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  • feedwordpress 16:59:52 on 2019/01/16 Permalink
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    Communicating In Style, With Style 

    The word communicate is derived from the Latin word, communis, meaning commonness. When we are communicating, we are trying to establish commonness with others. We are trying to share information, encourage or inspire others, build rapport or persuade someone to make a change or see our point of view. In order to accomplish this, you will want to consider if the receiver has a preferred communication style so you can tap into it.

     

    Some people are detailed thinkers and like to communicate lots of details. While they may think they are being effective with the receiver, the receiver might be thinking, “Information overload. Please stop.” Actually, that would be my reaction. I am a big-picture thinker. I think of the details but that comes after the big picture. And I prefer people to communicate with me in a big-picture fashion. If I want more details, I will ask for them. Of course, it helps me a lot that my assistant, Melia, is a detailed thinker.

     

    I have been teaching administrative assistants about communication styles for more than two decades. I teach this in our Star Achievement Series® course and in our World Class Assistant course. Both of these are certification courses. In class, attendees get to complete an assessment to see if they have a preferred communication style. And if so, how to communicate with that person to be most effective.

     

    If you would like to see if you have a preferred style, here is a link to the assessment. https://officedynamics.com/pdfs/communication-style-13.pdf

     

    Here is a small sampling of the characteristics of each color. You will notice some distinct differences. Please keep in mind this has to do with communication, not personality.

     

     

    Red:

    Concrete, impulsive, risk taker. Wants to know the short-term objectives of a project. Doesn’t like indecision and vagueness in others. Take charge type, self-assured. Quick to act; spontaneous; likes to be in control; doesn’t like advice; uninterested in personal feeling.

     

    Yellow:

    Empathetic, personal, intuitive. Emphasis on human relationships and feeling when communicating. Enjoys friendly, informal relationships with everyone. Doesn’t like rigid, bureaucratic, unfeeling management. Full of ideas; dislikes telling people unpleasant things; seeks harmony.

     

    Blue:

    Introspective, creative, conceptual. They easily make associations. Enjoys expressing ideas. Asks questions for understanding. Responds poorly to authoritative management. Can take small pieces of information and form a whole. Good listener; need to be unique; often unrealistic.

     

    Green:

    Precise, analytical, impersonal. Likes consistency and logic. Prefers clear procedures, rules and regulations. Wants guidelines and structure. Needs to know deadlines.  Principled, cautious, prefers working alone; likes problem-solving; unemotional.

     

    Learning about and understanding, if someone has a preferred style, is very powerful. Here are ways to use your new understanding of communication style.

     

    • Complement your executive’s preferred style. For example, if your executive prefers the red communication style which is big picture, then hopefully you can “balance” their style with being more of a detailed thinker. This means that you would ask more questions to get more information from your executive. Or you would think of things that your executive has not thought about.

     

    • Build rapport with internal and external customers. If we truly want to build rapport with others, we will consider if they have a preferred communication style. If they do have a preference, then you will want to communicate in their style so they are open to your ideas and want to work with you.

     

    • Tailor messages so they’re best received, and most easily understood, by different communication styles. Whether communicating verbally or in writing, you would tailor your message to a person’s preferred communication style. Here are some examples of how you would tailor your messages based on the communication colors.

     

    Red: big picture; short and to the point; be business-like.

     

    Yellow: emphasize feelings; be friendly; don’t hurry the discussion.

     

    Blue: informal; casual; provide small bits of information.

     

    Green: structured; don’t rush them; be organized and precise.

     

    • Break through social barriers to outstanding job performance by promoting mutual understanding and even greater respect for different communication styles and unique cultures.

     

    • Enhance your persuasive techniques so you can influence decisions and make a more positive impact on the workplace.

     

    Best of luck!

     

    joan_burge_signature

    The post Communicating In Style, With Style appeared first on Office Dynamics.

     
  • feedwordpress 17:15:24 on 2019/01/15 Permalink
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    Tips to Get Rid of Stress 

    Life is too short to let things get to you, but sometimes it happens. Sometimes things are going so fast and so much is happening we all of a sudden think, “Whoa, what just happened?”

     

    Then comes the stress and we quickly become one of the “office dragons” that we don’t like very much.

     

    There is no formula for completely taking the stress out of your life, no wax on or wax off, but there are some things you can do to de-stress or even prevent it from overwhelming you.

     

    So, as we begin this New Year and we are coming out of a very fun but stressful time of year I thought it would be nice to list a few techniques and methods that might prove to be helpful.

     

    Get Physical

     

    When stress starts to take over, the human body has an increased level of adrenaline and cortisol. This can send us into a “panic mode” and because our natural reaction is the “fight or flight” response, we need to rely on exercise and physical exertion to metabolize these levels of stress. So, take 5 minutes and go for a walk.

    • Go workout
    • Do some yoga
    • Whatever it is, get physical and get rid of that stress!

