what she was getting her boss for Boss’s Day she said, “My presence is his gift.” Then I thought about it, she is right, in a weird, roundabout way, but I need to expand on that thought. The fact that you come to work and do your best each day is a gift that reaps massive awards, most importantly a paycheck, as well as respect and accomplishment from your supervisor and peers.

2. A Break
Everyone is not perfect, try not to harp or reflect on your boss’s flaws. Give your boss an opportunity and a chance to be a good leader. Be open to their leadership style.

3. The Benefit of the Doubt
Believe that there is something good about your supervisor, rather than something bad. There is a little good in all of us!

4. One good reason why you are the best for the job
There are a line of people outside waiting for you to leave that job; it’s called the unemployment line. Be grateful that you have a job and show your boss your gratitude each day. Remember the rewards!

5. Peace of Mind
Give your boss the comfort in knowing that you are a team player and can accomplish daily tasks and projects with no problems.

Giving your boss a ‘thank you’ gift is a great way to show your appreciation, but giving gifts that last a longtime, mentally and emotionally, will build positive relationships and make your work environment more pleasant than the sweet smell of flowers that are going to die in a week.

Rules for the First 90 Days in the New Job

2010-10-10T19:15:00.000-07:00

Congratulations on getting that new job or position! You are about to embark on a new journey that will be exiting and enlightening! Whether you are transitioning from unemployment to the new job, going from an old job immediately into a new one, or moving from one department to another, the first 90 days are crucial and will set the course for your success. This opportunity equals a new boss, new responsibilities, and new workplace relationships. Here are five rules to use in the first 90 days to ensure longterm success:

1. Learn more about the company/business
You did your homework about the company well enough to be selected from the pool of candidates, but the assignment has just begun. Memorize the mission/vision statement for starters. Review the organizational chart so you know the members of upper management and subordinates. Identify who you will be interacting with as a result of your job responsibilities. Now is the time to become more familiar with the business, its purpose, and environment .

2. Build Positive Workplace Relationships
Establishing positive workplace relationships is important in the first 90 days. The best way to do this is to observe your co-workers work ethics and styles. Identify which employees make an impact on your job responsibilities and monitor how they work. In your journal (see rule #5), be sure to note colleagues’ work ethics so that you know how they “operate” and can adapt accordingly.

3. Observe
Become a people watcher. Observe the behavior and mannerisms of your fellow co-workers. If you are being trained by someone, monitor their behavior and how they interact with people, there is a lot to be learned if you just look and listen.

4. Set Goals
In the first 90 days set 3 goals, one per month. Make them small and easy to attain, such as organizing a desk space, memorizing the mission statement, or walking through each department of the company to become familiar with the environment. Then prior to the end of the 90 days, conduct a self-evaluation. This is a good time to note whether you have concerns or questions for your supervisor and identify any processes that are unclear. If your supervisor will be conducting a 90 day evaluation, have your self-evaluation prepared to compare results. This will show the company that you are dedicated to your success in the new position.

5. Take notes – written and mentally
Not only are you going to be learning new procedures and policies that will require some note taking, you should also take mental notes of employees’ behavior, desk and office space, and where specific departments are located. It is a good idea to keep a 90 day journal and each day write down who you encountered, your feelings each day, or any other thoughts you may have pertaining to the workplace. This will help you conduct your self-evaluation and identify areas that may need clarification.

The first 90 days in a new position are important to your success in the new job. Learning more about the company, building positive relationships, observing, setting goals, and taking notes are vital rules that will assist in favorable outcomes to ensure a more productive and less stressed environment.

Worklife Line Chat Monday, October 4 - "Rules in the first 90-Days of New Employment"

2010-10-03T14:25:00.000-07:00

Join Worklife Line Chat Monday, October 4 at 7 p.m. CST.

Topic: Rules in the first 90-Days of New Employment
We will be dicussing the 5 rules you will neeed to set the course for success in the first 90-days at a new job

Dial-in: 712-432-3030
Conference Code: 1511

Product Review – Dymo Label Manager 260P

2010-09-22T14:47:00.000-07:00

Do you have files without file labels? Are you using an entire sheet of blank file labels just to make two or three? This past week, I had the pleasure of reviewing the Dymo Label Manager 260P label maker and blogging about it, in exchange for keeping the item. It has definitely made my workspace more organized.

This portable, handheld, wonder is user-friendly and prints labels in seconds. I have been able to organize my files more quickly and take it with me throughout the office and make labels. It also provides convenience and flexibility and I save paper because I am not using full sheets of blank labels.

Other features include:

• Large 1.18" x 2.36" screen displays two lines of label text
• Graphical display lets you see text effects on screen before you print.
• Work faster with an improved user interface that displays all menu options onscreen without scrolling, and includes intuitive icons for formatting options
• Customize labels and add emphasis by choosing from 3 fonts, 6 font sizes, one of the many styles, and one of 8 different box styles or underline
• Uses DYMO D1 labels in 1/4", 3/8" and 1/2"widths
• Powered by a rechargeable lithium-ion battery – the same technology used in mobile phones and laptops
• 9-label memory and “save text” feature
• Print up to 10 copies of the same label
• Enter text quickly using the familiar ABC-style keyboard
• Quick access to special symbols including punctuation and currency

What more can you ask for in a convenient, easy to use, and fast- acting label maker? For more information on this and other Dymo products visit their website. Organize your office and your life with this item! I highly recommend it!

Are you making the grade? Determine your employee type

2010-09-22T13:00:00.000-07:00

The workplace is filled with different people with different personalities and attitudes about their colleagues, job responsibilities, and the company. Identifying which employee type you are will give you a better outlook of how you can be a more effective, productive employee within the workplace, especially if a change in your attitude and behavior is needed before it’s too late, resulting in a negative performance review, conflict amongst co-workers, or termination.

Type ‘A ‘Employee
• Good attendance record, arrives to work on time
• Meets all deadlines
• Goes with the work flow (team player)
• Shows respect and works well with other employees
• Positive attitude, go the extra mile
• Owns up to and learns from mistakes

Congratulations! Type ‘A’ employees are a dime a dozen. Even though you make mistakes, the important factor is you learn from them and you move on. When you are having a bad day, no one else knows it. Enhance your professional development by mentoring an employee. Keep up the good work!

Type’ B’ Employee
• Misses deadlines occasionally
• Maintains a good working relationship with colleagues
• Favorable performance reviews
• Submits quality work assignments
• Predominantly has a positive attitude

The workplace is filled with type ‘B’ employees. Type ‘B’ employees get the job done, are reliable, and dedicated to doing a good job. Their work is submitted in a timely manner. Most type ‘B’ employees emphasize getting done what is required or requested of them. Enhance your professional development by going the extra mile – take on a new project, ask a co-worker if they need help on a project, or attend a professional development training, seminar, or course.

Type ‘C’ Employee
• Misses deadlines frequently
• Lack of respect for 1 or more colleagues (and it shows)
• Frequent episodes of miscommunication with other employees
• Calls off due to the necessity of “mental health days”
• “Going through the motions” – little effort put forth for work tasks
• Frequent errors evident on final projects and work assignments

The Type C employee is someone who is beginning to lose passion for their job. Perhaps poor management is a factor (read my previous blog about Workplace PMS – Poor Management System) or maybe the environment is becoming unbearable, whatever the case is, it is not too late to fix the issue. Resolve conflicts, create to-do lists and stick to them, and find the passion you once had for your job.

Type ‘D’ Employee
• Feelings of “just working to get a paycheck”
• Despises job and people who work there (and it shows)
• No effort put forth for work tasks
• Negative attitude about workplace and the company
• Doesn’t own up to or learn from mistakes
• “Clock watcher”

A type ‘D’ employee is the person who hates to come to work and it shows in their job performance and attitude. If you are this type of employee, an attitude change is needed. Just as you are acknowledging that you are a ‘D’ employee, your superior and others know that you are a D employee as well and you may not be happy with the outcome.

Regardless of your employee type, there is always room for improvement. Use your talents to your advantage and let others benefit.

Top 10 Business Email Pet Peeves

2010-09-10T09:44:00.000-07:00

1. Forgotten attachment
Have you ever forgotten an attachment and had to resend the same email apologizing to recipients for the second email notice? Use the FREE software FAD (Forgotten Attachment Detector) and you will never forget an attachment again.

2. Grammar and spelling errors
Nothing says unprofessional more than an email filled with grammar and spelling errors. Before sending the email, print it and read it aloud. If you have time, save the email as a DRAFT and come back to it later, not only will you find mistakes you may also have more content you would like to add.

3. Too lengthy
If the email is more than 3-4 paragraphs in length with more than 4-5 sentences, pick up the phone and call the individual or go see them in-person (if possible). Important information can be missed or misunderstood in a long, drawn out email. To avoid the miscommunication of email notices, keep it short and simple. If several recipients are involved, perhaps you should consider holding a teleconference.

4. Emotionally charged
Ever received an email from a colleague or supervisor and you could read the anger, disappointment, or stress in the message? How did you feel after you read it? You want to respond immediately, right? WRONG! Never send an email when you are not at your normal emotional state of mind. Take time to think about your response that will be professional and fact driven, not emotionally charged. Remember, what you say will be in writing forever!

5. Too many FW: FW:
If you have received a message that has 2 or more FW: and need to respond, do yourself and the other recipients a favor and change the subject. Update or revise the subject line to reflect the new email topic. Emails with numerous ‘FWs’ are overlooked or sent to the Spam folder.

6. Wrong recipient.
Beware of the auto fill-in feature in MS Outlook. This feature is great time saver when filling in email addresses as you begin to type them, but be very cautious of the choices that are recommended. If you have three people with similar names and you wanted to send an email to your boss but you send it to your friend, it can be embarrassing and the worst part is you didn’t realize that your supervisor never received the email.

7. No subject line
Inform recipients of what the email is regarding, often times emails without a subject line will not be read for fear of viruses or will be sent to Spam.

8. Attachment can’t be opened due to incompatibility of software
This has been a growing issue in companies that have updated their MS Office package while others are still using Windows 98. Be mindful of who you are sending documents to and send them in a format that is compatible. For example, save the Word document in ‘97-2003’ format that way anyone can open it whether they are using MS 2003, 2007, 2010.

9. Improper Use of Texting Shorthand
Texting has become a method of quick communication; however, it should not be included in business email communication. Shorthand, such as LOL (Laughing out loud) and BRB (Be right back), are not appropriate to use in business notices and believe it or not, there are people who do not know what they mean.

10. Too many recipients
Mass email messages with numerous recipients in the ‘to’ and ‘cc’ fields can get long. Include all email addresses using the ‘bcc’ field and place your own email address in the ‘to’ field. This feature will not make the message appear long, other email addresses remain confidential, and you will have a copy of the email on your Inbox to use as follow-up.

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The Seven Laws of an Effective Leader

2010-08-30T22:17:00.001-07:00

1. Delegate don't dictate.
Assign tasks evenly amongst members of the team or committee, provide full explanations verbally and in writing, and provide deadlines for completion with follow-up dates built into the schedule.

2. Communicate don't confuse.
Fully explaining tasks will eliminate confusion down the road. Pay attention to non-verbal cues of confusion (raised eyebrows indicating a surprised look, blank stares, squinting eyes, etc.) this may be a sign that you need to provide additional information. Ask clarifying questions to ensure understanding.

3. Help don't hinder.
Be available to assist with tasks that have been assigned. There may be questions regarding procedures or some clarification needed, provide feedback and explanations; help the person understand what is expected of them and how the task can be completed.

4. Compliment and compensate.
Give compliments on a job well done to members of your team, co-workers, or colleagues. Thank them for their assistance. Compensate by giving rewards for their efforts and accomplishments; for example, publicly acknowledging people for their efforts in a team meeting is a form of compensation and builds loyalty amongst the team members.

5. Guide don't criticize.
Everyone makes mistakes. Guide your team members on the path to correct the errors and learn from them.

6. Prepare don't procrastinate.
Set deadlines and create check-lists and to-do lists and most importantly, stick to them! Procrastination is the root of all evil, team members will lose faith in your leadership, feel pressured, and will not give 110% due to negative experiences.

7. Be open to suggestions.
Letting team members know that you are open to suggestions builds confidence and trust and creates a comfort zone. Team members will be more open to voicing their thoughts and comments if there is a level of trust and comfort. Confident team members are more productive than intimidated or fearful team members.

Miscommunication, Misfiled, and Misplaced = Misrepresentation

2010-08-22T20:33:00.000-07:00

A work day consists of filing, answering phones, greeting visitors, and a host of communication efforts with coworkers, supervisors, and customers, plus other duties and responsibilities that can get overwhelming. When we get distracted, it becomes easy to miss things. Here are a few tips to avoid missing items so that we are not misrepresented.

1. Miscommunication - Communicate effectively
Nine-tenths of the serious controversies which arise in life result from misunderstanding. Miscommunication consists of giving the wrong impression, not fully disclosing details, or not providing information at all. This is a common problem in the workplace and can create longterm problems. The best way to combat miscommunication is:

• Provide as much information as possible
• Make sure that you are understood
• Listen for feedback
• Look at non-verbal cues to ensure comprehension. For example, if you are speaking to someone and their eyes become widened, ask if they have any questions about what was discussed. This could mean that they are shocked, surprised, or confused. When there is a communication breakdown, address the issue immediately. This will eliminate problems later.

2. Misfiled - Get organized
Statistics show that we will touch the same piece of paper at least 21 times in a day. The best way to get organized is to start with your desk. How many piles of paper do you have on your desk that needs to be filed away? How many times do you search through those piles in an attempt to look for a document that isn’t there? Schedule time in the day to file documents or keep a pile of “frequently referred to” files on your desk for easy access.

