December 2008 - Posts

Admin's Assistant
Monday, December 01, 2008 12:12 AM

 

Rules for IM-ing at Work 

When e-mail was invented, it was hard to believe that business communication could get done any faster. Today, that too has evolved and businesses are working faster than ever via Instant Message (IM) programs.

 

Similar to e-mail, IM-ing at work has risks. Some risks are more problematic than others—from abuse of resources to Trojan viruses. In some businesses, the benefit of IM can outweigh the risks by allowing coworkers to quickly communicate with each other in real-time as well as collaborate in groups without leaving their desk.

 

If your office already uses IM or plans on using IM in the future, here are a few things to remember to keep IM-ing office friendly.

 

Appropriate screen name

When communicating with friends and family any screen name is fine, but you probably don’t want to IM your boss under the screen name “Sxxxy.” Since there are virtually an unlimited number of screen names one person can sign up for, choose a business appropriate screen name such as your name, job title or a combination of both to use at work.

 

Clear communication

As if IM-ing wasn’t fast enough, people have created an IM “language” made up from the abbreviations of common IM phrases. Remember, not everyone knows what ROTFL (rolling on the floor laughing), TTYL (talk to you later) or BRB (be right back) means. Be sure that everyone is speaking the same “language” before using abbreviated phrases. Also remember that tone, especially sarcasm, doesn’t always translate over IM. Be aware that how you say some things might seem insulting to the person on the other end.

 

Keep it simple

Instant messages are supposed to be just that; instant. If your message goes over 30 words, you might want to consider writing an e-mail or carrying on the conversation in person. Keep messages short. IM is not the place for descriptive monologues.

 

Don’t forget your manners

Most instant message programs play little sounds when a message is sent or received and some play a sound when people sign in and sign out. Be courteous to the people around you and make sure that all possible noises are disabled or speakers are muted. If someone doesn’t respond to you right away, they may be too busy to respond or not at their desk. Just because a person is signed on, doesn’t always mean they’re available to talk. By the same token, if you’re too busy to chat or are away from your computer, remember to use an away message or sign out completely if you don’t want to be contacted.

 

Be careful

Pay close attention to the messages you send and consider who might be reading them. Like your e-mail, your instant messages may be monitored and read by anyone, from the IS department to your boss. As a general rule, if you would be embarrassed to have a message you wrote read out loud at work, it’s probably not a good idea to send it in an IM at work.

 

What other rules should be followed when IM-ing at work?

by tinadh | with no comments
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Climbing the Ladder
Monday, December 01, 2008 12:10 AM


Surviving a reorganization or major change within your company

 

In these challenging economic times, we all must be prepared for corporate reorganization or a major change within our company. Mergers or acquisitions occur, staffs are downsized or consolidated, and employees sometimes must work longer hours for the same salary. But is it OK to settle for “at least I still have a job?”

 

Chances are you will probably work in a company that undergoes reorganization several times (or more) during your career. These changes are extremely common as companies strive to grow and survive in the marketplace. They present new challenges and demands for everyone from top to bottom, and employees must learn to adapt.

 

How you cope with such a change can determine whether you benefit from the situation or wind up a casualty because of it.

 

Most people do not embrace change and it can be stressful for many employees. We prefer established routines to feel secure, stable and familiar with our responsibilities. The one thing we hate most is uncertainty—uncertainty about our jobs, our future, our status in the organization, the role we are expected to play and what other changes might be coming in the future.

 

Try to understand the reasons behind the change. It may seem like your employer is out of touch with its employees, but there are usually valid reasons for the changes, although they’re often difficult to see. Such changes usually come about because the board of directors, the shareholders and/or the company's CEO believe the company needs to deal with fundamental, serious problems. This is often predicted by poor financial performance, but not always. Other reasons include the fear of being too small, too big, too diversified or too reliant on a single product or industry. Not having a strong presence online, growing too quickly or too slowly, even having a negative or outdated image can cause leadership to take action.

 

It’s best to determine the cause for the change and see if there is a way to further your career by initiating ideas that coincide with the company's updated goals. Change is, and always has been, an inevitable part of life. In today's business climate, however, the pace of change has increased. Instead of fearing change, resisting it or hoping it won't ever happen to you, it's much better to prepare yourself for the inevitable changes that are likely to occur. Start today by imagining how you could cope with sudden, massive change. Think about likely scenarios and then brainstorm, on your own or with others, about how you might best respond. Then, if change happens, you won't be caught off guard—you'll already be ready. If the changes never come, you'll still be better off. Having prepared yourself in advance will enable you to feel much more confident and secure in your normal day-to-day activities.

