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.

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!

 

Acknowledge the Elephant in the Room

Here we go again another Monday morning meeting. It is a difficult meeting to attend because it is a time waster - unproductive and boring. This week's agenda has the same items as last week's and again nothing is resolved. The only difference in this week's meeting, is you decide to mention how dissatisfied you are with the meetings. After a long dead silence, you finally decide to speak on the purpose of the meetings and give suggestions on how they can be more productive. To your surprise, everyone agrees, and a discussion ensues on how the meetings can become more productive! Finally, the elephant is acknowledged.

The ability to speak openly in a meeting is a part of being a professional and a leader. Leadership involves being able to tell others what is right as well as what is wrong and knowing that there may be some resistance, but this is how you feel and your opinions need to be expressed. Here are a few tips on how to acknowledge the elephant in the room and feel better that you did:

1. Abandon fear.

Fear is the biggest obstacle because when we are afraid we are restricted and we limit ourselves. How many times have you been in a meeting and had a suggested but was afraid to express it because of what others might think? Then someone else did and everyone thought it was the best idea next to sliced bread. The most effective way to get over fear is to face it – head on!

2. Voice the facts.

When making comments or suggestions as the result of some negative behavior be able to back up what you're saying. For example, if you are talking about the organization of the meeting or its purpose, reference meeting materials or if this is a meeting that involves a specific group and there are written rules and regulations such as bylaws, make reference to them so that everyone understands the source of your concerns.

3. Practice.

If you know you want to make a suggestion, practice how you are going to say it. Be mindful of your tone and speak clearly and concise. Choose your words carefully and use tact.

5. Don't place blame or make accusations.

Pointing fingers or making accusations at certain individuals will discredit your comments and others will look at you as a complainer. Don't make references to people. Stay focused on your issues and concerns.

Don't be afraid to acknowledge the elephant in the room; voice your opinions or suggestions, but always be professional. People will respect you and value you as a contributor to the meeting.

Overcome your Independency

So you like to work alone and don't ask other s for help; you feel like the task will be done and done right if you complete it. Guess what you are on the road to becoming a micromanager. I call this an independency. Having an "independency" can cause stress from work overload, misuse of time, cause deadlines to be missed, and result in errors and mistakes. There are times when we are so independent that we leave others out not because we don't trust them, but because we are so used to completing tasks ourselves. Here are a few tips to overcome your independency:

1. Ask for help. This is the number one solution to independency. If you can avoid it, try not to wait until a deadline is approaching and then put pressure on someone else to assist you in completing the task. You may need to break the task into pieces and have several people complete each piece. The key is to ASK!
   
2. Plan Accordingly. Map a strategy for what you need to accomplish. Break the project down in parts and decide how you can complete each part. Set internal deadlines for yourself. Then reward yourself for meeting the deadlines. For example, I need to clean my closet (Spring cleaning long overdue!) this is a 3-part project – the top shelf, hanging clothes, and bottom half of the closet. This way I am pacing myself and getting rewards.
   
3. Manage yourself first then time will manage itself. If you can learn to manage yourself and eliminate stress, then you will be able to control your time and; therefore, appropriate tasks effectively. Here is a tip on how to manage yourself: Schedule time for YOU! There are 24 hours in a day and you are at work 8 – 10 of those hours, there is time to be spent with family and friends, house chores, school work, etc. Manage yourself by scheduling time to yourself – ½ -1 hour and in that time do something for YOU! Read a chapter in a book, write a poem, stare out the window; do something that is comforting. Then you will be revitalized and can refocus and can get more done; hence, time managing itself.
   

Get the independency monkey off your back and ask for help, devise a strategy on how to approach tasks, and stick to it, and learn how to manage yourself. If you can do either of these suggestions, you are on the road to recovery! I am not only the author, but I am also a client!

To Speak or Not to Speak?

Have you ever walked past a co-worker and said good morning only to have no response or a blank stare? Do you share a cubicle with someone who doesn't seem to have two words to say to you? Does this behavior seem rude? Do you think this person does not like you? Here are some comments from people on the subject:

Honestly why does this matter? You are there to work not become best friends with people. While I agree it is a nice pleasantry to greet people with a cheery good morning or hello some people just don't...I wouldn't let it bother me at all.

I only bother to say good morning to people that I walk right past on my way in, which means I won't greet some of the people who work in my office all day. But if anyone wants to make the effort to say good morning to everybody, I will certainly reciprocate the greeting.

Some people are not morning people and just do not want to speak to people in the morning. And some people are just so into themselves that they don't focus on others around them until it suits them.

There are many kinds of personality types within the workplace and our #1 priority is to be able to work with all of them and get the work done. The reality is that some people just don't like to say 'good morning' or 'hello.' Perhaps they are having a bad day, or need to improve their interpersonal skills- nine times out of 10 it has nothing to do with YOU. The bottom line is: do what makes you feel good (as long as it doesn't offend others) and don't take it personal…..