3. Misplaced – Develop a system

Whether you are looking for a paper document or searching for an electronic file, developing an effective system will increase productivity and efficiency.

• Paper Documents
Use the color coded system for filing (ie. finances are green, vendor files are yellow, meetings are blue, etc.). Not only will this filing method allow you to locate files easily, it will be simple to file items away later, especially if the file drawer has multiple files. In any filing system, be sure to adhere to point #2 about getting organized and filing documents immediately so that your piles don’t grow piles!

• Electronic Files
Decide what needs to be retained and what can be deleted. Then determine what electronic file folder will store the document. If you are submitting a draft of a document to someone else for review or proofreading, include the file name and path at the bottom of the document so that it can be easily found at a later time. Another tip is to create a folder on the desktop entitled, “Today,” and all items worked on that day can be placed until they are finalized and can be stored in its respective folder. Be sure to delete it from the “Today” folder to eliminate duplicate documents.

You will spend most of your time in the workplace, practice effective communication, organization skills to empower you to be a productive employee.

Effectively Deal with Anger in the Workplace

2010-08-10T18:41:00.000-07:00

JetBlue flight attendant, Steve Slater was fed up. He couldn’t contain his anger any longer and allowed a rude customer to enrage him to the point that he quit his job, but on the way out, he verbally displayed his anger, took some items from his place of employment, and left in an unorthodox way (as if his tactics for quitting weren’t unorthodox enough). Was there a better way to handle the situation? Yes! Here are four ways to handle a difficult person:

• Call for assistance.
The passenger clearly did not want to regard the rules of airline safety and Steve needed some additional help in getting his point across. He should have tried to call a fellow flight attendant to assist him with the difficult passenger. This would have provided Steve with backup from other co-workers, which would have relieved a level of stress because he would not have been the “lone ranger” in the incident.

• Think before you react.
Perhaps Steve really wanted to quit his job and this was a good time for him to do so. Now, what about the consequences? He has criminal charges pending, his professional reputation is scarred, and he is out of a job. If Steve had taken a moment or two to rethink his reaction he may still be employed.

• Remain professional.
Was it necessary for Steve to release his anger on the intercom system? What did other passengers think of his tirade? Maintaining a professional image means remaining tactful, cordial, and respectful to others. Releasing anger is therapeutic and relieves stress, there are other ways to effectively release anger such exercise or venting to a friend or yourself.

• Report the person and the problem immediately.
Steve already had a tough time in getting the passenger to comply with his requests, the insult to injury was literal; Steve was hit in the head by the passenger’s luggage. This incident should have been immediately reported to authorities and the problem and the passenger would have been dealt with accordingly.

Dealing with difficult people is a skill that requires patience, each situation means your reputation, career, and sanity are on the line. If the situation is beyond your control, seek help immediately before you have regrets later.

Dealing with Workplace P.M.S. - Poor Management System

2010-08-08T21:56:00.000-07:00

Do you feel as though your company does not value you as an employee? Does it seem like management does not support its employees by not offering incentives for growth and professional development? Or do you feel as though there is no room for advancement in your company? If you answered yes to any of these questions, you may be suffering from “workplace PMS.” P.M.S. or a Poor Management System is condition that embodies many companies due to economic times, change in company practices, and company personnel.

Workplace PMS is the worst pain to deal with because there is a systematic breakdown within the company that is usually accompanied by more than one symptom. The breakdown begins with management and has a trickle down effect that eventually causes all employees to feel the “aches” and “pains.” Here are some symptoms of workplace PMS:

• unresolved conflicts
• poor communication between management and employees
• lack of support from upper management
• low employee morale

First, you begin to feel inadequate and undervalued, then you begin to despise your job and the people you work with; eventually you feel as though you are just going to work to get a paycheck. If you are having any of these feelings, here are ways to cure workplace PMS and regain control of your worklife.

1. Let your voice be heard.
If you have a suggestion, voice it. If you have an idea on how to improve business practices or department procedures or tasks, tell your supervisor and be sure to put it in writing. Upper management are not the only ones with the ideas, they may be missing something because they cannot see what you see.

2. Show your worthiness.
Ask to work on a new project or volunteer to assist a colleague. Going the extra mile will show the company that you are capable of doing your share and then some. Give 110% and the Return on Investment will be double. Opportunities will arise and you will be regarded as an asset.

3. Remain positive in times of change.
Businesses change policies and procedures constantly. Showing resistance or negativity will make your job harder and ultimately upper management will see it. Keep a positive attitude when changes are implemented, when asked for feedback, give your honest feelings and be tactful, professional, and respectful.

4. Prove to management that their support is important.
If you want to take a course or attend a workshop and management is reluctant to pay for your professional development, outline the value and how it will benefit you as an employee. Provide specific details and objectives that align with the company’s objectives/goals/mission.

Workplace PMS surfaces regularly and stays around for a long time. Being able to effectively deal with a poor management system will make it easier to come to work and do your best. Don’t let workplace PMS control your worklife; you will feel better at the end of the day.

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Thinking Differently about Difficult People

2010-07-27T22:07:00.000-07:00

Dealing with difficult people can cause us to lose focus, productivity, and increase stress levels. The ability to handle people we have negative feelings about can cause the office atmosphere to become unmanageable, stressful, and in some cases hostile. In order to effectively deal with the backstabbers, stubborn, mean-spirited, micromanagers, gossips, and the host of others that make the list, we must evaluate our own perceptions of these people. This means changing your attitude. When you change your attitude, you are able to focus on the issue and get the job done in a stress free environment. Get on the 'A' list. Here are three ways in which you can change your attitude:

1. Acknowledge that you cannot change other people’s attitudes.
This is an important factor. We are constantly trying to make people conform to our values/beliefs and this can be challenging, especially since people have their own morals and values. Also, by acknowledging we cannot change other people’s attitudes, this will allow us to keep our emotions balanced and in check.

2. Accept that people are different.
Everyone has different values, perceptions, and beliefs; these factors make up our personalities. Accepting that we are all unique and come from different backgrounds builds respect for that individual which gives us a different perspective of them.

3. Approach the individual(s) in a manner that is appropriate to meet your objectives and goals.
Now that you have acknowledged that you cannot change them and accepted their behavior as a part of who they are as a person, now is the time to develop a strategy on how you will approach them. Developing the approach starts by not taking their behavior personal. Most of the time it is not about you, unless you made a mistake or the person has become offended by your behavior, in this case, there needs to be conflict resolution - address the problem immediately. Second in developing the approach, practice active listening skills by clarifying and paraphrasing what you heard so that everyone is on the same page.

Prior to interacting with this person, you should have an agenda or objective and seek to accomplish the goal(s). This will give you satisfaction so that you can move on to the next task; hence, the increase in productivity.

When you get on the 'A' list you will begin to change your attitude which will cause you to 1) be less stressed, 2) be more productive, and 3) your professionalism remains in tact.

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10 Ways to Enhance Your Worklife

2010-07-16T20:52:00.000-07:00

We will spend more time at work than we do at home. Enhancing your worklife will increase productivity, reduce stress, and maintain focus on job tasks. Here are 10 ways to enhance your worklife and feel more satisfied in your job.

1. Be proactive.
Look for ways to improve your professional development within your industry or field. Enroll in a class or attend a seminar. You are already on the right track by reading this blog – Thanks! Also, seek additional responsibilities and duties at work; show your employer that you are a team player and willing to go above and beyond the call of duty. Your employer will recognize your ambition and enthusiasm to help others and you will be awarded for your efforts.

2. Organize then Prioritize.
In order to effectively prioritize tasks, first you must organize your workspace. The ability to be organized allows you to focus and easily find documents and supplies you will need to complete projects. Organization means implementing an appropriate filing system (electronically and paper) and utilizing your task lists and calendar effectively so that you can locate items quickly when needed which increases productivity. Then you can properly prioritize your day and even the week (minus the mini crises).

3. Change your attitude.
We are always fighting battles we can’t win. The biggest problem is thinking we can change people, when in reality we cannot. Changing your attitude means changing the way you approach a situation or an individual. Put yourself in their shoes and develop a strategy on how interact with this individual. If your boss is a micromanager, give them what they want – facts, details, and frequent updates. Why? Micromanagers are people who are insecure and lack trust in their employees. If you provide frequent updates on your progress, they will develop trust in you and leave you alone (at least until the next project).

4. Learn something new.
Growing in the workplace is an ongoing process. You cannot expect to succeed if you don’t keep your skills up to date. Self teaching is easy via the internet. There are many websites that offer free online learning. HP offers free online courses in a variety of subjects. For more formal training, take a class or workshop. Then bring those skills back to the workplace and show your employer what you have learned and how you can apply those skills to your job. This adds to your performance review, resume, and skills.

If you can’t take a class, learn how to complete a new task or project at work. Shadow your supervisor or a tenured employee, and learn something new on the job. This will show your employer your interest in growth in the company and professional development. Again, the benefits will reflect positively on your performance review, resume, and add to your knowledge of skills.

5. Reward yourself.
Achievements are worth rewarding. When you complete a project, give yourself a treat. Did you handle a customer complaint effectively; buy something for your desk. You deserve rewards for accomplishments no matter how big or small. You will feel good about yourself and your work.

6. Conduct periodic self-evaluations.
Why wait for an annual review when you can be tracking your own progress? At performance review time, you can compare your self-evaluations with your supervisor’s version. Your supervisor will be impressed with your involvement in your own performance and you won’t be surprised by his evaluation.

7. Resolve stress related issues.
Stress causes us to loose focus and this is when mistakes are made. Health problems can occur, our attitude changes, and we become emotionally and mentally unstable in the workplace. Unfortunately, stress is unavoidable. When you are stressed, address the cause and resolve it. Rationalize the issue and think about solutions. Remain calm, if you need to remove yourself temporarily from the environment, leave the area for a few minutes, go for a walk to clear your head and focus on a solution. Take deep breaths, close your eyes and think of pleasantries. The main point is to resolve the issue before the stress and you become difficult to deal with.

8. Learn from mistakes.
If we don’t learn from our mistakes, how can we grow? The hard part is acknowledging that the mistake is a result of your own wrong doing, but this is the most important step in learning from mistakes. Own up to it! Apologize and devise ways in which the same mistake will not occur again.

You can learn from others mistakes as well. Take note of their errors and think of ways in which you would have acted differently. You may even be able to offer some advice.

9. Build positive relationships.
The workplace can become a stressful environment if you do not have positive relationships with the people who you spend a lot of time with – co-workers. Miscommunication becomes a factor and could make interactions unpleasant. Building positive relationships means thanking your co-workers for their help, giving them praise on a job well done, or just saying ‘good morning’ or ‘hello’ as you pass them in the hallway. When we have meetings and there is food left over, we invite people from the mailroom, reception areas, and maintenance staff to partake in the leftovers. This builds camaraderie, shows our appreciation, and they are willing to go the extra mile for you in your time of need or urgency.

10. Resolve conflicts.
Building positive relationships also means resolving the negative ones. If there is negativity in the workplace, fix it! Don’t let conflicts fester. Address the issue, sometimes the best place to resolve conflict is away from the workplace. Invite your co-worker to lunch or speak with them in the lunchroom or staff lounge. When resolving conflicts, the important thing to remember is to listen to what your co-worker and then create solutions to make the situation better. Be open-minded and do not accuse, point fingers, or assume the worse. Most conflicts are the result of miscommunication – so fix the problem by communicating.

Love what you do and you will never work a day in your life. Improving your worklife is essential to your growth and development. You will not only be more productive, you will be less stressed, and feel more fulfilled in your job.

Happy Anniversary to the Office Professionals Place - July 15

2010-07-06T12:24:00.000-07:00

It was one year ago on July 15, that I decided to use my experience and expertise to empower and motivate office professionals all over the world. With consultation and proper mentorship, the Office Professionals Place was born!

This has been a great year, I have networked with many professionals, conducted presentations, started writing a book, hosted webinars, and provided advice to the people who matter the most in the workplace – YOU!

Come celebrate the Office Professionals Place one year anniversary by participating on the first teleconference call dedicated to providing “workplace wisdom” called The Worklife Line Chat.

Every Monday, beginning July 19, 7 p.m. CST
Topic: New Beginnings – Finding a New Focus

Dial-in #: 1-712-432-3030
Passcode: 346621

The teleconference is appropriately titled, New Beginnings – Finding a New Focus.

We will discuss the following:

• Preparing for new opportunities
• Developing a strategy or approach
• Changing our attitudes

The objective of Worklife Line Chat is to provide a perspective to view your worklife objectively. I invite you to attend and become enlightened!

Join the “Worklife Line” Chat – Beginning Monday, July 19, 7 p.m. CST

2010-06-25T08:14:00.001-07:00

Statistics show we spend nearly 2,000 hours per year at work and this doesn’t include overtime. Essentially we will spend more time at work than with our families and even when we are not physically at work, we are still there mentally because we bring work home – discussing the work days events (good or bad, but mostly bad), bringing work home, or allowing ourselves to be accessible or on call even after standard work hours.

So because we will spend so much time with our second family – the employer, we need to be able to be effective and productive while maintaining stability.

Join Dewoun Hayes, Worklife Coach, on a weekly call to discuss work related topics that will motivate, inspire, and allow you to refocus your energies in order to do what we will be doing until we retire – WORK!

