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  • feedwordpress 14:00:14 on 2017/01/23 Permalink
    Tags: , , , , , career advice, , , , , , , , , , Stress Management, voice your opinion,   

    Tactfully Voicing Your Opinion In The Workplace 

    voicing_your_opinion_at_work

    I hope you had a great week last week and were able to apply the tips I had for communicating with people from different generations. In case you did not read the last two Monday Motivators, I have been writing a 3 part series on communicating for business success. The first one was, Be a better communicator at work and the second was, Bridge the Generational Communication Gap.

    Today I am focusing on tactfully voicing your opinion, which is another topic I cover in our World Class Assistant Certification course.

    Throughout my career as an employee—a few decades ago—I had the need to voice my opinion to my manager, colleague, vendors, peers, and others. As a business owner, leader, trainer, coach…I still have situations occur when I need to voice my opinion. We all experience this in the workplace. For some people, it is easy to voice their opinion and for others, it is hard.

    The caution is just because someone has the courage to speak up, it doesn’t mean they are presenting it in a way that will be acceptable to the receiver. If we want our voice to be heard and to be taken seriously, we have to think about how we communicate and present our case.

    Step #1: Consider these factors. Before you even express your opinion, there are some factors you should take into consideration, such as:

    • What is the other person’s sensitivity to the issue or situation?
    • What is my experience level in the area in which I want to express my views?
    • Is it too late to express my opinion?
    • If the receiver is from a different culture, how will they accept what I have to say?
    • Are there generational differences between me and the person to whom I want to express my views? How might that impact their willingness to be open to what I have to say?
    • My mood? Am I in a low mood? A grumpy mood? Frustrated? That probably is not the time to express my opinion. This could dramatically affect the outcome.
    • Why am I even having this conversation?
    • What is my motive in voicing my opinion? What do I hope to accomplish?

    Step #2: Think about the words you will use. Resist rattling off what’s on your real mind. You want to maintain professionalism and have the receiver be open to your suggestions or views.

    Step #3: Gather facts to back up your opinion. For example, if Joe in another department consistently turns in a monthly report late, you will have a lot more leverage or chance of getting Joe to change if you were to say something like… “Joe, the January report was due on the 18th of the month; I received the report on January 25. In February, the report was due February 14; I received the report February 19.” Do you see having facts is more powerful than saying, “Joe you are always late with the monthly report.”

    Step #4: Make sure you aren’t personally attacking someone. Stay focused on the point or issue at hand or situation. It does us no good to verbally attack a person.

    Step #5: Select the best time. Timing is important. Maybe you wish to express your thoughts in a meeting to one of the attendees but you would be better off waiting until after the meeting or even the next day. Again, if we want people to be open to what we have to offer, we need to consider if this is the right time.

    Step #6: Clearly explain your point of view. Two people can be right and not be in agreement. What do I mean? I see it all the time when I coach executives and assistants. Each person has their view of a situation, expectations or performance. The executive is right and the assistant is right but they have different view or stories about what happened. Take time to explain your thoughts.

    Step #7: Consider your relationship with the other person. How long have you known this person? How will they take your feedback? Are they a superior? (You can still voice your opinion but very carefully.) Do they work within your organization or outside your organization?

    It is both important to express our views and maintain another person’s self-esteem. I encourage you to work on this vital business skill.

    Have an awesome week!

    Joan Burge

    Come see me live in Chicago for Administrative Professionals Week!

    workshop_for_administrative_assistants_chicago_illinois

    Photo Credit: Designed by Katemangostar / Freepik

    The post Tactfully Voicing Your Opinion In The Workplace appeared first on Office Dynamics.

     
  • feedwordpress 09:06:36 on 2017/01/13 Permalink
    Tags: , , admin tasks, adminproforum, , conversation with assistants, question and answer, responsibilities, Stress Management   

    Which administrative task or responsibility would you like to see disappear? 

    administrative_responsibility

    Each month we feature a question from our friends at Business Management Daily’s Admin Pro Forum. Please enjoy engaging in a conversation over this month’s question.

    Which administrative task or responsibility would you like to see disappear?

    Question: “Say your boss came to you tomorrow and said that starting in the new year, one and only one of your admin tasks is going away forever—and you get to pick which it is. What would it be, and what is it about that thing that you just can’t stand?” – the editors of Administrative Professional Today

    See comments below, and send your own question to editor@adminprotoday.com.

    The post Which administrative task or responsibility would you like to see disappear? appeared first on Office Dynamics.