     

    Sleep

     

    One of the highest causes of stress is the lack of sleep but what makes this funny is stress can also prevent us from getting a good nights rest. There are several things you can do to help you overcome your restless nights.

     

    • Maximize your relaxation before going to sleep
    • Avoid caffeine at night
    • Avoid excessive alcohol which leads to disturbed sleep
    • Avoid mentally demanding activities before going to bed, allow your brain time to decompress
    • Avoid watching action packed or suspenseful movies or television shows before going to bed

     

    Talk to a Friend

     

    Sometimes all you need is a friendly ear. Talking to someone can help distract you from what is going on around you. Stress has a way of clouding our judgment and it prevents us from seeing the situation as we should see it. When we talk to someone we can also get another perspective that is clearer and not so close to the problem.

     

    Relaxing Techniques

     

    Try different things to bring your stress levels down. The Harvard Medical School published an article that lists six relaxation techniques to reduce stress.

     

     

    Just Say No

     

    We have said this time and time again. In fact, Joan Burge has even written a blog post dedicated to this topic. Do You Have A Problem Saying No?

     

    Some people have a real problem saying no to their work colleagues, family, and friends and that can cause some major problems when you get busier and more stressed.

     

    For more insight into this read, Do You Have A Problem Saying No? by Joan Burge, Founder and CEO of Office Dynamics International.

     

    Get Rid of it!

     

    Stress can come in many different forms and sometimes it is work-related, family or just everyday things like traffic. Whatever it is, get rid of it!

     

    Tell us about some ways you get rid of your stress, we’d love to hear!

    The post Tips to Get Rid of Stress appeared first on Office Dynamics.

     
  • feedwordpress 09:00:00 on 2019/01/15 Permalink
    Tags: Adversity, , , , , , ,   

    How to Overcome Adversity in Your Leadership 

    Leadership can be tough. The road is filled with twists and turns, and detours and potholes can throw anyone off their course. It’s easy to think of the deviations and challenges as problems, but it doesn’t have to be that way. You can learn to view them instead as opportunities to learn and grow.

    Here are some well-tested strategies for making the most of adversity:

    Define your priorities. In difficult times, minor setbacks and disappointments can quickly add up and become overwhelming. Don’t allow yourself to be distracted by minor inconveniences and disappointments—instead, focus on overcoming the real obstacles that lie between you and your goals.

    Accept it and move on. While some people have an easier path than others, everyone will at some point suffer setbacks and difficulties. By accepting adversity as a normal part of your leadership, you’ll waste less time feeling stuck and overwhelmed.

    Consider the implications. Think of all the reasons for your disappointment. Could you have done something differently? Ask yourself in a problem-solving way, not a self-blaming way, and try to be as objective as you can. Think of the causes that led you to these circumstances and think about what you’d do if you could rewind the experience and have another run at it.

    Turn it inside out. To overcome adversity, you have to focus on the positive—whether that means the positive aspects of your situation or the positive results you’ll feel when you achieve what you want in the future. Turn your negatives into positives whenever you can.

    Listen to others. It can be hard to listen when things are tough, but that is exactly when you most need to get out of your head and listen to everyone who is offering advice. When you do, you may discover opportunities, lessons and wisdom that you couldn’t attain any other way.

    Don’t shut yourself off. Most people—especially leaders—believe they have to deal with everything by themselves when they hit a wall or go down the wrong path. Don’t isolate yourself in bad times. Let those you trust move close and help you overcome the difficulty you’re going through. Someday you’ll have the opportunity to return the favor or pay it forward.

    Try not to repeat yourself. Make it your policy never to make the same mistake twice. At the same time, recognize that you are only human, and like any other human you’ll make plenty of other mistakes in your time on earth.

    Focus on the future. Learn what you can from the past and quickly shift to applying those lessons to the future. You can’t change the past, and lingering on it may contribute to making the challenge seem even worse. The future, however, is always filled with possibilities and opportunities.

    Lead from within: Learn how to overcome your obstacles, because challenges and difficulties often prepare ordinary people for an extraordinary destiny.

     


     

    N A T I O N A L   B E S T S E L L E R
    The Leadership Gap: What Gets Between You and Your Greatness

    After decades of coaching powerful executives around the world, Lolly Daskal has observed that leaders rise to their positions relying on a specific set of values and traits. But in time, every executive reaches a point when their performance suffers and failure persists. Very few understand why or how to prevent it.

    buy now

     


    Additional Reading you might enjoy:

     

    Photo Credit: iStockPhotos

    The post How to Overcome Adversity in Your Leadership appeared first on Lolly Daskal.

     
  • feedwordpress 16:00:38 on 2019/01/14 Permalink
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    How to Stay Organized with Leadership Team Meetings? – Ask An Admin 

    training_for_administrative_assistants

     

    Welcome to another question for Ask an Admin – Admin to Admin Advice. This is where you submit the question and your peers answer your question. We believe that there are many different ways to approach problems, difficult tasks, and situations so we thought this would be a great way to provide you a place to share your input as well as receive input from others.