Those who will benefit from this call:
• Dedicated working individuals
• Unemployed, aspiring people seeking change, comfort, and support
• Managers, supervisors
• College students
• Stay at home moms/dads
• People committed to developing, improving, or expanding or their capabilities
• EVERYONE!

Purpose of the call:
• Offer weekly motivation and inspiration
• Share ideas/thoughts about your worklife
• Develop and improve interpersonal skills
• Provide personal empowerment

Every Monday, beginning July 19, 7 p.m. CST
Topic: New Beginnings – Finding a New Focus
Dial-in #: 1-712-432-3030
Passcode: 346621

This is an interactive call, share your thoughts and views about your worklife, get inspired from others, and find your motivation to complete the work week! There will be a different topic each week.

Proper Business Dining Etiquette

2010-06-17T08:31:00.001-07:00

I have been to lunches and dinners where people inadvertently take the wrong glass, use the wrong utensil with the meal, or display improper dining etiquette, such as starting to eat before everyone is served or talking with their mouth full.

What kind of impression does this make to your guests or table partners? If this was a formal business dinner meeting, these minor indiscretions could cost you and your company a valuable business connection. Here are some rules to make a positive impression at a lunch or dinner party positive:

Rule #1: Start from the outside and work your way in.
At the place setting, you will see forks on the left and knives and spoons on the right. Starting from the far left is the salad fork, then the main entrée fork, and the desert fork. On the far right, are the soup spoon, teaspoon, and the dinner knife. The first meal is usually the salad so you will use the fork on the far left. If the main entrée is the salad, then use the entrée fork (second in the middle).

Rule #2: Don't steal your neighbor's glass!
Your glass is always on your right. If you are in more formal gathering, you can have up to four glasses. They are usually arranged in a diagonal or roughly square pattern. The top left glass is for red wine. It will usually have a fairly large bowl. Directly below that you will find the white wine glass, which will be smaller. At the top right, you will find a champagne glass. Your water glass is on the bottom right. At more informal events, the water glass will be already filled so the guesswork is eliminated – remember it is always on your right!

Rule #3: Put your napkin in the right place
When you sit down, open your napkin and place in your lap. If you have to excuse yourself, and you are not finished with your meal, place the napkin in your seat. This says to the waitstaff that you will be returning. When you are finished place your napkin partly folded, never crumpled, at the left of your plate. Even a paper napkin should never be crushed and tossed into your plate.

Rule #4: Eat when everyone is served.
Don't start eating until everyone at your table is served. Then when your host, hostess, or senior person picks up their fork, then you may eat. I attended a luncheon and the person at my table was having problems with her lunch because she had dietary restrictions and her meal was the last to be served and took the longest. I did not eat until she was served.

Rule#5: Never eat with your mouth full.
This is out of courtesy and respect for your table partners so that food does not come out of your mouth. Who wants to see your food? If someone asks you a question, while you have food in your mouth, politely continue to eat it, when you take the last swallow, take your napkin to wipe your mouth, place it back in your lap, and then speak.

Rule #6: Don't forget the tip!
I was at a lunch meeting and people were wondering how much to tip the waitress. The rule of thumb is that a tip is typically 15 – 20% of the bill. If the service was extraordinary, tip 25%. Sometimes the tip is included for larger groups. In more formal settings, the following guide can be used to tip the staff:

Wine steward – 15% of wine bill
Valet - $2.00 - $5.00
Bartender – 15%-20% of bar bill
Coat check - $1.00 per coat

Of course, these rules change slightly if you are in foreign countries or will be dining with international guests, so don't forget to do your homework of their countries customs. Making a good impression is essential in business. I didn't mention the obvious rules like arrive at least 10 minutes early – never be late and never leave before your guests. If you practice good etiquette, not only will your guests remember you in a positive manner as a representative of your company, but the staff at the restaurant will remember you as well (good or bad!).

Copy and Pasters BEWARE!

2010-06-13T21:06:00.000-07:00

The Copy and Paste feature is probably the best invention since the ‘undo!’ And even though it increases productivity, eliminates key strokes, and cuts the time to complete tasks by at least half, there are some precautions that you should take when using this function. Below is a list of common mistakes to avoid when using the copy and paste feature.

1. Not changing salutation.
If the previous message was to Mr. Jones and the next one is to Ms. Baker, she may be offended receiving a message that starts off ‘Dear Mr. Jones.’

2. Review the content.
After copying the message, be sure that there isn’t additional or special information that needs to be added or deleted for specific individuals. If this is the case, perhaps the copy and paste feature should not be used.

3. Failure to Proofread.
If the original message had grammatical or spelling errors then all subsequent messages using the same message will have those same errors.

4. Half of the message was not copied.
Be sure to copy the entire message to be included in the message. Sometimes in haste, a word or phrase is omitted and then the message doesn’t make sense and it looks incomplete and unprofessional.

5. Two signature lines in the message.
The Copy and Paste tool is very helpful and cuts production time in half; however, if you are copying a message to paste in a new email, don’t copy your signature line because it should be included when you open a new message in email.

6. Forgetting the attachment.
Copying and pasting works for the body of the document but unfortunately, does not include an attachment. In an effort to remember the attachment, try using the ‘forward’ feature; remember to delete the ‘to’ and ‘from’ information from the previous email and the ‘fwd’ in the subject line.

The copy and paste feature is an effective function to use to increase production time and can make our lives easier, but if we aren’t cautious we could look unprofessional and the time it takes to resend the same message or calling to clarify the message could deter from other task.

10 Lessons Office Professionals Can Learn from Phil Jackson

2010-06-08T21:45:00.000-07:00

Phil Jackson, current coach of the Los Angles Lakers, is revered as one of the greatest basketball coaches in history. Nicknamed, the Zen Master, he has won 10 NBA Titles as coach and has the most championships in NBA history. Phil Jackson has a unique approach to coaching and has written several books on the subject. He is a success on and off the court.

Similar to basketball players, we learn the strategies (skills) we need to complete the tasks and responsibilities that are entrusted to us by our employer. Each day, we are on the court (workplace) implement “plays” (making decisions) so that we can stay in the game (remain employed) and ultimately reach the championship to reap the rewards (promotion). As office professionals, we can observe his coaching tactics and style and apply them to the workplace environment. Here are ten lessons office professionals can learn from Phil Jackson in order to be successful on the “court.”

1. Always Remain Calm.
Commentators have made remarks about how Phil Jackson always keeps his composure and is always calm, even when the game isn’t going in his favor. This is something to learn because appropriate results cannot occur if you are irrational or emotional. In the workplace, we are approached by difficult co-workers, demanding supervisors, and irate customers or clients who can test our patience. The important factor is to think before you react and most importantly, remain calm. Assess the situation and come to a conclusion of how to approach the situation as a calm, cool, and collected individual.

2. Concentrate.
Phil Jackson is always telling his players to concentrate on the game and stay focused. In the workplace, we must concentrate on tasks and projects for accuracy and completion. If our attention is diverted, we lose track and have to re-focus which by that time could be too late.

3. Take a time out.
Sometimes we have to get out of the game to rest and refocus. Sit down and think about what you are doing, now is the time to strategize about what your next play will be. As office professionals, we need to realize that we may need to take ourselves out in order to re-evaluate our current plan.

4. Own up to mistakes and do something about it.
As a coach, Phil Jackson allows his team to make mistakes and then expects them to correct them. In other words, learn from your mistakes. This lets his team know that we are all human and make mistakes in the game, it is our responsibility to acknowledge those mistakes and make plans to correct them.

5. Give 100 percent wherever you go.
From 1989 to 1998, Phil Jackson was able to lead the Chicago Bulls to six championships. Then he started the new millennium leading the Los Angeles Lakers with three championships. He has made his point clear that wherever you go, give 100 percent. When you leave a job or department, go to the next with one thing in mind, to be the best you can be and give it your all everyday!

6. Teamwork is vital to any organization.
Phil Jackson once said, “Good teams become great ones when the members trust each other enough to surrender the Me for the We." Trust within a team is important to its success and trust is built through communication. Just like a basketball team, workplace teams need to communicate with each other so that each member knows what the strategy will be to complete the task or project.

7. Take pride in what you do.
Phil Jackson always has his head held high, even when his team is losing and not completing the proper plays. At the end of the day, he knows he is a good coach and comes back the next day with the same attitude as the previous game. Take pride in what you do. I hear so many people when asked what they do for a living say, “I am just……” You are not “just” anything! Recognize that you make a difference in your job and that you are an important asset to the company. Office professionals are the backbone of the office, everyone looks to us for answers, we know what’s going on in the office at all times, and we know where everything is, so why wouldn’t we be assets?

8. Don’t let challenges deter you from your goal.
"People think I would never take on a team that has no legitimate chance to win a championship,... This is one of the major misconceptions about me. Success can be measured in many different ways. . . . Either way, I would find the challenge invigorating." If Phil Jackson would have looked at Chicago as a challenge and not accepted the position as head coach, who knows what the history of the Chicago Bulls would be. If you aren’t open to challenges, such as a new job responsibility, you may be passing up the chance of a promotion or at least letting your supervisor and others know that you are capable of getting the job done.

Throughout the day office professionals are approached with challenges and difficult situations – it’s a part of the job. As duties and responsibilities are increasing, so is the need for people to be able to solve problems effectively and come out on top. Approach a challenge as a way to improve or develop your skills, show the fans (colleagues) that you are the right person for the job!

9. Set goals.
"The ideal way to win a championship is step by step." Completing the steps to reach goals gets you to the reward. We need to set short and long term goals in order to complete our goals. Having a clear outline of what those steps are gets you one step closer to completion.

10. Always have a plan B.
"Yes, victory is sweet, but it doesn't necessarily make life any easier the next season or even the next day." Now that you have reached your goal, what do you do now? Plan for the next. Phil Jackson never stops at one win; he is always looking and planning for the next and so should you. There is always another set of goals that need to be accomplished, so start planning.

Think of Phil Jackson as your coach and you are in the huddle, he is asking you to focus and think about a new strategy to approach how you play the game. Come out of the huddle, charged up and rejuvenated and ready to start a new quarter with a new attitude. This is a good plan of success for office professionals and to get that “championship ring.”

Digital Detox

2010-06-07T18:21:00.000-07:00

A friend reminded me today that even though technology has made our lives so much easier and productive, we cannot forget that some age-old methods of getting tasks done are still effective. I was online completing a form that required a phone number and I didn’t have the phone number handy, while I was conducting a search on the internet, my friend got a regular phonebook and found the phone number before my page could load to show me the results of my search.

This made me realize that our fast, convenient gadgets are not always the most reliable. I thought about how prepared I was as an administrative professional for the possibility of a loss of the technology that I use each day. What if I couldn’t access the internet? If my files were lost, how could I do my job effectively? Here are a few ways to prepare yourself for the worst:

1. Backup electronic files.
Most businesses have an IT department that may take care ensuring that your files can be accessible if your computer crashed. But what if the IT department couldn’t access those files either? The IT department is just like any other department and they are not immune to system crashes and viruses although they should be more prepared. So what do you do?

As second in command of the office (next to the supervisor- we are really first in command because everyone rely on us, but we like to let supervisors think they are first- don’t tell the secret!) we should have a plan B if we are going to have to work offline.

My suggestion would be to backup your documents, electronic files, spreadsheets, etc. on a thumb drive that has sufficient memory; some people burn CDs of their files. In the event your system crashes or you get some terrible virus, you will be able to access documents and work on another computer while IT restores your data. And your supervisor would not have a heart attack because you need to print the materials for this week’s team meeting. A good practice is to perform a weekly backup of documents and files.

2. Backup SMARTPhone Data.
I have a Blackberry and would hate to lose my contacts and calendar, but stuff happens. Each day, I use the Blackberry Desktop Software to sync my computer. My contacts, tasks, and calendar are updated if there are any changes. If you don’t have the software, copy and paste the following link in your web browser http://na.blackberry.com/eng/services/desktop/. Did I mention that it’s FREE!

3. Organize paper files.
Even though we are encouraged to “go green,” there are still cases for which paper files are needed. Keep paper files organized so that just in case you need to access them, you can get to information quickly. Schedule a day or time to file loose documents so that your area is “clutter free.” Statistics show that 6 out of 10 administrative professionals touch the same piece of paper at least 21 times a day!

As an office professional, we are charged with maintaining and managing the office, this includes preparing for worst case scenarios and having an alternative plan. The possibility of losing electronic files due to viruses, crashes, and downed servers are situations that require a Plan B. Do you have a Plan B?

Increase Productivity with Keyboard Shortcuts

2010-06-04T08:46:00.001-07:00

Try these keyboard shortcuts to increase productivity time, and decrease the time it takes to complete tasks.

1. To minimize a window to your toolbar, press ALT, SPACEBAR and N.
2. To maximize a window to your full screen, hit ALT, SPACEBAR, X.
3. To reduce the size of a window without hiding it, press ALT, SPACEBAR, R.
4. To close a window, hit ALT and F4.
5. To go to the last window you had open, simultaneously click ALT and TAB.
6. To select one window when you have several open, hold down ALT, and maneuver by clicking TAB to the window you want.

