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.

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.

1. I will manage the tasks and projects set before me appropriately so that deadlines are met.
   
2. I will communicate effectively and assertively so that there is a clear understanding of what is required and requested.
   
3. I will interact with co-workers, clients, and upper management with professionalism.
   
4. I will continue to improve and enhance my professional development.
   
5. I will take ownership of my mistakes and learn from them as well as others
   
6. I will be proactive rather than reactive.
   
7. I will never let them see me sweat.
   
8. I will excel in times of crisis and remain calm, cool, and collect.
   
9. I will seek results and be detail oriented.
   
10. 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

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.