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.
Monday, October 26, 2009
Monday, October 19, 2009
Choose Your Method of Communication Effectively – Email, Phone, In-person, “Snail” Mail/Memos
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!
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!
Thursday, October 15, 2009
Bosses Day - October 16
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.
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.
Thursday, October 8, 2009
Pandora’s Office May Have Been Worse than Her Box
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!
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