Working by the 80 – 20 Principle

2010-05-31T20:22:00.001-07:00

The Pareto Principle or 80-20 rule has been a major concept in business management for many years. This theory was created by Vilfredo Pareto an Italian economist who in 1906 noticed that 80% of the land was owned by 20% of the people. The 80-20 rule simply means that 20% of causes produce 80% of the results/effects. For example, in the sales industry the Pareto Principle says that 80% of a company’s sales are due to 20% of the sales staff. Office professionals are approached with various tasks, deadlines, and projects each day. The ability to work by the Pareto Principle will allow you to effectively focus on projects and prioritize your day. Here are a few ways this concept can be applied to our everyday life:

1. Identify the focus.
Since we know that 20% of what we do produces 80% of the outcome, it is logical to say that if we want to be successful at what we do, we need to focus on the 20%. Look at it this way, if there is a document that needs to be proofread and we don’t find the mistakes, that document is going to make a huge impact. Receivers of the document may get the wrong interpretation or the wrong impression. So the 20% is very important.

2. Realize that little things do matter.
Many times there are smaller tasks that need to be completed in order to achieve the main objective or goal. Completing those smaller tasks will enable you to get to the 80% more quickly and effectively.

3. Prioritize.
Make a list of tasks and projects and next to each identify how long it will take to complete. The tasks that take the least amount of time and complete those first. This is the 20% that will ultimately have an 80% result.

Applying the 80-20 rule to worklife is essential to success. Identifying what needs to be completed in order to get to the major goal is important in any business or field. This principle will not only make your work day more productive, but also effectively manage your time and tasks.

The Office Professionals Code of Conduct

2010-05-21T22:34:00.001-07:00

In every aspect of business, there is a Code of Conduct. In order to be successful office professionals, we have to live up to that code of conduct. The "code" is a list of behaviors that we have to uphold in order to be regarded as highly effective office personnel. We are known as the "go to people," "the gatekeepers," and my personal favorite "the ones with all the answers." Our supervisors depend on us, customers and clients consult with us, and co-workers interact with us. Below is the office professionals' code of conduct.

I will manage the tasks and projects set before me appropriately so that deadlines are met.
I will communicate effectively and assertively so that there is a clear understanding of what is required and requested.
I will interact with co-workers, clients, and upper management with professionalism.
I will continue to improve and enhance my professional development.
I will take ownership of my mistakes and learn from them as well as others
I will be proactive rather than reactive.
I will never let them see me sweat.
I will excel in times of crisis and remain calm, cool, and collect.
I will seek results and be detail oriented.
I will perform my duties and responsibilities to the best of my capabilities.

As the need and responsibilities for the administrative professional grows, so will the code. Can you think of any others?

The Charge: Your Emotions – The Cost: Your Job

2010-05-11T09:52:00.001-07:00

I was reading a blog today about how a boss and an employee got into a heated argument that started in a morning meeting and then escalated into the afternoon. In the argument the boss brought up the job performance of the employee and how he wasn't showing productivity. Apparently, that was the straw that broke the camel's back and the employee stormed out of the office saying that he was done!

How could this situation have been avoided? Even without knowing the explicit details and the relationship between the boss and the employee, I can conclude that this is NOT the way to handle a workplace disagreement. Why? The Bureau of Labor Statistics reports that in April, the national unemployment rate is at 9.9 percent. Naturally, if unemployment is continuing to rise, so is the need for jobs. But of course, we don't think about these numbers as we are being coerced into a situation at work that could escalate our emotions and make us have regrets later. Here are some suggestions on how to halt the emotional train before it leaves the depot:

Take a breath and pause for an unlimited amount of time.
Again without knowing the specifics of the disagreement, we know that it started in a meeting. We have all attended meetings that have made us angry, maybe because it was a time waster, your boss took the credit for something that was clearly your idea, or because you don't get along with the attendees and you are uncomfortable. Whatever the reason, making a public statement of your disgust or allowing your body language to speak for you is inappropriate.

As difficult as it may be to sit in the meeting, JUST DO IT! If it is too difficult, be professional, politely excuse yourself, and go for a short walk and count from 50 (increase the number depending on your anger level) – backwards! By counting backwards and focusing on the numbers, it is more difficult to focus on the actual stress element and therefore, you become more relaxed.

Think before reacting.
Think about the ramifications if you react one way versus another. In your head, go over the different scenarios that could possibly occur based on your reactions. Nine times out of 10, overreacting would be a career killer and you will become a part of the Bureau of Labor's statistics.

Have a private conversation with the person who you have conflict with.
Take some time to "emotionally settle down." Just as you would not send an email when you are angry or upset, don't ask to meet with the individual until you have a clear, strategic plan of how you will approach the topic and express your thoughts. Leave feelings out of the equation!

Listen with an open mind to the opposition and be prepared to accept solutions that are not in your favor.
Not all resolutions will be in your favor. It is important to listen to the other person's views and take them into consideration. You may have to agree to disagree, but at least you will have expressed your thoughts in a professional manner and you will still have a job. Be assertive, state your case, and give and ask for solutions.

Truth Hurts. How will you deal with it?
When the supervisor in the above mentioned situation, started talking about the employee's job performance, it struck a nerve! Again, we don't know if this employee has been constantly informed of his job performance or if this was the first he had heard of it. When emotions are heightened, people begin to confess and "bring to light" many negative things that could further set off the emotional meter. The best way to deal with this is to ask for specific examples and then seek solutions on how to improve. Obviously, this supervisor is unhappy with this employee's work ethic, the employee should have inquired further to get more clarification- this is all a part of professional development and improving ourselves.

Learning how to diffuse a negative workplace situation can be difficult, but we need to start with ourselves. An attitude adjustment is just the beginning to conflict resolution and can be the means to a positive ending.

Avoid Conference Call Catastrophes

2010-04-29T11:39:00.001-07:00

Have you ever been on a conference call and couldn't get a word in because there were so many people on the call and they were talking over each other? Does it seem like nothing is accomplished on conference calls? Here are some ways to avoid conference call catastrophes and make the most out of teleconferences:

Determine the purpose of the meeting and how many people will be invited.
If the conference call (not to be confused with web conference) will involve more than 10 people, you may want to consider having the meeting in person and for those who cannot attend, have them call in. The larger the conference call, the more difficult it will be to manage.

Give Conference Call Rules prior to calling the meeting to order.
Give attendees "conference call house rules" for example, if they need to mute themselves, inform them of how to do so. If recording, let attendees know that the meeting will be recorded. Let them know that everyone's comments are important and Roberts Rules of Order apply. If anyone has a comment, wait until the chair asks around the virtual "teleconference table" if there are any comments and wait to be "recognized". Picture attendees seated in a conference room, this is the virtual "teleconference table." It is impolite to blurt out or cut people off, you wouldn't do it in an in person meeting, don't do it on a phone call.

Start on time and end on time.
Treat a conference call as if it was an in-person meeting. Always start on time and do your best to end on time by following the agenda and "table" topics that require more discussion. Typically, you will hear when another caller joins the meeting because there will be a "beep." Acknowledge the new caller by asking their name. If they are late, it is helpful to let them know what agenda item is being discussed--do not go over what has already been discussed--it's a time waster. The Minutes will bring them up to speed.

When making a comment or suggestion, state your name first so that minutes can be recorded properly.
This makes it easy for minutes to be properly documented and promotes meeting order.

Distribute the agenda/handouts prior to the meeting.
When you send the meeting announcement including conference call login information, attach the agenda and any pertinent handouts so that attendees will get a "heads up" of the meeting content. If it is possible, send the documents as one attachment and not several (ie. agenda, minutes from last meeting.)

Teleconferencing is another convenient and travel-free way for us to connect and get the job done and may be one of the easiest and cost effective meetings because there is no need to reserve meeting space and no refreshments to order. The effectiveness of each teleconference depends on the facilitator and the methods used to allow attendee participation and maintain meeting order.

2010-04-19T20:18:00.001-07:00

You may work for someone, but you are your own boss

Everyday millions of people throughout the country make the commute to work to spend at least 8 hours working with colleagues and one or more supervisors. We know this is true because we see and hear on the news how traffic is backed up and travel times are astronomical. All these people have one thing in common, besides being on the road at the wrong time every day that they are going to work for someone. Here is some food for thought, your supervisor has duties to the company and to you as an employee and you have similar responsibilities to yourself. The table below gives you a perspective comparison of job responsibilities between a supervisor and YOU:

Supervisor Duties to the Company	Your Duties to Yourself
Offer constructive criticism that is designed to help us grow professionally	Offer constructive criticism that is designed to help us grow professionally and personally
Allocate tasks and projects to be done in a timely manner	Prioritize and management your time with family, friends, and work
Make decisions for the good of the department and company	Make decisions for the good of you and your family
Regularly reviews the needs of employees and customers or clients	Regularly review your own personal needs
Reward employee performance	Reward ourselves for hard work (ie.vacation)
Sets goals and objectives pertaining to tasks, projects	Sets goals and objectives in order to manage and balance individual life events
Resolve conflicts and solve problems within the company	Resolve conflicts and solve problems within oneself
Know company policies and procedures in order to effectively make decisions	Know ourselves so that we can effectively communicate and interact with others

It's like working as a debt collector and you don't pay your bills on time. How can you expect to be a leader over others when you can't lead yourself? You have the ability to control your behavior and decisions. Take charge of your life, own up to your mistakes, learn from them, and grow to be a better person!

Acknowledge the Elephant in the Room

2010-04-11T16:19:00.001-07:00

Here we go again another Monday morning meeting. It is a difficult meeting to attend because it is a time waster - unproductive and boring. This week's agenda has the same items as last week's and again nothing is resolved. The only difference in this week's meeting, is you decide to mention how dissatisfied you are with the meetings. After a long dead silence, you finally decide to speak on the purpose of the meetings and give suggestions on how they can be more productive. To your surprise, everyone agrees, and a discussion ensues on how the meetings can become more productive! Finally, the elephant is acknowledged.

The ability to speak openly in a meeting is a part of being a professional and a leader. Leadership involves being able to tell others what is right as well as what is wrong and knowing that there may be some resistance, but this is how you feel and your opinions need to be expressed. Here are a few tips on how to acknowledge the elephant in the room and feel better that you did:

1. Abandon fear.

Fear is the biggest obstacle because when we are afraid we are restricted and we limit ourselves. How many times have you been in a meeting and had a suggested but was afraid to express it because of what others might think? Then someone else did and everyone thought it was the best idea next to sliced bread. The most effective way to get over fear is to face it – head on!

2. Voice the facts.

When making comments or suggestions as the result of some negative behavior be able to back up what you're saying. For example, if you are talking about the organization of the meeting or its purpose, reference meeting materials or if this is a meeting that involves a specific group and there are written rules and regulations such as bylaws, make reference to them so that everyone understands the source of your concerns.

3. Practice.

If you know you want to make a suggestion, practice how you are going to say it. Be mindful of your tone and speak clearly and concise. Choose your words carefully and use tact.

5. Don't place blame or make accusations.

Pointing fingers or making accusations at certain individuals will discredit your comments and others will look at you as a complainer. Don't make references to people. Stay focused on your issues and concerns.

Don't be afraid to acknowledge the elephant in the room; voice your opinions or suggestions, but always be professional. People will respect you and value you as a contributor to the meeting.

Overcome your Independency

2010-04-01T14:09:00.001-07:00

So you like to work alone and don't ask other s for help; you feel like the task will be done and done right if you complete it. Guess what you are on the road to becoming a micromanager. I call this an independency. Having an "independency" can cause stress from work overload, misuse of time, cause deadlines to be missed, and result in errors and mistakes. There are times when we are so independent that we leave others out not because we don't trust them, but because we are so used to completing tasks ourselves. Here are a few tips to overcome your independency:

Ask for help. This is the number one solution to independency. If you can avoid it, try not to wait until a deadline is approaching and then put pressure on someone else to assist you in completing the task. You may need to break the task into pieces and have several people complete each piece. The key is to ASK!
Plan Accordingly. Map a strategy for what you need to accomplish. Break the project down in parts and decide how you can complete each part. Set internal deadlines for yourself. Then reward yourself for meeting the deadlines. For example, I need to clean my closet (Spring cleaning long overdue!) this is a 3-part project – the top shelf, hanging clothes, and bottom half of the closet. This way I am pacing myself and getting rewards.
Manage yourself first then time will manage itself. If you can learn to manage yourself and eliminate stress, then you will be able to control your time and; therefore, appropriate tasks effectively. Here is a tip on how to manage yourself: Schedule time for YOU! There are 24 hours in a day and you are at work 8 – 10 of those hours, there is time to be spent with family and friends, house chores, school work, etc. Manage yourself by scheduling time to yourself – ½ -1 hour and in that time do something for YOU! Read a chapter in a book, write a poem, stare out the window; do something that is comforting. Then you will be revitalized and can refocus and can get more done; hence, time managing itself.

Get the independency monkey off your back and ask for help, devise a strategy on how to approach tasks, and stick to it, and learn how to manage yourself. If you can do either of these suggestions, you are on the road to recovery! I am not only the author, but I am also a client!

To Speak or Not to Speak?

2010-03-30T13:37:00.001-07:00

Have you ever walked past a co-worker and said good morning only to have no response or a blank stare? Do you share a cubicle with someone who doesn't seem to have two words to say to you? Does this behavior seem rude? Do you think this person does not like you? Here are some comments from people on the subject:

Honestly why does this matter? You are there to work not become best friends with people. While I agree it is a nice pleasantry to greet people with a cheery good morning or hello some people just don't...I wouldn't let it bother me at all.

I only bother to say good morning to people that I walk right past on my way in, which means I won't greet some of the people who work in my office all day. But if anyone wants to make the effort to say good morning to everybody, I will certainly reciprocate the greeting.

Some people are not morning people and just do not want to speak to people in the morning. And some people are just so into themselves that they don't focus on others around them until it suits them.