If You Want Something Done, Thank Others for What They Do

Have you ever ventured to the mailroom and requested a package be sent but it was past or getting close to deadline for drop-off to send special packages for the day? Did you ask a co-worker to help you on a project and got the feeling that they really didn’t want to help you? Getting others to perform tasks can be a challenge, especially when deadline are approaching. Below are some ways that will help you in making requests of others in or outside of your department.


1. Acknowledge People/Departments
Public acknowledgement is a great way to recognize your co-workers. For example, during staff meetings, acknowledge the work that other departments have done. In companies that have a mailroom and duplication/support services department, I find that these departments are the most neglected when it comes to recognition. Everyone within a company is a valuable asset, so let them know that they are appreciated.

2. Express Gratitude.
Ever had a meeting and there were refreshments left over? Why not call members from other departments and ask them to partake in some of the snacks. If you don’t have meetings with leftovers, a simple “thank you” is always welcome. This is a kind gesture that lets people know how you value their service and saves food from getting thrown away.


3. Ask for input/suggestions
If possible, before making a request ask for some input on how the project or task can be completed more efficiently. This shows that you are interested and open to suggestions.


4. Don’t let every request be an emergency.
This requires some planning and organization on your part, but even the most organized individual has emergencies. If it is a situation that requires urgent attention, be assertive and ask for help and apologize for any inconvenience.


Showing gratitude and appreciation is another workplace positive reinforcement method that can cause for productivity to increase as well as moral. Remember the old saying, “Treat others how you would want to be treated.”

The ‘Bcc’- Friend or Foe

On average, we receive over 100 emails per day. The daily inbox is comprised of spam, junk mail, solicitations, marketing advertisements, greeting cards, friendly ‘hellos’, newsletters, and of course, business correspondence. In business correspondence, the Bcc, otherwise known as Blind Carbon Copy, is used when the sender wants inform someone of the dialogue, but doesn’t want others to know that the “invisible recipient” is receiving the email. Simply put, it is a way to “hide” recipients from others.

Friendly Uses

• If your email has a large recipient list, you can use the Bcc to hide email addresses and protect recipients privacy.
• You can Bcc yourself in an email so that you can receive a copy and file it away electronically as a follow-up on a later date or for informational purposes.

Not So Friendly Uses
• Sending a reply to someone who would take offense to the communication - a method to inform them of what is being said about them or other subject matter
• Relaying confidential information to individuals who should not be receiving the information in the first place - Note: confidential information should not be sent in email form. Never send vital information such as account numbers, social security numbers, or credit card information in an email.
• Creating a paper trail - a supervisor documenting an employee’s responses or vice versa

The ‘Bcc’ feature is a helpful tool, but can be used for inappropriate or wrong purposes. Since you never know who is being Bcc’d in an email, never send a reply that you wouldn’t want someone else to read or make public. Call the person or visit them in person.

A Test of Your Professionalism: Will You Pass?

A professional is someone who possesses distinctive qualities in a particular profession. Everyday in the workplace our professionalism is tested, there are situations that will be unpleasant to deal with, people who are rude, bosses who are demanding, and work that may seem demeaning, but in today’s economy, keeping a job is like finding a pot of gold, you are fortunate to have it. In the office, the expectation is to constantly exhibit decorum, tact, composure, and display knowledge of your skills. So what do you do when your professionalism is tested? Below are examples of five tests you will encounter in your professional career, how will you score?

1. Dealing with rude co-workers, clients, or customers. 10 pts.
We have all had those people who we have to deal with on a daily basis who seem as though they have a disregard for others feelings or don’t care about listening to what they have to say. Let them have their words. Do not interrupt. Listen with empathy not sympathy and be assertive in your response. When they are finished, ask questions to clarify their feelings. Seek answers. Get to the root of their ill-behavior and offer solutions. If you are not the person who can assist them, refer them to someone who can.

2. Dealing with a boss who is a micromanager. 20 pts
Being able to handle an overly exertive, anxious, non-trusting boss is a challenge to any professional. The most important thing to remember when dealing with someone like this is to give them what they want before they ask! In other words, provide them frequent updates before they have to ask where you are on the project. Ask questions for clarification and provide them with feedback by restating what they told you so that they know that you understand. The biggest fear in a micromanager is that you don’t understand the task; therefore, it will not be done right. Keep a notepad handy at all times to take notes and get updates. Finally, give assurance that the project will be completed by the deadline (while giving updates until completion). If an extension is needed, give good, solid reasons why- maybe due to the constant micromanager interruptions.