 

Once you've survived and successfully adjusted to a major organizational change, avoid the trap of becoming complacent. Future changes will probably occur, and you should be prepared for them—emotionally, physically and also financially. Keep developing your skills and enhancing your value to the company. Learn to do as many jobs as you can, and always let your superiors know you are ready and willing to help out whenever the need arises.

 

Has your company undergone a major change? How were you affected?

 

Information from http://www.stresscure.com/jobstress/reorg.html

by tinadh | with no comments
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News You Can Use
Monday, December 01, 2008 12:08 AM


Business Vocabulary

 
Good communication skills and a good business vocabulary are essential in today’s fast-paced business environment.

 

Most of us have been in a situation when we’ve failed to find the right word or proper terminology to express ourselves in a business meeting, or even an informal conversation.

This affects our job performance and the impression we make on coworkers and clients.


Here are some easy steps for improving your business vocabulary:

  • Keep a list of unfamiliar words. Learn their meanings in your day to day work, and use them often. The more you learn and use, the more comfortable you’ll be, and the better impression you’ll make.
  • Practice your business writing skills. This will improve your spoken vocabulary as well.
  • Follow basic grammatical rules. Speak in complete sentences.
  • Don’t use slang. Some may find it offensive or inappropriate.
  • Avoid using company jargon or terminology with those outside the company. They may find it confusing.
  • Always say “please” and “thank you.” It’s easy to forget to be polite in a busy workplace.
  • Don’t use profanity or make inappropriate jokes.
  • Don’t get angry and say something you’ll regret later.

 

How many of these business acronyms can you identify? (Answers at end)

B2B           

BHAG        

COGS                    

COLA                    

KPI            

ROI            

RONA        

SKU                      

SOHO                    

 

Increasing your business vocabulary can lead to success. Have any other acronyms to add to the list?

 

Answers from above:

B2B            (Business to Business)

BHAG         (Big Hairy Audacious Goal)

COGS        (Cost of Goods Sold)

COLA         (Cost of Living Adjustment)

KPI             (Key Performance Indicator)

ROI            (Return on Investment)

RONA        (Return on Net Assets)

SKU           (Stock Keeping Unit)

SOHO       (Small Office, Home Office)

 

by tinadh | with no comments
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Renew You!
Monday, December 01, 2008 12:06 AM



Holiday Stress Less Tips

Dashing through the snow,

With a list that seems to grow.

Down the road we speed,

Hurry! Get what we need.

First, there is all the food,

Then, décor to set the mood.

Make sure everybody has a gift,

Or someone will be miffed.

 

Jingle bells! Jingle bells!

Just get out of my way.

There is so much I must do,

It’s the holiday!

 

Does this sound like your holiday season? Do you feel like the time between Thanksgiving and New Years Day is just a blur? How about making this year different? Slow down. Relax. Enjoy the holidays. Here are some ideas on how to do just that.

 

Decide which traditions are important. Keep those. Drop or modify the others. For instance, if baking cookies is something that is done every year, do they have to be made from scratch or would it be acceptable if frozen dough or cookie mix were used? Or perhaps just make your “special” cookies and skip the rest. Do holiday cards and gifts have to be mailed? Try sending e-cards. Shop online and have the gifts shipped directly to the recipient. Could the gift list be trimmed? Suggest to the people being dropped that the amount of money that would have been spent go to a favorite charity.

 

Get everyone to pitch in and share the work. For example, each family could bring a side dish or dessert and the host family could make the turkey for the holiday meal. Or each family member cleans and decorates a room or section of the house and then at the end everybody gets together to string holiday lights.

 

Consider trading tasks with someone else. If there is some aspect of the holidays that you really enjoy, see if there is somebody you know that might have a different preference or talent and trade tasks. For instance, if you really enjoy shopping but wish you could leave the decorating to someone else, it just might be that your neighbor who spends all day Black Friday decorating his yard would be happy to decorate your yard if you would do his shopping. After all, you will be at that giant superstore at 4am anyway. 

 

Celebrate holidays at different times of the year. Anyone who has ever had to go to his mom’s open house cocktail party, to her mom’s midnight church service with hot chocolate and snacks, to his dad’s holiday morning breakfast, to her dad’s holiday brunch, back to her mom’s afternoon holiday dinner, then back to his Mom’s evening holiday dinner, making sure to make a stop at his sister’s and her cousin’s somewhere in between and do it all with two young children in tow will find this to be the best idea of all. Spread the people and the events throughout the year. The same can be done for Thanksgiving. Have one traditional dinner in November, and then have others during the year. Not only is this less stressful, but it’s also easier on the budget.