There are many kinds of personality types within the workplace and our #1 priority is to be able to work with all of them and get the work done. The reality is that some people just don't like to say 'good morning' or 'hello.' Perhaps they are having a bad day, or need to improve their interpersonal skills- nine times out of 10 it has nothing to do with YOU. The bottom line is: do what makes you feel good (as long as it doesn't offend others) and don't take it personal…..

If You Want Something Done, Thank Others for What They Do

2010-03-13T13:27:00.000-08:00

Have you ever ventured to the mailroom and requested a package be sent but it was past or getting close to deadline for drop-off to send special packages for the day? Did you ask a co-worker to help you on a project and got the feeling that they really didn’t want to help you? Getting others to perform tasks can be a challenge, especially when deadline are approaching. Below are some ways that will help you in making requests of others in or outside of your department.

1. Acknowledge People/Departments
Public acknowledgement is a great way to recognize your co-workers. For example, during staff meetings, acknowledge the work that other departments have done. In companies that have a mailroom and duplication/support services department, I find that these departments are the most neglected when it comes to recognition. Everyone within a company is a valuable asset, so let them know that they are appreciated.

2. Express Gratitude.
Ever had a meeting and there were refreshments left over? Why not call members from other departments and ask them to partake in some of the snacks. If you don’t have meetings with leftovers, a simple “thank you” is always welcome. This is a kind gesture that lets people know how you value their service and saves food from getting thrown away.

3. Ask for input/suggestions
If possible, before making a request ask for some input on how the project or task can be completed more efficiently. This shows that you are interested and open to suggestions.

4. Don’t let every request be an emergency.
This requires some planning and organization on your part, but even the most organized individual has emergencies. If it is a situation that requires urgent attention, be assertive and ask for help and apologize for any inconvenience.

Showing gratitude and appreciation is another workplace positive reinforcement method that can cause for productivity to increase as well as moral. Remember the old saying, “Treat others how you would want to be treated.”

The ‘Bcc’- Friend or Foe

2010-03-04T12:33:00.000-08:00

On average, we receive over 100 emails per day. The daily inbox is comprised of spam, junk mail, solicitations, marketing advertisements, greeting cards, friendly ‘hellos’, newsletters, and of course, business correspondence. In business correspondence, the Bcc, otherwise known as Blind Carbon Copy, is used when the sender wants inform someone of the dialogue, but doesn’t want others to know that the “invisible recipient” is receiving the email. Simply put, it is a way to “hide” recipients from others.

Friendly Uses

• If your email has a large recipient list, you can use the Bcc to hide email addresses and protect recipients privacy.
• You can Bcc yourself in an email so that you can receive a copy and file it away electronically as a follow-up on a later date or for informational purposes.

Not So Friendly Uses
• Sending a reply to someone who would take offense to the communication - a method to inform them of what is being said about them or other subject matter
• Relaying confidential information to individuals who should not be receiving the information in the first place - Note: confidential information should not be sent in email form. Never send vital information such as account numbers, social security numbers, or credit card information in an email.
• Creating a paper trail - a supervisor documenting an employee’s responses or vice versa

The ‘Bcc’ feature is a helpful tool, but can be used for inappropriate or wrong purposes. Since you never know who is being Bcc’d in an email, never send a reply that you wouldn’t want someone else to read or make public. Call the person or visit them in person.

A Test of Your Professionalism: Will You Pass?

2010-02-24T13:38:00.000-08:00

A professional is someone who possesses distinctive qualities in a particular profession. Everyday in the workplace our professionalism is tested, there are situations that will be unpleasant to deal with, people who are rude, bosses who are demanding, and work that may seem demeaning, but in today’s economy, keeping a job is like finding a pot of gold, you are fortunate to have it. In the office, the expectation is to constantly exhibit decorum, tact, composure, and display knowledge of your skills. So what do you do when your professionalism is tested? Below are examples of five tests you will encounter in your professional career, how will you score?

1. Dealing with rude co-workers, clients, or customers. 10 pts.
We have all had those people who we have to deal with on a daily basis who seem as though they have a disregard for others feelings or don’t care about listening to what they have to say. Let them have their words. Do not interrupt. Listen with empathy not sympathy and be assertive in your response. When they are finished, ask questions to clarify their feelings. Seek answers. Get to the root of their ill-behavior and offer solutions. If you are not the person who can assist them, refer them to someone who can.

2. Dealing with a boss who is a micromanager. 20 pts
Being able to handle an overly exertive, anxious, non-trusting boss is a challenge to any professional. The most important thing to remember when dealing with someone like this is to give them what they want before they ask! In other words, provide them frequent updates before they have to ask where you are on the project. Ask questions for clarification and provide them with feedback by restating what they told you so that they know that you understand. The biggest fear in a micromanager is that you don’t understand the task; therefore, it will not be done right. Keep a notepad handy at all times to take notes and get updates. Finally, give assurance that the project will be completed by the deadline (while giving updates until completion). If an extension is needed, give good, solid reasons why- maybe due to the constant micromanager interruptions.

3. A colleague claims your idea as his own. 30 pts.
How many times has this happened…you are sitting in a meeting and your boss asks for ideas, you want to raise your hand but you are fearful that you will be laughed at or rejected? So after the meeting you tell a co-worker your idea, who then at the next meeting voices the idea as his own and gets all the praise. Unfortunately, there is nothing you can do at this point; however, this incident has educated you for the future.

If you become timid when it comes to speaking in a group meeting, provided you know what the agenda items are prior to the meeting, put them in writing in proposal form and give them to the Chair before the meeting or slide them to him during the meeting. Afterall, the worst that will happen is that your idea won’t be used, but the positive is that you voiced your suggestion and no one took it!
So, how do you maintain a cordial working relationship with this ‘thought thief?’ Being the professional that you are, you will continue to be cordial, you have been taught a valuable lesson, learn from it and move on.

4. Criticism and/or negative feedback during a performance review. 50 pts
It’s that time of year again---the dreaded performance review. We need to look at performance reviews from a different perspective. Performance reviews or evaluations are conducted for the sole purpose of letting us know what areas we need to improve or develop our skills. Just as you are prepared for meetings, events, etc. as professionals, we need to be prepared for the performance review. This means bringing a pad and pen and being ready to jot down notes. Is there a certain quality about your supervisor that you admire? For example, my supervisor is great at prioritizing, so I asked her about prioritizing skills. This shows that I am interested in improving and that I am watching her work ethic. Also, this is the perfect time to ask for some professional development training in the areas your supervisor has highlighted you may need improvement. So don’t leave the review mad or angry; leave enlightened.

5. A reprimand/write-up (verbal or written). 100 pts
Dealing with a reprimand is a very unpleasant event. A reprimand is an eye opener that says we need to change or modify behavior. This is going to be a big challenge to your professionalism because emotions tend to overcome our logic. Leave emotions outside of the room.

There is a three step process in dealing with a reprimand effectively. The best way to deal with a reprimand is to accept the notification. It doesn’t matter if you don’t sign it, you must acknowledge the fact that you made a mistake, for whatever reason, and then devise a strategy to not allow it to happen again. Then ask for suggestions or recommendations about how to avoid this situation in the future. Be open to suggestions. Finally, the third step is to provide feedback. Apologize for your actions and assure everyone involved that you will work on your behavior. This test has the most points because it may be the most difficult test of our professionalism.

There may be instances when the same test may be administered in one day, such as the test of the rude co-workers or customers. Take off ½ points if you have a negative reaction than what was suggested. For example, if you were angry at your supervisor for the feedback you received from the performance review (and it showed) you would score 25 points. Then for the next review you need to work on your emotions, so that you can score 50 points.

It is important to remember that any irrational moves or reactions to any of the tests could have a detrimental affect on your career and reputation. Think first, and then react.

4 Ways to do a Midday Power Up

2010-02-17T12:36:00.000-08:00

It’s 3 o’clock and your sitting at your computer with heavy eyes, slow fingers, and slightly blurred vision. You are ready to curl up under the desk, grab a pillow and take a much needed nap, but wait, you are at work and your boss would not approve of such behavior! This feeling usually occurs 1 to 2 hours after lunch. Here are four ways to give you an energy boost for the home stretch:

1. Take a short walk.
Nothing wakes you up quicker than a walk through the building or if you can, outside to get some air. Organize your visits to other offices or departments during the time of the day when you affected by the “power down” so that you can get the boost you need to finish the day.

2. Stand up and stretch.
If you can’t leave your desk, stand up and do a 30-second stretch to get the circulation flowing –if your boss doesn’t mind the wild arm motions (try not to make the noises though).

3. Listen to upbeat music.
Depending on what your office environment is like, listen to your favorite singer or band. If you can, pat your feet to the beat or bob your head to the music. Be tactful; don’t act like you are ready to be on Dancing with the Stars!

4. Have a midday snack.
Qualityhealth.com suggests the following snack foods to get you going for the remainder of the day.

Dried fruit. These high-energy, low-fat snacks are easy to pack and almost never go bad. Try a medley of apricots, figs, and raisins. However, be aware that some commercially packaged dried fruits contain sulfur dioxide, which has been shown to increase your risk of asthma.

Almonds. Ounce-for-ounce, this is the most nutrient-dense nut. Research has shown that adding two ounces of almonds to your daily diet increases your intake of vitamin-E and magnesium.

Yogurt. Quick, easy, and delicious, yogurt is available in a variety flavors. One cup of low-fat yogurt contains almost 13 grams of protein and 17 grams of carbohydrates-just what you need for great energy.
Coffee, energy drinks and bars, are not a very good source of energy because very soon you will come down from the “caffeine fix” and be more sluggish than you were. Eliminate the feeling of walking in mud and perform a midday “Power Up” - you will be more productive and more alert at the end of the workday.

Tax Tip for the Office Professional

2010-02-10T08:17:00.000-08:00

It’s that time of year again- tax season! This is the time of year that most people stress over because we are waiting for documents like W2’s, mortgage statements, 1099’s, and other information in order to file taxes.

Here is a tax tip for all office professionals that go above and beyond the call of duty during the year and spend their own money without getting reimbursed.

Tax Tip: Complete a Form 2106 – Employee Business Expenses

This form is used for expenses NOT reimbursed by your employer that you may have incurred throughout the year. Use for the following purchases:

- professional conferences/workshop registration fees
- items purchased for conferences/workshops
- food, hotel room stays, airfare (classified as ‘travel and entertainment)
- mileage used throughout the year traveling for professional purposes (EXCLUDE daily commute to/from work)
- professional subscriptions and dues to professional organizations
- employee union dues
- basically any out-of-pocket expenses related to the job or your profession

These are just a few expenses that can be listed on the Form 2106. Tax season doesn’t have to be a tear jerker. Ask your tax professional about other expenses that you may have incurred that were not reimbursed, you may be surprised and have a little more dough coming back to you.

Do Bad Bosses Breed Bad Bosses?

2010-02-02T18:56:00.000-08:00

Have you ever wondered where bad bosses come from? Were they dropped out of a spaceship in the middle of the night or were they brainwashed and conditioned by other bad bosses to continue bad behavior? According to the Association for Psychological Science (2006), the unconscious transmission of actions or emotions from one individual to another is possible. In other words, if someone observes a certain behavior that person is susceptible to behave in the same manner.

Bad bosses come in all shapes and sizes. The following is a list of the top 5 characteristics that make up bad bosses and how you can deal with their behavior.

1. Non-Communicative
Being able to communicate is essential in any setting. Bad bosses like to withhold information from their employees or expect their employees to be mind readers and already know what they’re supposed to know.

How to deal with it: If you work with someone who does not like to share information or it seems as you are left in the dark, ask questions. Get the individual to talk to you by you talking to them. Don’t wait around the water cooler, listening to the rumor mill. Be proactive and get a dialogue established with your boss.

2. “Rules with an iron fist.”Some bad bosses believe that what they say goes and there is no room for negotiation. They are close-minded and do not believe in change or that there is a better way to do things.

How to deal with it: These types of managers believe in facts and statistics. Show them the benefits to changing or revising a procedure and explain how the company and your department will be more productive. If possible submit the plan in writing.

3. Unorganized.
So your boss approaches you at 4:50 p.m. and tells you that he needs a report by 10 a.m. tomorrow for a meeting at 10:30 a.m. and you don’t arrive until 9 a.m. This is not a simple report and you will probably need to come in early to have it completed on time. This is frustrating because you have other projects you need to accomplish and you don’t like working last minute.

How to deal with it: If you keep your bosses calendar, you can ask him ahead of time if he needs anything in particular for the meeting or if you know the agenda you can suggest information your boss can take to the meeting and have it prepared. If this occurs frequently and you are unaware of your bosses calendar, then during your next staff meeting or performance review politely express your concern that you would prefer to receive tasks and projects ahead of time so that documents can be fully prepared and reviewed before being presented to a group, especially upper management. Again, explain the benefits to requesting projects ahead of time and put it in writing. Sometimes emergencies occur and can’t be helped so determine how frequently your boss makes these requests and make necessary suggestions on how you and he can be more productive and efficient.

4. Lack of trust.
These are the micromanagers; they don’t trust their employees to do the job or that the task will be done properly. These kinds of managers want proof that you will do the job effectively.

How to deal with it: In this situation you must prove that you are capable of completing the task and don’t need someone standing over your shoulder. As tasks or projects are assigned, give 110% attention, check and double check for accuracy. Remember micromanagers seek out “micromistakes,” so if there is a comma or number out of place or missing, you will have to start over in establishing trust.

5. Opposed/resistant to the professional development of their employees.
Have you ever asked your supervisor to pay for a training or workshop that would enhance your professional or personal development only to get rejected saying there just wasn’t enough money in the budget?

