Pay Attention to Details Week (March 25-March 29, 2013)

It seems there is a commemorative day, week, and month for everything. Here are the commemorative weeks in March:

March 3-9 - National Problem Gambling Awareness Week
March 11-17 - Brain Awareness Week
March  14-20 - National Farm Safety Week


So, let's declare this week (March 25-March 29) Pay Attention to Detail Week. This week you will especially observe your actions when it comes to completing everyday tasks and look at them in a differently.
 

Try this exercise: Look at the picture on the right, try and find things (not so obvious). For example, what is the name on the garbage can, what time is it, how many laptops are in the office, etc. The idea is small details are just as important.
 
This week is the week to think "less errors" (especially those that are most common, eliminate the need to complete the same task again due to a mistake, and develop a piece of mind that the task is done and will not have a "boomerang effect" and come back to you because you missed a step or made an error.

 Remember, when paying attention to detail:
1. Ask questions/clarify/confirm - Not only does this improve assertiveness skills, you will get all the information you need and won't have to come back two or three times.

2. Get out of the "robotic" routine - when we get in "robotic mode" we miss details because of the frequency of the task. Snap out of it and pay attention to the process, it may need changing.  "What was yesterday, may not be today." 

3. "Know Thyself" - train the eye to look for specific errors that tend to be your Achilles' heel. My Achilles' heel is dates. I know that today is Monday, March 25, but not paying attention, Monday, March 25 could turn into Monday, March 24 on correspondence.

Here are some examples of details you can add special attention to this week:

November Elite Admin: Jasmine Freeman, Office Dynamics

 

Chief Executive Assistant to the Founder and CEO of Office Dynamics, Joan Burge

 

Originally from Iowa, Jasmine made the leap of faith in 2006, when she attended a World Class Assistant Seminar hosted by Office Dynamics and learned that her mentor, Joan Burge, was looking for an assistant. She phoned Ms. Burge, interviewed for the position, and six years later, is making an impact on office professionals all over the world.

 Jasmine’s duties include, but are not limited to, arranging contracts with speakers and vendors, making travel arrangements for Ms. Burge, organizing Office Dynamic’s annual conference, event management, marketing, maintaining the Office Dynamic’s blog, and managing all social media outlets.

The Administrative Professional's Ultimate Time Wasters

Wasting time is like watching the clock.

The typical workday is filled with distractions, interruptions, and routine tasks. Researchers have found that the average employee does just four hours of productive work a day. The remaining four hours are spent fielding phone calls and emails, or wasting time by surfing the Internet and gossiping (2008). Here are three time wasters that the administrative professional has to face in any given day:

Is someday today? Putting off procrastination

Someday I will buy a house.

Someday I will go back to school.
Someday I will organize my closet.

No matter how big or small the task, we always put it off. Continuing to prolong a task or dream will only make your journey to success longer and more tiresome. People procrastinate for many reasons:

1. Financial issues
2. Feelings of failure
3. Fear of success
4. Time Constraints
5. Lack of motivation
6. Lack of support from outside sources
7. Lack of knowledge                              ......and these are just a few.

Procrastination is what keeps us from great achievement. It is impossible to achieve greatness if you are not moving forward to reach a goal that is tied to the accomplishment. Here are six tips on how to put off procrastination:

Not Paying Attention to Detail Could Cost You

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:

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!

Is this meeting really necessary?

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:

1. What is the purpose? What is it I need to accomplish?
   
2. Will there be action items for attendees to report on at a later date?
   
3. Is follow-up needed? If so, how often?
   
4. 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 Reasons to Get the Dymo LabelWriter 450

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.

Organize your office: Prepare for the Day after Tax Day

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:

1. Label file folders appropriately.
   

   Labeling the files will make the search for documents quicker.
   

2. Make mailing address labels.
   

   Need to mail documents? Make them now so that you don't have to waste time preparing them later.
   

3. 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.

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

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:

1. 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.
    

2. 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.
    

3. 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

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

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?

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

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.

Become a Dynamo Using A Dymo

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!"

Product Review – Dymo Label Manager 260P

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!

The Seven Laws of an Effective Leader

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.

Thinking Differently about Difficult People

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

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.

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.

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.