 

What are your ideas? How do you have a less stressful holiday season?

by tinadh | with no comments
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The Giving Tree
Monday, December 01, 2008 12:04 AM



Unite for Sight

Sometimes it’s easy for healthy people to take their good health for granted, whether it’s the ability to see, hear, speak, feel or move around. There are people who live each day without these abilities. Thankfully, there are groups that create resources for people with health problems. Unite for Sight is one of those groups.

 

When Jennifer Staple was 18 years old, she founded Unite for Sight. She was a sophomore at Yale University, and she believed that no person should lose their sight because they cannot afford care for their eyes. Now in her twenties, Jennifer still leads Unite for Sight with this philosophy. This group is committed to making preventable blindness disappear. They provide free vision screenings, teach the public about eye disease and the importance of regular eye exams, and host an eyeglass drive. Unite for Sight makes these opportunities available to the public at local community centers like schools and libraries.

 

According to www.uniteforsight.org, 80% of blindness is preventable, and 36 million people are needlessly blind. Unite for Sight has helped build and support local eye clinics for people with problems with their sight. With more than 4,000 volunteers, Unite for Sight has helped 600,000 people receive the proper eye care they need. There are volunteers that work in the United States as well as volunteers who work in countries around the world, where blindness can lead to worse problems. For example, the mortality rate of people suffering from blindness in Africa is four times that of someone who can see.

 

Unite for Sight has won many awards, including Global Youth Action Network's Global Youth Action Award and Join Hands Day Excellence Award, and has been featured in the New York Times and on CNN.

 

There are many opportunities to help Unite for Sight. You may donate eye care equipment and eye glasses or you may volunteer your time. You may also request a speaker to come to your town to inform the public of the importance of eye care health. Jennifer Staple, Founder, President & CEO of Unite For Sight, and several ophthalmologists are available to address schools, organizations or companies.  For more information, you may visit their Web site at http://www.uniteforsight.org. 

Know someone under the age of 18 who has started their own charity? If so, let us know!

by tinadh | with no comments
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Ask the Expert
Monday, December 01, 2008 12:02 AM

 

How to best support multiple people

from Quill’s Assistant to the President, Debra Litwiler

  • Try to take care of all routine tasks, like report printing, first thing in the morning. 
     
  • Keep a spiral-type notebook handy at all times to jot down items that need to be brought up or reviewed.    
     
  • Set up a 30-minute daily meeting with those that you support to review items from the current day and to review the next day's calendar of meetings and commitments. Also, use this time to ask questions and gain signatures. 
     
  • Before each day's 30-minute recap meeting, print the next day's calendar and pull all relevant folders, agendas and handouts. Also pull any necessary phone numbers and list of meeting attendees. Place all in order of occurrence for the next day. 
     
  • Outlook is a very useful tool. Use it to schedule all meetings, out-of-office time, trips, holidays, vacation time and reminders.
     
  • Use Microsoft Help tools for solutions to Outlook and PowerPoint questions, and to find templates.  
     
  • Set up a filing system outside your office for all meetings that will take place. Keep personnel files and team meeting files inside your office so they're handy when needed.

Have some more support tips to share? Let us know!

by tinadh | with no comments
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Editor's Note
Monday, December 01, 2008 12:00 AM

 

Happy holidays to all the Pen Pal readers out there! This is always one of my favorite times of year. As soon as my family and I have eaten our last bites of turkey and have polished off our final pieces of pumpkin pie on Thanksgiving, I’m completely ready to trade in those pilgrims for snowmen. My mind immediately shifts over to the holiday season and all the wonders it holds. Only at this time of year am I actually excited for excessive amounts of snow and door buster sales at 5am.

 

But while many of us relish the holidays, it’s also probably the busiest time of year for most of us. Between the shopping, the parties, and the extended family commitments, little time can be left for you and your immediate family. It’s important to remember that you can’t be everywhere at once and everything to everyone. Sometimes you just have to learn to say no, which I know can be very difficult. So many of my married friends really don’t get a holiday of their own because they are dashing from one in-law’s house to another. By the end of the day they are crabby and their children are exhausted. This should be the happiest time of the year!

 

Remember that it’s important to make your own traditions. Maybe this year is the year you decline one of the family invitations and instead write a really nice letter filling everyone in on what you’ve been doing and politely explain that this year you’re going to stay at home for some special family time. Include pictures too!

 

Be sure to check out our article, Holiday Stress Less Tips, which provides more great ideas on how to make this holiday season the merriest it can be!

Christy Wolf, Editor

 

Got a crazy holiday season ahead of you? Tell us your wackiest holiday stories!

by tinadh | with no comments
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