How to deal with it: Provide written materials and information about the training or workshop you wish to attend. Include how the company and your department will benefit by investing in you – their most valuable asset. If the manager insists that the budget is tight, suggest that you would pay half of the cost; this will show the manager that you are willing to invest in yourself. If that doesn’t work, think about paying for the training out of your own pocket and then show your boss how effective and productive you are afterwards by using what you learned. Then the next time you wish to attend a training, they may more open to paying the costs for you attend because they will know how beneficial the last training was for the you and the company.

We know that bad bosses don’t miraculously drop out of the sky and they weren’t born to be bad – they were made. Unfortunately, behavior can be contagious (good and bad) and most times we don’t realize we have “inherited” such behavior. The best philosophy to live by is, “treat others as you would like to be treated.”

Wang, S. (2006). Contagious behavior. Association for Psychological Science. Retrieved February 2, 2010 from http://www.psychologicalscience.org/observer/getArticle.cfm?id=1931

Are you Ga Ga For Google?

2010-01-21T10:10:00.000-08:00

Google is an office professional’s best friend. I remember the days when you could use Google as a search engine only. Now Google can help you do things like……

Google Docs – Create and share your online documents, presentations and spreadsheets
Google Voice- Don’t have time to listen to voicemails? Have them transcribed and delivered to your Google account and read them online. Yes, you can listen to voicemails as well. Note: you must receive an invitation from Google or someone who already has this FREE service. If you want more information, let me know by posting a comment to this article.
Google Maps – Go anywhere in the world from your office! View buildings in 3D, satellite imagery, maps, and terrain. I saw my house!
Google Desktop – Personalize your desktop with some fun and helpful widgets that get you through the day (ie. weather, jokes, news, etc.)
GOOG-411 –Find and get phone numbers, addresses, etc for businesses
iGoogle – personalize your homepage with things you can use (games, weather, horoscopes, tips for the day, to do lists, calendar, and for you sports fans get updates of scores from your favorite sports games).
Google Health – organize your medical records, prescriptions, etc. online

Don't have time to look at your computer, get Google on your cellphone! By the way, don’t forget to use Google as a search engine…these services are just the tip of the iceberg. Want more got to http://www.google.com/options/. Google has revolutionized the internet; I think that Google is going to be up there with Twitter, the term will be called "Googling." I even look forward to the different holiday themes that the word ‘Google’ will have on the search engine page. Are you Googling?

A New Resolution for the New Year

2010-01-05T13:43:00.000-08:00

Each New Year’s Eve the same resolutions are made, “I will go on a diet.” “I will find a new job.” “I will save some money.” But what happens at the end of the year? We have gained more weight than we lost or didn’t loose any at all, we are still in the same job, or we are broke! According to Proactive Change, research shows that 46% of resolutions that are made at the beginning of the year are maintained after 6 months into the year. New Year’s resolutions should be regarded as goals. Below are some ways to set “goalsolutions” and how you will go about achieving them by December 31.

1. Start small.
If you want to loose 20 pounds, set small goals like change your eating habits, park farther from the store entrance, or reduce your serving portions. If you want to find a new job, first set the goal of updating your resume. Do you need to review interview techniques? Small building blocks will create large impacts on your goal setting.

2. Be consistent.
So many of us decide in February that since we haven’t accomplished the goal set on January 1, it is hopeless, be consistent and persistent and refer back to your goals often. If something isn’t working, decide what other options are available, does your goal need a sub-goal?

3. Set goals that are manageable and attainable.
Using the weight loss example because it is so popular, it is not realistic or healthy to drastically change eating habits and join a health club and workout like a vigilante and expect to loose 20 pounds in 2 months. This is where the goal needs a sub-goal…..respectfully 2 pounds per month is doable so you would be looking to loose weight in 10 months.

4. Re-evaluate your goals often.
Don’t wait until October and notice that your goals haven’t been met. Write your goals down and refer back to them often; you may have to change your focus or create a new sub-goal.

Need help in organizing your “goalsolutions” and ideas? Visit http://www.goalenforcer.com/ for a free planning software download that will electronically organize and map your goals.

Proactive Change. (2009). Research: Statistics on New Year’s resolutions. http://www.proactivechange.com/resolutions/statistics.htm

Take the “Jingle” out of Holiday Stress

2009-12-09T14:17:00.000-08:00

Are you planning the holiday party in your office? Don’t know what to get your boss or co-workers for the staff grab bag? Or are you stressed just thinking about the holidays? These events can cause undue stress because the pressure is on for the event to be as successful, the gift to be appreciated, or even for you to have some quality relaxation time. Here are a few ways to ‘deck the halls’ and have a worry free holiday.

1. Don’t go it alone.
Form a committee, then within the committee form subcommittees for activities throughout the event. If you are planning the holiday party, there will be food, entertainment, gift giveaways, and possible employee awards and recognition. Have a sub-committee for the catering/venue (if the event is not going to be held at the company), another sub-committee would be for entertainment. I know a company that has each department come up with a holiday routine as entertainment. So, sub-committees would be helpful to ease some of the stress and incorporate organization and proper planning for the holiday party.

2. Have FUN!
Yes, this is a party for the company and possibly clients and/or customers will be invited so your goal is for it to be successful, remember to have FUN; have a good time in preparing and planning the event! This is a chance for you and your committee to be creative. Brainstorm ideas and get the creative juices flowing!

3. Use your days off during the holidays to relax.
Use your off to your advantage. Take a min-vacation or have a “stay-cation.” If you can’t travel, stay home and rest, relax, and rejuvenate. Make time for yourself! Spend an hour or two during the day doing what you like. Do you like to shop for bargains? Read a good book. Catch up on episodes of soap operas. Whatever relaxes you - go for it! So that means refrain from checking email, or other tasks that are work related, it the holidays...enjoy!

4. Keep gift giving simple.
Many companies have grab bags or an exchange of gifts during the holiday season. Some will even put a limit on how much to spend. Depending on the amount, gift cards are a great choice. They are easy, no lengthy shopping is involved like what does this person like, what is his or her favorite color, or what size is this person. If the dollar limit if $5, a gift card to the local coffee shop is appropriate. Even if the recipient doesn’t drink coffee, there are other items that can be purchased such as smoothies, sweet snacks, or teas.

These are just a few ways to save yourself some holiday anguish! Be thankful, be safe, and have a happy holiday season!

What Are You Thankful For?

2009-11-25T06:41:00.000-08:00

The holidays are quickly approaching and this is the time of year when we reflect on our successes and goals and also begin thinking about what we can do to reach the next level the following year. Admittedly, this year has been challenging- economically and environmentally. Some have lost jobs, didn’t get promotions or pay raises, or lost funding due to employer budget cuts. If you have been a victim to any
or all of the above, you’re wondering, ‘what do I have to be thankful for?’
Here are a few things to think about, can you relate?

1. I am thankful that I have my “workplace mental health”.
We all know how difficult it can be to maintain a realm of sanity in the workplace when the phone is constantly ringing, clients are popping in and out of the office, a project is due, and you have a supervisor who is behaving like a ‘helicopter mom.’ In order to maintain workplace mental health(yes, workplace mental health- home mental health is a totally different subject) Some ways to maintain workplace
mental health are: take breaks, meditate, and get organized in order to stay productive. Your day will go smoother, you will be more focused, and your boss will hover away (hopefully)!

2. I am thankful for the relationships I have created through my membership with professional organizations.

I have had the pleasure of meeting some dynamic individuals who have made an influence on my life personally and professionally. Do you need someone to talk to during the day when you are stressed? Or do you have a question, call a member! Believe me, it is the best form of release therapy! My advice is to grab a member and
become a mentor or get mentored! Tap into each others brains.

3. I am thankful for the new skills I have received and the old skills I have improved.
I have attended many seminars and workshops which have given me new insights. So you can’t attend every workshop or seminar, surf the internet, there are many FREE programs available online at sites like HP Learning Center and Microsoft. Not only are you improving your skills and adding to your resume, you are making
yourself more indispensable and an asset to your company or the next one. The other alternative to the internet is - pick up a book! My favorites are the Seven Habits of Highly Effective People by Stephen Covey, Messages: The Communications Skills Book by Dr. Matthew McKay, and Become an Inner Circle Assistant by Joan Burge.

4. I am thankful for the honors and acknowledgments I have received this year.
This was a very busy year for me. Finally, after 16 years, I received a Bachelors Degree in Psychology. Shortly thereafter, I received the IAAP Member of Excellence and the CAP certification. My philosophy is better late than never! If you’re like me, once you reach a goal there is a sense of fulfillment and completion (or at least until the next goal is reached). So, set a goal for an achievement, the feeling of accomplishment is as blissful as receiving the award.

So what are you thankful for? Post your comment.

Elevate Your Elevator Speech

2009-11-14T17:47:00.000-08:00

Imagine being in an elevator with someone you would really like to get to know and whom you would like to know about you. Depending on what floor you are traveling to, your journey will be short so your introduction should be the same- short and too the point.

The term elevator speech is used when giving someone information about you because just as if you were in elevator, you would only have a minute to give pertinent information about yourself- the length of time you would be in an elevator.

Good elevator speeches contain the following:

 Your name and job title
 The company you work for
 What your company does
 Your latest achievement or accolade whether personal or professional.
 An exchange of business cards

Here’s an example from someone who is employed as a sales representative from a company that sells crystal products.

Hi, my name is Kim Harwood. I work for Crystal Palace a company that sells prime crystal products. Here is my business card. I would be more than happy to assist you in your needs to make purchases. We recently were awarded Business of the Year by Businessweek.

Short, sweet, and to the point! Try to exchange business cards so that you can follow-up with the person you met at a later date. This is a great way to build your network, improve your communication skills, and even build relationships that would later produce sales for your company.

Guest Blogger: David B. Wright, Author

2009-11-04T17:46:00.000-08:00

So You've Got the Job Interview - Now What?

You've sent out dozens, or maybe even hundreds, of resumes and cover letters. You've posted your resume on all the top job boards plus the various industry-focused and niche job sites related to your type of work. You've been networking your little tail off. And you've been following all the best career advice and job search tips you've read, heard, learned, and developed. This morning the phone rang - you've got an interview! And better yet, it's for a dream job in an exciting company!

Now what? Obviously you really want the job, and to get this job, you've got to really shine in the interview. Your resume & cover letter have done their jobs, and have piqued the employer's interest - now your job is to make it as easy as possible for them to decide to offer you the job. And you know, deep inside, that the plain old boring Question & Answer interview just isn't going to work well enough - this is a great opportunity for you, and you've got to really stand out.

Part of the good news is that a lot of the other candidates for the job will probably use the same old boring approach to the job interview that they've read about in the same old books, and they're fully prepared to answer such esoteric but oh-so-crucial questions as, "if you were a tree, what kind of tree would you be?" Of course, you're going to take a different approach. Though you'll be prepared to answer questions, you'll have plenty of your own questions to ask, based on the research you've already done about that particular company, their competitors, and industry trends.

Here are some ideas that can really make your first interview different and stand out from the typical interview. They take a bit of extra work and preparation, but then again doesn’t exceptional performance require a little something extra? If you should choose to use one of these methods, and use it regularly in interviews, you may find portions that you can ‘recycle’ with different companies, but of course some degree of customization will be required. Then again, using this method may result in you not having to use it very many times as it has been known to lead to job offers in a very short time.

Treat the interview as your first day on the job – come in prepared to show what you can do. If you are interviewing for a sales position, prepare a sales presentation targeting one of their clients or prospects; for marketing come up with a marketing plan for them. If it is a project management position, prepare a project status review presentation or the like…you get the idea.

Solve a real problem that you would be expected to face on the job – Ask the hiring manager to spell out a real problem that she would want you to handle if you were hired, then show how you would solve the problem. Even if the solution you give isn’t perfect, it really helps you stand out because you’re going out on a limb to prove your abilities, not just saying what you can do without backing it up.

Give a presentation on what benefits you bring to the company - Especially in a group interview setting, this can be a good way to showcase your presentation skills – something often difficult to really do in a traditional interview. To prepare this, think in detail about how you can really contribute to the organization. Can you bring in new business, improve operating efficiency, reduce costs, help build the strategy that will form the company’s future? Help them better leverage partners and suppliers? More effectively analyze information that can be used to develop new product or service offerings? Help them attract and retain top talent? Protect their investment in physical or data assets? A large part of this depends on the role you are looking for, but don’t limit your thinking to a job description. Of course you can use the job description as a framework. Most of the benefits you offer to bring to the company should be focused on the requirements of the job for which you’re applying.

Structure: This is like an elaborate version of your résumé, perhaps most easily done in
PowerPoint. It, like many other presentations, is used for 2 main purposes – to inform and to sell. You are informing the company about yourself, your background, your skills, and so while proving to them that you can give a presentation or conduct a business meeting. The selling part is where you are selling yourself – you need to show them why they should invest in you and what sort of return they can expect on that investment. In it, you can highlight key accomplishments, high-profile clients or projects, significant results, pretty much anything you like that would help you stand out to the hiring committee.

Come in with an action plan for the first few months on the job. Even if it doesn’t match up exactly with the company’s plans for this position, it makes an impact and can really showcase the value you can bring to an organization. Frankly, most candidates for a job don’t do this, so it can really set you apart by showing that you’ve really put thought and effort into planning for your meeting with this company. This method is particularly effective for leadership / management positions.