3. A colleague claims your idea as his own. 30 pts.
How many times has this happened…you are sitting in a meeting and your boss asks for ideas, you want to raise your hand but you are fearful that you will be laughed at or rejected? So after the meeting you tell a co-worker your idea, who then at the next meeting voices the idea as his own and gets all the praise. Unfortunately, there is nothing you can do at this point; however, this incident has educated you for the future.

If you become timid when it comes to speaking in a group meeting, provided you know what the agenda items are prior to the meeting, put them in writing in proposal form and give them to the Chair before the meeting or slide them to him during the meeting. Afterall, the worst that will happen is that your idea won’t be used, but the positive is that you voiced your suggestion and no one took it!
So, how do you maintain a cordial working relationship with this ‘thought thief?’ Being the professional that you are, you will continue to be cordial, you have been taught a valuable lesson, learn from it and move on.

4. Criticism and/or negative feedback during a performance review. 50 pts
It’s that time of year again---the dreaded performance review. We need to look at performance reviews from a different perspective. Performance reviews or evaluations are conducted for the sole purpose of letting us know what areas we need to improve or develop our skills. Just as you are prepared for meetings, events, etc. as professionals, we need to be prepared for the performance review. This means bringing a pad and pen and being ready to jot down notes. Is there a certain quality about your supervisor that you admire? For example, my supervisor is great at prioritizing, so I asked her about prioritizing skills. This shows that I am interested in improving and that I am watching her work ethic. Also, this is the perfect time to ask for some professional development training in the areas your supervisor has highlighted you may need improvement. So don’t leave the review mad or angry; leave enlightened.

5. A reprimand/write-up (verbal or written). 100 pts
Dealing with a reprimand is a very unpleasant event. A reprimand is an eye opener that says we need to change or modify behavior. This is going to be a big challenge to your professionalism because emotions tend to overcome our logic. Leave emotions outside of the room.

There is a three step process in dealing with a reprimand effectively. The best way to deal with a reprimand is to accept the notification. It doesn’t matter if you don’t sign it, you must acknowledge the fact that you made a mistake, for whatever reason, and then devise a strategy to not allow it to happen again. Then ask for suggestions or recommendations about how to avoid this situation in the future. Be open to suggestions. Finally, the third step is to provide feedback. Apologize for your actions and assure everyone involved that you will work on your behavior. This test has the most points because it may be the most difficult test of our professionalism.



There may be instances when the same test may be administered in one day, such as the test of the rude co-workers or customers. Take off ½ points if you have a negative reaction than what was suggested. For example, if you were angry at your supervisor for the feedback you received from the performance review (and it showed) you would score 25 points. Then for the next review you need to work on your emotions, so that you can score 50 points.

It is important to remember that any irrational moves or reactions to any of the tests could have a detrimental affect on your career and reputation. Think first, and then react.

4 Ways to do a Midday Power Up

It’s 3 o’clock and your sitting at your computer with heavy eyes, slow fingers, and slightly blurred vision. You are ready to curl up under the desk, grab a pillow and take a much needed nap, but wait, you are at work and your boss would not approve of such behavior! This feeling usually occurs 1 to 2 hours after lunch. Here are four ways to give you an energy boost for the home stretch:

1. Take a short walk.
Nothing wakes you up quicker than a walk through the building or if you can, outside to get some air. Organize your visits to other offices or departments during the time of the day when you affected by the “power down” so that you can get the boost you need to finish the day.

2. Stand up and stretch.
If you can’t leave your desk, stand up and do a 30-second stretch to get the circulation flowing –if your boss doesn’t mind the wild arm motions (try not to make the noises though).

3. Listen to upbeat music.
Depending on what your office environment is like, listen to your favorite singer or band. If you can, pat your feet to the beat or bob your head to the music. Be tactful; don’t act like you are ready to be on Dancing with the Stars!

4. Have a midday snack.
Qualityhealth.com suggests the following snack foods to get you going for the remainder of the day.

Dried fruit. These high-energy, low-fat snacks are easy to pack and almost never go bad. Try a medley of apricots, figs, and raisins. However, be aware that some commercially packaged dried fruits contain sulfur dioxide, which has been shown to increase your risk of asthma.

Almonds. Ounce-for-ounce, this is the most nutrient-dense nut. Research has shown that adding two ounces of almonds to your daily diet increases your intake of vitamin-E and magnesium.

Yogurt. Quick, easy, and delicious, yogurt is available in a variety flavors. One cup of low-fat yogurt contains almost 13 grams of protein and 17 grams of carbohydrates-just what you need for great energy.
Coffee, energy drinks and bars, are not a very good source of energy because very soon you will come down from the “caffeine fix” and be more sluggish than you were. Eliminate the feeling of walking in mud and perform a midday “Power Up” - you will be more productive and more alert at the end of the workday.

Tax Tip for the Office Professional

It’s that time of year again- tax season! This is the time of year that most people stress over because we are waiting for documents like W2’s, mortgage statements, 1099’s, and other information in order to file taxes.