     
  • feedwordpress 16:35:21 on 2016/12/12 Permalink
    Tags: #mondaymotivators, , , , , get control of your day, , , , , , , Stress Management, to do list,   

    10 Ways You Can Get Control Of Your Day 

    get-things-done-control-your-day

    I hope you are doing well this second Monday of December. I’ve been having a jolly time hosting daily webinars that started December 1 as a part of our 12 Days of Christmas this year. Office Dynamics is celebrating this month of giving by presenting free 30-minute webinars for 12 business days in a row. That’s a pretty heavy duty schedule but I’m having a blast. My partner-in-crime, Jasmine Freeman and I are making these webinars educational and festive. Each day we think of something new to surprise our attendees plus give away some great gifts such as on-line learning and conferences on demand. The response from our attendees has been tremendous.

    Since this is the busy season I thought I would give you my 10 quick tips from the December 1 webinar

    Ten Ways To Get Control Of Your Day

    1. Early in the day, clarify your top 5 priorities for the day. Priorities can quickly change from the time you left work until the next morning. Many managers work in the evening and even hold conference calls which can easily change the priorities for the next day.
    2. Focus on the task at hand. Truly commit to focusing on the current task, email, call, assignment or conversation. You will be so much more productive and less tired at the end of the work day.
    3. Neutralize information overload. We are bombarded with information. It not only shows up in our email and on our Facebook pages but we seek it out! You do not have to read every single thing or be on Facebook every day.
    4. Ask others for specific deadlines. By when do they need the work they are assigning you? This will help you place this new task in proper priority with your other duties.
    5. Recognize the time of day you are most productive. Are you a morning person? Or late morning person? Try to schedule the most challenging or thought-provoking tasks when you are your best. You will move through the assignment much quicker and probably do a better job.
    6. Search for alternatives; a simpler, faster way. As you go through your day, ask yourself, “How can I streamline this process? How can I get this done faster? Make this easier? Can I delegate this to someone else? Can I totally eliminate this from my to do list?”
    7. Establish some quiet time throughout the day. You should take 5 – 10 minutes around mid-afternoon to review your work load, regroup in your own mind and reorganize your priorities. Do not feel guilty taking some time for this. You will mentally jump back to work refreshed and feeling like you know where you are heading the rest of the afternoon.
    8. Delegate (at work and at home). Especially during this busy year-end and holiday season you need to delegate wherever possible. Partners and children at home can certainly jump in. Once again, do not feel guilty for delegating.
    9. Organize your workspace. This is a great time of year to organize your workspace and digital files. It feels so good to get rid of clutter. You will be ready to go when you start up work in early January.
    10. Plan ahead. At the end of the day, take a few minutes to plan for your next day. It’s also a good idea on a Friday to look at your upcoming week. What is on your schedule at home and at work? What do you need to do to prepare for that upcoming week? Are there conflicting appointments? Do you need assistance with personal errands? Are you going on vacation and need to put a hold on your newspaper? What will your executive need to be prepared for next week’s meeting?

     

    If you can spare 15 – 30 minutes this week, you may want to jump on one of our webinars and get motivated for your day! Attendees have also told me it’s a great break from their mundane tasks. Register to attend.

    The post 10 Ways You Can Get Control Of Your Day appeared first on Office Dynamics.

     
  • feedwordpress 22:09:18 on 2016/12/09 Permalink
    Tags: , , administrative professionals, , , , , get organized, , Julie Perrine, office organization, , , , , Stress Management, The Organized Admin, ,   

    12 Days of Christmas Webinar: The Organized Admin with Julie Perrine 

    Get ready to go from chaos to control with the excellent tips that Julie Perrine shares in this free webinar.

    Watch The Organized Admin Webinar Replay

    Julie Perrine, The Organized Admin

     

    Webinar Resources & Downloads

    Download the Chat Archive: Day 7 Chat Archive 12 Days

    Download Your Certificate of Attendance: Certificate-Of-Attendance-From Chaos To Control

    Poll Results: Where do you struggle the most to stay organized?

    Julie’s Talking Points From This Webinar

    What was the inspiration for writing your new book, The Organized Admin?

    • When we launched All Things Admin in 2009, we asked every person who visited our website – what are your top two challenges?
    • The answer was overwhelmingly getting (and staying) organized.
      • Ideas, Time & Space
      • Workspace
      • Paper and Digital Files
      • To Do Lists – Task Management
      • Inbox
      • Meetings/Events
      • Travel Planning
      • Projects
      • Career
    • Most assistants know better organization would benefit them, but many struggle to actually get started or worse yet – how to maintain it.
    • So I wanted to provide a plan of action for these assistants that would help them get and stay organized.
    • And we structured the book in such a way that you don’t have to read it from cover to cover, you can jump around or go straight to the area you’re having the most trouble with first and work through it in order of importance for your situation.