With any of these techniques, of course you want to prepare the interviewer at the beginning of the meeting. And make sure it fits the time schedule you have. You don’t want to have to rush through it too much – just a few high-impact slides should do the trick. And of course you don’t want to completely control the meeting, or otherwise disregard the other person’s agenda.

At the beginning of the interview, you could say something like, “I’d like to cover a few things in our discussion today. After going through any initial questions we have for each other, I’ve put together an action plan for what I feel I can contribute during my first few months. I understand this may not be 100% reflective of all of the requirements of this position but wanted to give you an idea of what I can offer ABC Company should we reach an agreement for me to join your team.”
Using an approach like this can be very effective and will certainly set you apart from other candidates that are using the same old boring approach they’ve always used.

To your success,
David B. Wright
Author, Get A Job! Your Guide to Making Successful Career Moves

David B. Wright
Author, Get A Job! Your Guide to Making Successful Career Moves
http://www.GetAJobBook.com
Chief Marketing Officer, W3 Group
SEO (Search Engine Optimization), Local Search, Internet Marketing
"We Help You WIN on the Web."
208-545-1241 voice mail / efax
The Job Search Strategist blog
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10 Scariest Excuses to tell your supervisor when you call off work

2009-10-26T12:28:00.000-07:00

In honor of Halloween, here are the top 10 scariest excuses to call off work this week……

1. “In order for me to not go postal on anyone today, I would rather not come in.”
2. “I am looking for a new job.”
3. “I didn’t order food for today’s meeting and I don’t want to be around to see the repercussions.”
4. “I forgot to reserve the meeting space for today’s meeting.”
5. “An urgent message was left for you by your boss yesterday; I am giving it to you now as I am leaving this voice message saying that I won’t be in today.”
6. “My dog ate the report.”
7. “I don’t like Mondays. I realize today is Wednesday.”
8. “I got a new job and the orientation is today.”
9. “I work better from home.”
10. “Today’s episode of All My Children is supposed to be really good.”

Got anymore? Post them in the ‘comments’ section of this post.

Choose Your Method of Communication Effectively – Email, Phone, In-person, “Snail” Mail/Memos

2009-10-19T20:00:00.000-07:00

Have you ever received an email from someone who just started at the company asking you to do something and you haven’t been introduced? Or what about the barrage of emails that go back and forth on one particular subject and still nothing gets accomplished except the art of confusion? Or have you played the popular “phone tag” game? The ability to choose the proper method of communication is important because you will get a lot accomplished, questions will be answered, and most importantly your electronic inbox or voice mail won’t be cluttered.

Email
We know technology has become the fastest and easiest way to communicate, but is it always effective and appropriate?

DO use email when you have to have a “paper” trail or keep track of information.
DO use email for informational purposes (i.e. newsletters, announcements)
DO make email easier to read, wherever possible use bullet points and bold to show emphasis
DO change the subject line for responses so the FW: or FW: FW: is not the subject. Because the content has changed so should the subject line.

DO NOT use email if the message is more than a paragraph in length.
DO NOT use email as a form of relaying disturbing news (i.e. termination)
DO NOT write an email while you are emotionally charged (angry, sad, etc). Calm down and gather your thoughts before responding. This may be a case when you pick up the phone and discuss the issue.

Phone
Due to the fact that email has taken over the communication airwaves, sometimes we forget about the old Alexander Graham Bell invention. It’s so easy to use and just as fast yet we don’t pick up the phone.

DO use the phone when you have not actually met the person; although, for the first initial contact it is best to be introduced in-person, if possible.
DO use the phone when the message contains specific details.

DO NOT leave more than one voicemail in a given day. If after playing phone tag you still are unable to reach the person, send an email or if they are within walking distance, in the same department or company, take a break and go see them.
DO NOT leave a voicemail longer than a 1 or 1 ½ min. If there are large amounts of detail in the message it would be best to speak to the person directly or in person.

Phone etiquette is important, remember to leave your name and phone number twice when leaving a voicemail- once at the beginning and then at the end of the call. Also, if it is urgent and you need a response right away, let the receiver know that it is important and mention if you have a deadline. If you are going to be stepping away from your office for a period of time, leave that in the message as well, this will cut down on the “phone tag.”

In-Person
Similar to using the phone, some people just don’t like in-person contact. However, in many situations it may be the most effective form of communicating. Speaking with someone in person requires eye contact, appropriate body language, as well as using effective intonation. That could very well take a lot out of a person. But it is important to communicate the message properly so that it is understood.

DO speak with someone directly in an effort to introduce yourself, especially if you will be asking them for information or delegating a task to them. Of course, this may not be possible because you are in different countries or parts of the world, the second method would be to pick up the phone, followed by an email introduction.

DO NOT speak with someone in-person if you are in a different emotional state than normal. If at all possible, avoid contact until your emotions have settled down. Emotions are contagious and can take over our frame of rational thinking.

Snail Mail/Memos or other paper correspondence
As much as we would like to try, we cannot get away from paper correspondence. We have to remember that not everyone is electronically savvy (hard to believe, isn’t it?) or for that matter they may not like the big, bad computer! For whatever reason, when all else fails and depending on the urgency, write a letter or send a memo.

The ability to choose an effective mode of communication is important and could impact the message. If you email someone asking them to complete a task and you have never met them, this could damage your potential relationship or if you continuously play the annoying game of “phone tag” (nobody wins by the way) and leave several messages you could be seen as pushy or obnoxious. Of course, this individual should have a voicemail message saying they are away and forwarding information of someone who could help, but that is another topic for a separate blog post. So, choose your communication tool effectively and save yourself time, energy, and face!

Bosses Day - October 16

2009-10-15T15:42:00.000-07:00

Bosses Day is a day to celebrate and appreciate your superior or superiors. Often times it is difficult to think of appropriate gifts for your supervisor, especially if the relationship has not been a positive one. If you and your boss have been on shaky ground, now is the perfect time to start a clean slate. Stumped on what to get your boss? Here are a few ideas:

1. Gift Cards
You can’t go wrong with a gift card to Starbucks or Dunkin Donuts. What if your boss doesn’t drink coffee, well they have to eat or buy clothing right? So a gift card to their favorite restaurant or clothing store would be appropriate.

2. E-Cards Say it Best
There are a host of e-card sites such as Bluemountain.com that are free. They have a wide selection of humorous e-cards that you can send to your supervisor. What a way to start their day than with a laugh.

3. Hallmark Cards
Physical cards last a long time and can be seen daily by your boss as a memorandum that they truly are appreciated.

4. Order Lunch In
If your department or office is approaching a deadline and things are getting on edge, order lunch from your boss’ favorite restaurant and deliver it to them in their office. They will certainly appreciate the gesture, because they probably weren’t thinking about taking a break.

5. “Thought Appropriate Gifts”
One year I got my boss an interchangeable, 3-D calendar to put on her desk. She is really date and deadline conscientious. At the end of each day, she changes the date to reflect the next day. Determine what your boss could really use in the office or home that would either relieve stress or increase their productivity.

Depending on your relationship with your supervisor, you can do more, but remember it’s the thought that counts. Everyday should be a day of appreciation for your boss as well as for you the office professional, but since we each have a day especially for us, why not show how much we value their leadership.

Pandora’s Office May Have Been Worse than Her Box

2009-10-08T22:24:00.000-07:00

Do you know the story of Pandora’s Box? The Greek myth is about a box that was opened and unleashed all the disease and chaos into the World as we know it. Have you ever wondered what her office may have looked like? Here is a list of tips you can follow to avoid being a victim of Pandora’s Office….

1. File. File. File
According to Sara Caputo, OfficeArrow’s Productivity Guru, 80% of what is filed is never looked at again. Find a place for your papers. If possible, “Go Green,” eliminate the paper clutter and file documents electronically. If you are reverting to electronic filing, be sure to have a backup just in case your computer crashes. Make time, at least weekly, to file papers away. Determine if something needs to be shredded, filed, or distributed to someone else. The key is to clear the clutter.

2. Create an effective filing system.
Find out what filing system works for you. I like to use the color coding system. For example, files related to finances can be green (for obvious reasons, right?), so when the file drawer is opened these particular files can be found easily because of the color. Another suggestion is to color code the labels, same example, use green labels for finances. It’s simple and effective.

3. Recycle Papers
Continue with the Go Green Initiative and recycle documents that are no longer necessary. In an effort to eliminate paper, you may want to scan the document, save it as a PDF, and file it in an electronic file. Then decide to shred or recycle the document.

4. Get appropriate storage for filing paper documents.
Can’t see the top of your desk because piles of papers are covering it? Get vertical filing racks that allow you to store documents in an upright position. This makes for easy access of files and you will be able to see file labels more easily (provided you are not using the color code system). Check out office suppliers such as avery.com and smead.com for storage and filing options.

5. Evaluate your desk space.
Do you have pictures from the family vacation? Or maybe you have knick knacks that take up a lot of space on your desk. If you have to continue to move things out of your way when using your desk, then you probably should remove some of the items. Display them seasonally or take away and display them monthly. Here’s a suggestion, keep the pictures of the family. In the winter months, replace the pictures of the family with the vacation pictures. This will remind you of the nice weather and give you something to look forward to for the next vacation. Eliminating the many pictures, mementos, and knick knacks will keep a professional look, but also maintain a pleasant environment. If your employer allows and you have space, you may ask if pictures can be hung on the walls of your office or cubicle. Remember keep a professional look for visitors and co-workers.

The ability to clear the clutter and make room in your office will increase productivity and show that you are an organized professional who can access information quickly when needed. There isn’t anything worse than being asked by a superior to find a file and you are unable to locate it!

Happy Hump Hour!

2009-09-30T18:47:00.000-07:00

“Hump Day” Wednesday is the day of the week which denotes halfway completion of the work week. By Wednesday, we are rejuvenated from the past weekend, get more accomplished, and are ready for the upcoming weekend only to start over again the following week. But what part of the day is your “hump hour?” This is the time of day when you are most productive and focused. It could be after you have a cup of coffee or two, had a bagel, or after the team meeting. You may have focal points that occur several times throughout the day. Here are a few ways to be productive when your “hump hour” arrives.

Schedule appointments or meetings.
Since this is the most productive time for you, use it to your advantage. This is the best time to schedule appointments and meetings because you will be focused and alert and will be able to approach the discussions more effectively. Most importantly you will be able to take good notes.

For those who manage their boss’ calendar, realize what time of the day is your boss is most productive. If your boss sees clients throughout the day, try to schedule the most “pressing” meetings during his or her “hump hour.” Be mindful to give your boss time to breathe between meetings so that they can take a break, read emails, or just relax to gather their thoughts for the next meeting.

Work on high priority, high importance tasks
John Maxwell, author of Leadership 101, suggests that high priority and high importance tasks should be tackled first. So why not work on them when you are at your peak. You will get a lot done and maybe even complete the project or two.

Update your To-Do /Task List
For some people, their hump hour is at the end of time when it’s time to go home. If this is you, this is the perfect time to update your task list while your mind is fresh and alert. You will be able to think clearly about what needs to be done in the future. Wherever possible, set deadlines because since you are more energized at the end of the day, you will need a clear list with deadlines of when items need to be done. Plus you will feel a sense of accomplishment when you cross of items on the list.

Recognize the time of the day when you are most focused and coherent. You will accomplish a lot and then just as the new work week begins, you will be prepared to do it all over again.

College May Not be for Everyone, but Education is

2009-09-22T20:08:00.000-07:00

So you’re thinking, “I don’t have time to go back to school” or “I won’t feel right being in a room filled with people who could be my kids or at least a very young sister or brother”. The fact of the matter is that in today’s economy, acquiring additional education and training is becoming a requirement from the employer and for your professional development. So if you don’t have time for a degree or traditional classroom setting, then seek knowledge in one of the following 6 ways. Getting educated can be as easy as 1-2-3-4-5-6!

1. Take an online course
There are a host of online courses available for the adult learner. Do your homework. You may want to make sure the course is a credit course so that in the future the credit(s) may be transferable. Check with your local educational institution for scheduling and times. Be ware online learning takes a lot of discipline and responsibility. You have the luxury of attending class whenever and wherever you like as long as you have access to a computer. Just think all from the comfort of your home in your jammies. You will definitely enhance writing, teambuilding, communication, and computer skills in the process.

2. Register for a professional development workshop or seminar.
I am sure you have received a brochure advertising a workshop in your area and you filed it in the “rectangular file.” The next time you receive one take a moment to read through the content. There are many topics offered in the realm of professional development. Topics include: communicating effectively, tips/tricks for MS Office software programs, business writing, etc.

Visit Skillpath Seminars and National Seminars Training are two companies that offer affordable seminars. These seminars may enlist 1-2 day training. In some cases, you can pay for one registration and bring a colleague for free! Also, if the program proves to be beneficial to you in the workplace, your employer may pay the registration fee. It doesn’t hurt to ask and this could be included in your performance review.

3. Join a professional development organization.
Professional development organizations will provide opportunities for networking with other like-minded professionals, receive publications and newsletters to keep you up-to-date with today’s office professional, yield leadership opportunities , and offer education programs that will give you the necessary tools for being a superstar professional.

The International Association of Administrative Professionals (IAAP)
OfficeArrow
American Society of Administrative Professionals

These are just to name a few. These sites offer templates, tips, advice, webinars and allow you to connect with other members to get questions answered. Some will require a yearly membership fee; this is a small investment into your career, and the return on investment (ROI) is endless.

4. Check out Free training online.
Microsoft Office is great for providing FREE tutorials online such as in computer software programs Excel, Word, and Powerpoint. Another site that offers free tutorials and courses is HP. All you have to do is sign up and you can complete them at your leisure.