Here is a tax tip for all office professionals that go above and beyond the call of duty during the year and spend their own money without getting reimbursed.

Tax Tip: Complete a Form 2106 – Employee Business Expenses

This form is used for expenses NOT reimbursed by your employer that you may have incurred throughout the year. Use for the following purchases:

- professional conferences/workshop registration fees
- items purchased for conferences/workshops
- food, hotel room stays, airfare (classified as ‘travel and entertainment)
- mileage used throughout the year traveling for professional purposes (EXCLUDE daily commute to/from work)
- professional subscriptions and dues to professional organizations
- employee union dues
- basically any out-of-pocket expenses related to the job or your profession

These are just a few expenses that can be listed on the Form 2106. Tax season doesn’t have to be a tear jerker. Ask your tax professional about other expenses that you may have incurred that were not reimbursed, you may be surprised and have a little more dough coming back to you.

Do Bad Bosses Breed Bad Bosses?

Have you ever wondered where bad bosses come from? Were they dropped out of a spaceship in the middle of the night or were they brainwashed and conditioned by other bad bosses to continue bad behavior? According to the Association for Psychological Science (2006), the unconscious transmission of actions or emotions from one individual to another is possible. In other words, if someone observes a certain behavior that person is susceptible to behave in the same manner.

Bad bosses come in all shapes and sizes. The following is a list of the top 5 characteristics that make up bad bosses and how you can deal with their behavior.

1. Non-Communicative
Being able to communicate is essential in any setting. Bad bosses like to withhold information from their employees or expect their employees to be mind readers and already know what they’re supposed to know.

How to deal with it: If you work with someone who does not like to share information or it seems as you are left in the dark, ask questions. Get the individual to talk to you by you talking to them. Don’t wait around the water cooler, listening to the rumor mill. Be proactive and get a dialogue established with your boss.

2. “Rules with an iron fist.”Some bad bosses believe that what they say goes and there is no room for negotiation. They are close-minded and do not believe in change or that there is a better way to do things.

How to deal with it: These types of managers believe in facts and statistics. Show them the benefits to changing or revising a procedure and explain how the company and your department will be more productive. If possible submit the plan in writing.

3. Unorganized.
So your boss approaches you at 4:50 p.m. and tells you that he needs a report by 10 a.m. tomorrow for a meeting at 10:30 a.m. and you don’t arrive until 9 a.m. This is not a simple report and you will probably need to come in early to have it completed on time. This is frustrating because you have other projects you need to accomplish and you don’t like working last minute.

How to deal with it: If you keep your bosses calendar, you can ask him ahead of time if he needs anything in particular for the meeting or if you know the agenda you can suggest information your boss can take to the meeting and have it prepared. If this occurs frequently and you are unaware of your bosses calendar, then during your next staff meeting or performance review politely express your concern that you would prefer to receive tasks and projects ahead of time so that documents can be fully prepared and reviewed before being presented to a group, especially upper management. Again, explain the benefits to requesting projects ahead of time and put it in writing. Sometimes emergencies occur and can’t be helped so determine how frequently your boss makes these requests and make necessary suggestions on how you and he can be more productive and efficient.


4. Lack of trust.
These are the micromanagers; they don’t trust their employees to do the job or that the task will be done properly. These kinds of managers want proof that you will do the job effectively.

How to deal with it: In this situation you must prove that you are capable of completing the task and don’t need someone standing over your shoulder. As tasks or projects are assigned, give 110% attention, check and double check for accuracy. Remember micromanagers seek out “micromistakes,” so if there is a comma or number out of place or missing, you will have to start over in establishing trust.

5. Opposed/resistant to the professional development of their employees.
Have you ever asked your supervisor to pay for a training or workshop that would enhance your professional or personal development only to get rejected saying there just wasn’t enough money in the budget?

How to deal with it: Provide written materials and information about the training or workshop you wish to attend. Include how the company and your department will benefit by investing in you – their most valuable asset. If the manager insists that the budget is tight, suggest that you would pay half of the cost; this will show the manager that you are willing to invest in yourself. If that doesn’t work, think about paying for the training out of your own pocket and then show your boss how effective and productive you are afterwards by using what you learned. Then the next time you wish to attend a training, they may more open to paying the costs for you attend because they will know how beneficial the last training was for the you and the company.


We know that bad bosses don’t miraculously drop out of the sky and they weren’t born to be bad – they were made. Unfortunately, behavior can be contagious (good and bad) and most times we don’t realize we have “inherited” such behavior. The best philosophy to live by is, “treat others as you would like to be treated.”




Wang, S. (2006). Contagious behavior. Association for Psychological Science. Retrieved February 2, 2010 from http://www.psychologicalscience.org/observer/getArticle.cfm?id=1931