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

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

"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

1. 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.
2. 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.
3. 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

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

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:

1. Don't mimic the previous leader's actions. Make your own footsteps, instead of following in theirs.
   
2. Ask for input from team members or people familiar with the previous leadership.
   
3. Evaluate current procedures, note deficiencies, and make modifications.
   
4. Don't make the same mistakes twice.
   
5. 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

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:

1. 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.
   

2. 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.
   

3. 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.
   

4. 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?

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

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

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:

1. 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?
  

1. 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).
    

2. 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!

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."

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Good morning, Innovation!

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:

1. 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.
  

1. 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.
   

2. 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!