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.
Friday, June 25, 2010
Thursday, June 17, 2010
Proper Business Dining Etiquette
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!).
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!).
Sunday, June 13, 2010
Copy and Pasters BEWARE!
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.
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.
Tuesday, June 8, 2010
10 Lessons Office Professionals Can Learn from Phil Jackson
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.”
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.”
Monday, June 7, 2010
Digital Detox
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?
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?
Friday, June 4, 2010
Increase Productivity with Keyboard Shortcuts
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.
Monday, May 31, 2010
Working by the 80 – 20 Principle
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.
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.
Friday, May 21, 2010
The Office Professionals Code of Conduct
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?
Tuesday, May 11, 2010
The Charge: Your Emotions – The Cost: Your Job
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.
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.
Thursday, April 29, 2010
Avoid Conference Call Catastrophes
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.
Monday, April 19, 2010
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!
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