     

    This week’s question is:

    In my many years of working, I have never been so involved with the Leadership Team.  This is a good thing and a big learning curve for me.

    In starting 2019 off on hopefully on the right foot, I am looking for advice on how to stay organized with all the meetings.  Making sure agendas are going out timely, meeting with leaders to create the agenda, taking notes, bringing attention to meetings,  etc.

    I would like to know of any system that works on how to stay organized with possible at a glance template to show the leadership team what all is going on.

     

    This is a wonderful question! It can be very difficult to stay organized with so many moving parts. So what is the best system you know of or what is it that you do to tackle this tough situation?

     

    It’s your turn to give your advice, tips, tricks, and anything else you have to offer up. Place your comments or advice in the comment section below.

     

    ATTENTION: If you’ve submitted your response on our Ask an Admin blog post, please be patient to see your response and other responses. We have to manually approve them to prevent spammers and profanity. If you do not see your response right away, please give it time and revisit. We apologize for this but this is the best way we can keep YOUR blog clean! Thank you, everyone!

     


     

    About Ask an Admin:

    Ask an Admin will be a weekly post on our blog that presents a question that you or a fellow administrative professional submitted to us. We will choose one question per week and post it on our blog.

    If you have a question that you would like to submit, please send it to officedynamics.aaa@gmail.com and include the name you would like us to use.

    If you want to subscribe to our blog so you don’t miss any posts, please visit https://officedynamics.com/blog/ and subscribe in the right-hand column.

     

    Meeting Planning and Execution Live E-Learning Course

    March 14, 2019

    1:00 – 2:00 p.m. ET | 10:00 – a.m. PT

     

    Help other administrative professionals and share this page using the buttons below!

    The post How to Stay Organized with Leadership Team Meetings? – Ask An Admin appeared first on Office Dynamics.

     
  • feedwordpress 09:00:22 on 2019/01/14 Permalink
    Tags: AI, Artifical Intelligence, , , , , , , ,   

    This is How AI Will Change the Future of Leadership 

    More and more, artificial intelligence is permeating nearly every aspect of business and industry. It’s already begun changing the future of leadership.

    Change requires updated skills, and a change as sweeping as the proliferation of AI will almost certainly require that leaders develop new skills. But much of what we’ll need will come from refining and adapting skills that are already part of good leadership practice. Here are some of the most important traits that will serve us well in the years to come:

    Focusing on our adaptability. Leaders who embrace change with an agile spirit thrive in every situation. Agile leaders know how to switch gears and view issues from different perspectives, and they provide an environment in which failure is part of success and decisions are made on the basis of informed judgment. In every situation, but especially in times of change, agile leaders work to strengthen their organization’s leadership capability by providing leadership opportunities to team members with diverse backgrounds and abilities.

    Absorbing our fears. If you’re fearful of widespread change, you are not alone. Even the best leaders feel fear, but they learn to absorb that fear and work through it.  Mastering any new skill requires some degree of fear-conquering. As AI becomes more familiar it will also become less frightening, so devote some time to studying the work of those who are involved in the field.

    Keeping an open mind. We have to understand something before we can lead through it. And the particular challenges of robotics and artificial intelligence—with deep philosophical and ethical components—mean that we’ll have to work especially hard, and with an especially open mind, to develop that understanding.

    Having comfort in uncertainty. The world is complex, business is complicated and uncertainty is guaranteed. That’s always been the case—any time we feel a sense of certainty, it’s basically false. And when it comes to AI, we need to educate ourselves and remember that wisdom doesn’t emerge from knowing with certainty but from awareness of uncertainty.

    Embracing humility. A rapidly changing future requires an ancient skill: that of humility. It was Socrates who discussed the benefits of humility, understanding that our ignorance can prevent us from recognizing its own existence. An arrogant faith in our own knowledge is worth very little compared to the humility that keeps us in touch with all we don’t know—the first requirement for being open to new learning.

    Embodying our humanity. A notable study at the University of Oxford projects that 47 percent of people will be at risk of losing their jobs due to advancements in computerized automation. There’s no way of knowing what that level of unemployment—much of it in white-collar professions—will do to our society. But wherever we find ourselves, we will benefit from staying connected to the core of our humanity as we navigate the changes.

    AI may be able to do things we can’t, and do other things more quickly and efficiently, but it will be humans who determine the shape of the future.

    Lead from within: We still have a long way to go to ensure that humans define AI’s future and to determine our best role as leaders as that future develops.

     


     

    N A T I O N A L   B E S T S E L L E R
    The Leadership Gap: What Gets Between You and Your Greatness

    After decades of coaching powerful executives around the world, Lolly Daskal has observed that leaders rise to their positions relying on a specific set of values and traits. But in time, every executive reaches a point when their performance suffers and failure persists. Very few understand why or how to prevent it.

    buy now

     


    Additional Reading you might enjoy:

     

    Photo Credit: iStock Photo

    The post This is How AI Will Change the Future of Leadership appeared first on Lolly Daskal.

     
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