5. Get certified.
Getting a certification is another way to prove your skills in training. Microsoft Office offers various business certification programs, such as Microsoft Office Specialist (MOS) and the Microsoft Certified Application Specialist (MCAS). Visit http://www.microsoft.com/learning/en/us/certification/mbc.aspx

The IAAP offers the Certified Administrative Professional and the Certified Professional Secretary certifications. Each shows off your expertise in the field and both certifications are recognized as official designations and serves as an added skillset to employers.

6. Join a Blog Community.
If you have gotten this far in this post, you are on the road to success. Subscribing to a blog will give you inside information on various topics. There are so many blog communities on the internet that inform their readers of a variety of subject areas. Here is a small list of blogs I have come across that give insightful information:

Laughing all the Way to Work by Patricia Robb
This blog discusses humorous office antics during a “not so typical” workday. Watch out! You may learn something.

Joan Burge’s Administrative Blog
Joan Burge, the CEO/Founder of Office Dynamics created this blog for the Star Assistant. She has written two books, is a professional speaker, and has hosted numerous seminars and workshops. This blog discusses many different topics relating to the office professional.

As busy, working professionals our lives are filled with deadlines, schedules, and unexpected surprises, we owe it to ourselves to remain competitive in today’s market. Staying connected is a part of our jobs, how will you?

Motivation to be Motivated

2009-09-17T20:39:00.000-07:00

Motivation is an important skill that yields results. People who are motivated in the workplace will be more productive, influential to others, and highly regarded as the “go to” people. Simply put ‘they get things done.’ Here are some tips on how to get yourself and others motivated:

Rewards (the ‘pat on the back’)

Realize that for each task or project you complete you are entitled to a personal reward. Obviously, you will get accolades from your employer such as promotions or bonuses but you should also make a point to reward yourself.

Make it fun

Work doesn’t feel like work when there is some amusement instituted. This will make for a positive work environment and people will be more productive and want to get the job done and will be yearning for more.

Create Challenges

Completing the same task over and over again can be boring and people will lose interest with the same routine. Suggest ideas on how to acquire the same results or goal but from a different prospective. People will be more energized and enthusiastic about the project. In other words, think outside the box.

List short/long term goals

When we have a clear outline of how our goals are reached we perform better. It is important to write them down. Of course, they can be altered as the need arises, but putting goals in writing and a thought out plan of how to reach them will solidify what is trying to be accomplished.

Think Positive

The ability to think positively about work or personal life events can be tough when there are obstacles that attempt to block our goals. Since we cannot change others attitudes, it is up to us to change ours and adapt. Remember, accept the things you cannot change and change your attitude. Thinking positive will make you more productive and enthusiastic about your results.

Create Your Own Mission Statement

Creating a mission statement will provide a clearer purpose for what you want to accomplish in your personal and professional development. By frequently referencing your mission statement you will become enlightened and inspired to complete your stated goals. Here is a website to create your mission statement http://www.franklincovey.com/msb/

You Can Be the Leader You Were Born to Be

2009-09-07T00:46:00.001-07:00

Are you afraid to become a leader because you are afraid of what people will think of you? Do you think you are not “leader material”? Have you ever wanted to make a suggestion or comment and was afraid of what others may think? But then someone else said exactly what you were going to say and it was received well. Here are 7 tips you can use when developing your leadership skills:

1. Meet with your team immediately.

Getting to know your team players is the most important factor to being a leader. Get to know your team member’s strengths and weaknesses. This will provide insight as to how each member will be a strong asset to the team. For example, if a team member is not outspoken, but is proficient in computer software, they would a good person to organize documents. However, don’t ignore their weaknesses, these are just areas that need improvement, suggest ways for members to improve as well as prosper in their own development.

2. Delegate.

Once you know everyone’s strengths, it will be easy to delegate tasks. Set reasonable deadlines and follow-up with each team member. Utilize your team members to the best of their ability. It would be easy to take on a task yourself, but also stressful. Afterall, the Lone Ranger was called “lone” for a reason.

3. Know the difference between follow-up and micromanaging.

Follow-up does not mean frequent phone calls, emails, meetings, or standing over someone’s shoulder. Trust must be developed in the beginning by everyone. Members must be able to trust their leader’s judgment and leaders must trust that their team members will complete the tasks. If deadlines cannot be set, a good practice would be to let team members know when you will be contacting them for a status report.

4. Turn what may seem like criticisms into suggestions.

Remember the old saying, “You can please some of the people some of the time, but you can’t please all of the people all of the time.” Everyone will not agree all the time. Some members are not open to change. Discuss suggestions and decisions with the team as a whole. It is important to accept feedback and reiterate the team’s mission and goals. Provide reasons for the decisions. A response “because I said so” is not a clear motive. However, don’t reinvent the wheel. Do what works!

5. Don’t be afraid to make mistakes.

Good leaders acknowledge their mistakes and quickly correct them. Most people are afraid to make mistakes because they may feel incompetent; making mistakes just means there is room for improvement.

6. Develop a plan and set goals.

Creating a plan denotes organization. Setting attainable goals for the team lets each member know the objectives and what is to be expected. The blind cannot lead the blind. Be open to suggestions from the team.

7. Value your team members.

Show your appreciation for each team members’ efforts by taking them to lunch or at the end of the project give a gift of thanks or a certificate of appreciation. Even a periodic “pat on the back” shows you acknowledge their efforts. Members will value your appreciation.

As you develop your leadership style, realize that leaders are visionaries; they have the ability to see what others can’t. Recognize your inner strengths. There is another saying, “Leaders are born, not made.” Since we are all human, we were born; therefore, we are all capable of being leaders.

Managing the Micromanager

2009-08-24T20:47:00.000-07:00

The job description did not include managing a micromanager. In essence, micromanagers are individuals who feel insecure about tasks being completed the way they want them done. Don't take it personal. Some managers feel that they would do the project themselves just so they know it will get done their way. Here a 4 ways to provide security for the micromanager:

1. Provide frequent updates.
In an effort to curb the constant interruptions by your supervisor who is inquiring about your status on a project, give him constant updates so that he can be assured that you are in the process of completion. If possible, give a time when the project will be completed. If others are involved in the project, cc your manager on emails so that they are kept in the "loop."

2. Ask questions. Repeat responses.
Asking questions and providing a summary of the response gives the manager assurance that you understand the project.

3. Take notes
When presented with a new project or update, get a pen and notepad and take notes. This also shows the manager that you are being attentive to the project and also provides a sense of security to the manager.

4. Provide assurance and be assertive.
Let your manager know that you will be working on the project during certain times of the day which require your full attention. Assure your supervisor you will let him know your progress. This should imply when you are working on the project and informs the supervisor that he will be updated on the project's status soon.

Our job as office professionals, is to make our managers feel at ease so that the "fear"will dissolve and we will be asked to assist on future projects which will build experience and create the trust factor.

Self Defense for Admins

2009-08-13T21:54:00.000-07:00

We are soldiers for the office. We fight in the battlefield we call the 'office.' We as office professionals need to arm ourselves with the tools to combat the day. Here are 6 skills you need to acquire to protect yourself against the office warfare.

1. Computer Software Technology
Having the basic knowledge of the today's computer technology is essential to being a top ranking soldier in any company. You have to be able to create a PowerPoint presentation, merge a document in Word, or create a report in Excel. Get the knowledge you need. Take a course, if you already know the basics, go to the next tier and learn at the intermediate and expert levels. Enhance your resume and get the Microsoft Office Specialist (MOS) certification or Microsoft Certified Application Specialist (MCAS). For more information on these certifications, click the link http://www.certiport.com/Portal/desktopdefault.aspx?tabid=228

2. Soft Skills
Soft skills include being able to handle customer service issues and basic, appropriate, and effective interaction with co-workers, clients and customers, and management. A good office professional must be able to greet clients, answer phones, and interact pleasantly, politely, and cordially.

3. Good Communication Skills
This goes without saying. You must be able to communicate effectively with your colleagues, boss, and customers. That means getting your point across without sounding pushy or aggressive. Along with good communication comes listening skills. You have to hear and understand people. Get this month's book choice, Messages by Drs. McKay and Davis to find out the different listening barriers and how to overcome them.

4. Effective Business Writing Skills
Who wants to read a three page email? Who will take a letter seriously if there are grammatical or spelling errors? Always proofread a document prior to sending it, good proofreading includes printing the document for review. Utilize spell check and review the document for grammar errors. Your writing speaks about you as a professional, don't give the wrong impression. Take a business writing class or ask a colleague to review your writing before you make it public.

5. Join Professional Development Organizations
Joining professional organizations will give you the opportunity to network with individuals in your field. This will provide a wonderful support system, you will learn and improve skills, and have opportunities for leadership roles. Get involved. Try the International Association of Administrative Professionals (IAAP); this organization also has certification opportunities that are great resume enhancements. http://www.iaap-hq.org/http://www.iaap-hq.org/

6. Organization Skills
Filing correspondence, organizing a meeting, keeping your bosses calendar, and maintaining your office area are viable skills that all office professionals need to master. I once heard that if something is misfiled; it is lost! This doesn't look good to your superiors. Need a filing system? OfficeArrow.com has a great article discussing the "43 folder filing system." http://www.officearrow.com/home/articles/productivity/organization_and_workflow/p2_articleid/457/p142_id/457/p142_dis/3

As office professionals we take the hits, bombs, and various attacks that come with the office. We need to arm ourselves with the appropriate skills to fight and win the war! Get the knowledge and tools you need to go to combat.

Surviving the New Boss

2009-08-10T17:27:00.000-07:00

There are two ways to make a lasting first impression on a new boss, do something really good or do something really bad. Start off on a good foot and get to know your new supervisor. Here are five ways to create a positive working environment for the new manager.

1. Provide Your Boss with a Bio More than likely you will be given background information on your new supervisor, so why not return the favor. Give him or her a chance to get to know you- the competent employee. Forward your resume, create brief descriptions of recent projects you have completed for the company, or a CV. This will give your superior an opportunity to get to know your capabilities and skills.

2. Give Your New Boss Space & Time
Give the new person an opportunity to get to know and understand how everything works. When he is ready to meet, he will let you know. When given the opportunity, make your mark.

3. Ask Questions
Don't be afraid to ask questions and get expectations. Try to get a feel for your new boss' leadership style. Getting to know how your boss operates will make for a better working relationship. You may need to adjust your communication style, if your previous boss was more hand's on and this one is not, you will need to communicate and ask questions for clarification more often.

4. Make Your Workplace Presentable - Clear Clutter
You should be given a date when your new boss will start. Clear your workspace; make it look presentable. A cluttered work area says that you are disorganized or disheveled, don't make this a first impression.

5. Let the Past Go
Unless you are asked, don't reference the previous supervisor and do not compare your previous supervisor to the new one. Move forward with the new person, remain open-minded and positive. Never speak negatively about a previous employee.

First impressions are important. Getting to know your boss will take some time, be patient. Let your supervisor know that you are a dependable, reliable employee who is open to change. Be a team player. Openly welcome this individual and make him or her a part of the team.

Communication Case #2 - the Mind Reader

2009-08-05T00:02:00.001-07:00

More Adventures of the Pseudo-Listening Manager

In this week's episode of the Pseudo-Listening manager, Stanley Partial, is experiencing his clairvoyant capabilities - mind reading. The mind reader is someone who is busy trying to figure out what the person is REALLY thinking and trying to say but just not verbally expressing themselves.

At the conference, Stanley encounters a previous employee who left the company over a year ago for a managerial opportunity at another firm. While exchanging pleasantries, Stanley was really thinking that this guy left the company because he didn't like the staff and wasn't happy with the company. He was thinking this guy would have taken a job at a fast food restaurant just to get away from his co-workers.

Mind reading notions stem from hunches or vague misunderstandings, and have very little to do with what the person is actually saying. This type of listening barrier impeded Stanley from effectively communicating with his past colleague because of his false interpretations which could have very well been incorrect.

The Adventures of the Pseudo-Listening Manager

2009-07-31T20:38:00.001-07:00

Meet Stanley Partial (a fictional character), a manager at a marketing firm. He has been working at the firm for 5 years and has been a manager for 2; he supervises a staff of 3 marketing assistants. Clients, co-workers, and his employees have complained that Stanley is not a good communicator and talking to him is like talking to the wall. People find it difficult to converse with Stanley on a casual and professional level.

Communication Case #1: The Conference of Comparing

Stanley was sent to a conference in order to learn new strategic marketing techniques. He was sitting next to another marketing manager from a different firm who was just promoted to manager. At the break the marketing manager tried to make small talk by discussing his credentials and experience in the industry. Although Stanley didn't talk about his own credentials and experience, he kept thinking about how much smarter and more experienced he was than this man. He wondered how this person could have been promoted so soon and thought that the firm might be a start-up and probably won't last long in the business. When the man asked about Stanley's experience, he couldn't answer because he was so caught up in his own thoughts.

Synopsis:

Stanley was experiencing a block to listening called 'comparing.' He was mentally comparing his experience and qualifications to the marketing manager. This enabled Stanley to effectively communicate to the manager from the other firm. After having a 10 minute conversation with Stanley, the manager may have gotten some misconceptions about Stanley. He may think he is not smart, sociable, or rude. The moral of the lesson is communication is a two way street. If Stanley had responded appropriately to the manager he could have possibly had an opportunity to be a mentor or gain a valuable colleague as the result of effective networking.

Comparing definition taken from the book Messages- the Communication Skills Book by Dr. Matthew McKay.