    Why is organization so important for admins?

    • Assistants are not only keeping themselves on track; they’re also responsible for keeping their executive and teams on track as well. But it’s impossible to get someone else organized unless you’re organized first!
    • Being organized creates trust with your executive and those you support. When someone asks you for something, they expect you to be able to deliver it quickly and efficiently. That ability to produce it quickly instills confidence in your skills and abilities.
    • Your systems have to be bullet proof if you want your executives to trust you and the partnership to remain strong.

    What are some of the chief pain points for admins?

    • Finding the time to get organized. When you’re facing a mountain of clutter and years of disorganization, the problem can seem insurmountable. It’s not!
      • Think progress, not perfection.
      • A journey…not a destination.
      • Even finding an extra five minutes a day to work on your organization skills will add up over time.

    What are the most important systems an assistant should have mapped out to move from chaos to control?

    • There are 5 core systems I encourage assistants to look at first:
      • Time and Task Management
      • Filing – paper and digital
      • Travel Planning
      • Event/Meeting Planning
      • Project Management
    • Your office or specific role may have others you need to add to this list also.

    What’s the difference between procedures and systems?

    • Systems are made up of several or many different procedures.
    • Travel Planning Example: Your travel planning system involves lots of different forms, templates, and checklists. You have an executive profile form with their key travel preferences and frequent flier details. You have an intake form for ensuring you get all of the details you need up front for effectively planning their trip. You have a travel itinerary template you put all of the final details in to send them out the door with. All of these individual steps have a procedure associated with them. The procedures all combine to create your travel planning system.

    Poll Results: Do you keep a procedures binder?

    Where do you struggle the most with organization?

    • It’s why I became certified as a Productivity Pro Consultant with Laura Stack. Her system for email management is outstanding. And while email is still not my strong suit…it’s much better because of the system she teaches.
    • Every time your job responsibilities or position changes, you’re going to run into new things that challenge you to think differently about how you work. That’s a good thing. But it can also catch you off guard if you’re not aware of it. So allow yourself to adapt and adjust as you go. Your systems will need to evolve to match the personalities and work environments you are in.

    Regarding Email organization:

    • Think of your inbox as your mailbox, not your to do list.
    • You don’t go to your physical mailbox and write checks and reply to letters standing at your mailbox. Don’t do that with your inbox either.
    • Process your emails OUT of your inbox and into a TASK or CALENDAR appointment so you get them into your system for follow up, tracking, and completion.
    • Then work from your TASKS view in Outlook during the day. When you have 5-10 min of time to work on something, it’s immediately prioritized in tasks for you if you did your daily planning the day before or the morning of and you know immediately what you need to work on next.

    Key Tip for Everyone to Remember:

     

    Additional Webinar Resources to Help You Get Organized

    Special Offer From The Webinar

     

    Just For Fun – Reindeer Games

    Thank you for naming our office reindeer.

    The post 12 Days of Christmas Webinar: The Organized Admin with Julie Perrine appeared first on Office Dynamics.

     
  • feedwordpress 20:45:43 on 2016/12/07 Permalink
    Tags: , , , , , change in the workplace, dealing with change, , how to get ahead of change, , , resources for dealing with change, riding the wave of change, , Stress Management, ,   

    12 Days of Christmas Webinar: Riding the Wave of Change 

    In this program we continue the festivities of the 12 Days of Christmas Webinar Series with our topic, Riding the Wave of Change. Joan shares ten great tips to help you with change.

    Today we answered some of your fun questions from previous webinars and we even held a challenge to name Joan’s festive reindeer that we use to decorate the front lobby of our offices. We had so many submissions and we were roaring with laughter during the review of the submissions. It looks like our attendees had a great time today – with the topic and the contest.

    Watch the Free Webinar Replay Riding the Wave of Change

    change-webinar

    Riding the Wave of Change Webinar Resources & Downloads

    Did you like the props used in the webinars? So many of you have commented on the props and decorations from our webinars during this series. We got our “Ugly Sweaters” at Wal-Mart, silly hats at Walgreens, the decorations for each of our offices at Hobby Lobby and the photo booth props from Target

    Joan Suggests Reading

    Special Offers from This Webinar

     

    Watch Our Previous Webinars in the 12 Days of Christmas Series

    Day 1, Get Things Done & Control Your Day

    Day 2, Goal Setting & Branding Yourself for 2017

    Day 3, Question and Answer with Joan Burge

    Day 4, The Accelerated Assistant

    The post 12 Days of Christmas Webinar: Riding the Wave of Change appeared first on Office Dynamics.

     
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