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  • feedwordpress 16:59:52 on 2019/01/16 Permalink
    Tags: , Attitude, ,   

    Communicating In Style, With Style 


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    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
    Tags: Attitude, , ,   

    Tips to Get Rid of Stress 


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    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 21:13:24 on 2019/01/04 Permalink
    Tags: Attitude, , , ,   

    Starve the Dragon 


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    There is a huge fiery dragon roaming the earth. Some days, the dragon is a little tamer and other days the dragon is on a rampage breathing fire.

    Do you know this dragon? You may not be directly affected by this dragon – the dragon can be creating pain for your industry, your employer, managers, executives, and customers. It is the financial and international economic dragon that is creating the stock market to crash 500+ plus points in a day, and then rise 420 points in a day, only to crash 600+ points the next day.

    Now, what do I mean by starve the dragon? I mean don’t get pulled down and sucked into negative talk, doomsday conversations and negative attitudes. When this type of thing happens, people (you and me—everyday folks) stop buying; put life on hold and then we actually create the worst-case scenarios.

    Instead….

    • Be positive. When others around are talking about how awful everything is, acknowledge their correctness and then say, “Yeah, but we are a strong country. We have pulled out of tough times before.” Or, “Yes, that is true but I’m focusing on what I can do to make things better.”
    • Stay hopeful. This will not last forever. Nothing lasts forever, no matter how bad it is. It may seem like it takes forever, such as the housing market. It is going to take years and years, especially here in Las Vegas but it will eventually end. Focus on what you can do today.
    • Think lean and streamline processes wherever you can. Save your company money wherever you can. Spend but spend wisely. Remember, if you have to do something over, you are costing your company money. Do the right thing right, the first time. This means slow down, proofread, pay attention and question anything that seems out of sorts to you.
    • Uplift others. As we uplift others, they inspire others and we create a possible ripple which then motivates people to do good.
    • Be strategic. When planning upcoming seminars, conferences and training – see how they line up and teach you strategies that you can bring back and implement in your workplace. Put together a presentation showing your executive the benefits of the training. Everyone needs to be a star in their job today. Mediocrity is not acceptable! Therefore, you need to invest in learning (even if your employer can’t support you). If you do your due diligence and promote the benefits of what you will learn and then use persuasion skills, you should be a winner!
    • Do not…. Do not…. Get pulled into the negative talk. That just feeds the ugly dragon.

    Let’s help move things forward in a positive way. Be a part of the solution, not the problem.

     

    2019_Conference_For_Administrative_Assistants

    The post Starve the Dragon appeared first on Office Dynamics.

     
  • feedwordpress 21:00:38 on 2018/12/12 Permalink
    Tags: Attitude, , , ,   

    Joan’s Naughty and Nice List for Assistants 


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    During a Facebook Live event Joan Burge, Founder and CEO of Office Dynamics International, had discussed her Naughty and Nice List for Assistants. This discussion highlighted many great things that can be practiced in the office as well as actions that should be avoided. In the middle of the live stream, Joan asked the viewers to give her some examples of naughty behavior practiced in the office as well as some nice behaviors.

    Be sure to watch the video for some great, funny, and “oh my gosh” kind of answers.  Special guest appearance by Melia!

     

    And here is Joan’s list!

    Naughty:

    • Not adequately preparing your executive for a trip
    • Gossip about your peers (or anyone else)
    • Take on too much work
    • Multi-task
    • Bring your bad attitude to work
    • Not be a team player
    • Withhold information from others
    • Be stagnant in your growth or education
    • Text or read messages while others are talking to you
    • Ignore signals that you are under too much stress
    • Intentionally not give your boss an important message
    • Spike your boss’s coffee

     

    Nice:

    • Give your best every day
    • Be patient with others
    • Care about your executive’s success
    • Take the initiative
    • Remind your executive of important meetings
    • Share your knowledge with your peers
    • Be a leader
    • Champion a cause
    • Make time for yourself
    • Make others look good
    • Listen to others when your opinions are different
    • Be organized and ready for your day
    • Gather a group of your peers for a mini training session
    • Let your executive know that you appreciate him or her
    • Give yourself a BIG pat on the back at the end of the day!

     

    ©Copyright Office Dynamics International 2018.

    The post Joan’s Naughty and Nice List for Assistants appeared first on Office Dynamics.

     
  • feedwordpress 17:10:28 on 2018/12/11 Permalink
    Tags: Attitude, ,   

    Bouncing Back from Failure 


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    Has it been another week of adventure? A lot can happen between Monday and Friday, can’t it?

    I’d like to focus today on Turning Failure into Success. Failure is a dirty word in the corporate world. And our success-oriented society often makes it difficult for those who fail to adjust. This negative attitude often forces people to take job-related failures personally, even if they had little to do with the actual events.

    When failure occurs, many people go through a mourning process similar to that for the death of a loved one: 1) denial, 2) bargaining, 3) anger, 4) depression, and 5) finally, acceptance. While no one embraces failure, some people take it harder than others, blaming themselves entirely for their lack of foresight. Embarrassed to face their colleagues, unable to confide in their friends or family, they are isolated in their own grief.

    Thought for the week: “I will turn any failure or setback into a success!” Or, “I will encourage someone else who might be experiencing the feeling of failing, whether it is my child, neighbor, or coworker.” Has it been a great week? If not, you can still make a great one!

    Bouncing Back

    1. Acknowledge the failure. When this first, vital step isn’t taken, an atmosphere of fear is created. Instead, face your failure and see that it is an opportunity to learn and grow.
    2.  Ask for help in preventing future failures. If the guilty party doesn’t request help, it may lead this person to say, “I’ll just be more careful next time. I won’t take such a big risk again.” And that sort of thinking leads to stagnation and a loss of creativity and growth for both individuals and organizations.

    Failure can be an opportunity to reflect, rethink values and interests, and then make positive changes. People are often better off after they’ve failed because if it hadn’t been for their missteps, they might still be in the same rut.

    joan_burge_signature

    The post Bouncing Back from Failure appeared first on Office Dynamics.

     
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