May 2009 - Posts

Admin's Assistant
Friday, May 01, 2009 12:12 AM

Ways you can use technology that actually save time 

We can easily look around in our everyday lives and see how modern technology saves us valuable time, from microwave popcorn to multifunction office machines to programmable robot vacuums.

 

Many doctors are starting to use handheld technology, such as laptops, during office visits, to spare themselves the time-consuming duty of paperwork and filing. This then enables longer patient visits and improved care.

 

The modern computer revolution has changed the office environment for just about every industry and every day-to-day operation. Even hands-on, traditionally manual jobs such as auto repair use computers and other electronic equipment for diagnostic tests.

 

Offices can save time and wasted steps by replacing printers with all-in-one devices that can fax, scan, copy and print all from one workstation. These all-in-one devices, also known as multifunction printers, save office space, too!

 

You can organize a digital filing system on your computer, with descriptive document and folder titles, which could eliminate countless paper trails and hardcopy file maintenance. Once this system is in place you could review stored documents periodically and remove the ones you no longer need.

 

E-mail is a great advancement in communication, but messages should be short and direct. Keep your e-mails specific so they get read and acted on quickly. Limit your e-mail volume by screening messages by subject and only give out your address when necessary. Don’t respond to spam, which just confirms your valid e-mail address and leads to even more spam—simply delete.

 

You can make the most of your telephone if Caller ID is available to screen your calls. Your phone company may offer services that route calls to your voice mailbox or another phone, such as that of a secretary or receptionist. Set aside time only once or twice a day for returning e-mail and calls, and reduce phone tag by leaving messages that offer the best time to respond.

 

The world of technology is an ever-changing and fast-paced environment which replaces existing technology with new updates or gadgets all the time, it seems, and the Internet offers quick-and-easy online research and communication. Take advantage of the time saved and become more involved in your favorite activities.

 

What is your favorite piece of technology?

by tinadh | with no comments
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Climbing the Ladder
Friday, May 01, 2009 12:10 AM

When your friend becomes your boss—
How to best treat the situation 

When you spend 40 or more hours a week at work, developing close friendships with your co-workers is unavoidable. Friendships like these are beneficial because they can make for great company during lunch or a sympathetic ear if you need to vent about the boss. But what if suddenly one of these close friends becomes the boss?

 

The first thing to remember is not to get jealous. Even if you feel overlooked for the same position, this promotion is probably going to mean some new stress for your friend and your jealousy will only make that worse. Even if you feel you're not jealous, you might be sending subtle signals. Remember, friends should be happy for each other’s accomplishments.

 

Allow time for adjustment. Your friend is obviously going through some major changes and has a whole new set of responsibilities. If you take lunches or breaks together, be more flexible. It's likely that after a short transition period things will work themselves out.

 

Don't let your friend's promotion be the elephant in the room. Everything is going to be different and pretending that it's not could be awkward. Take some time to chat casually about the changes in your social and professional lives. Be open and honest about your feelings.

 

Some people may assume that because you're friends with the boss you get extra perks, so you should be careful not to prove them right. Don't take advantage of friends in high places. It could not only ruin the friendship between you and your boss, but it will also strain the relationship between you and your co-workers.

 

Keep your social life and work life separate! Chatting during a meeting about what you and the boss did over the weekend is very unprofessional and leaves a bad impression on the people around you. You shouldn't talk about work in your social life either. Your time off should give you a chance to maintain the friendship part of your relationship.

 

While this may feel like an awkward situation, not every scenario has to have a bad ending.

You might even discover that the same person you used to vent to about your job is now in a position to change things for the better!

 

Has this happened to you? Tell us your story!

by tinadh | with no comments
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News You Can Use
Friday, May 01, 2009 12:08 AM

Mother's Day mom-isms 

Oh, moms. They have something insightful to say about everything – always ready with a warning/threat or sage advice for wayward children. The older generation of moms seemed to be more threatening and creative with their lines. "Don't touch the furnace or it'll blow up!" or "If you don't eat your vegetables you'll get scurvy and a big wind will come and blow you away!" Whatever it was that you were doing, it usually ended in dire predictions of your ultimate demise. Moms today tend to threaten with time outs instead.

 

But there are some common mom-isms – and old favorites that moms have adopted – that will continue to be passed on. Since Mother's Day is this month, we'd like to share a selection of mom's favorite pieces of advice – some true, some not-so-true, and some wacky.

 

  1. An apple a day keeps the doctor away.

Turns out this might actually be true. Apples are low in calories and high in vitamins, minerals, and fiber. As long as you eat the whole apple, skin and all (it contains most of the fiber and antioxidants), an apple a day might help to lower your cholesterol and keep your lungs healthy.

 

  1. No swimming for an hour after you eat.

Supposedly, swimming on a full stomach is believed to cause cramps and, of course, death by drowning. But, according to a debunking article in The New York Times, that's not actually true. For those of us who aren't Olympic swimmers, getting in the water after a meal most likely won't do any damage.

 

  1. Feed a cold, starve a fever. Or, starve a cold, feed a fever.

Both ways have been bandied about for years. But The New York Times has once again debunked this old saying too, having found little scientific support. Plus, starving is never a good idea.

 

  1. A penny saved is a penny earned.

Okay, this is actually a Ben Franklin-ism, but a good one to use on kids who don't value the almighty penny. Or any change, for that matter. Most of the money we make as kids is free money, and even a few coins here and there can add up. If kids know their pennies could some day amount to new toys, they'll probably collect them like gold.

 

  1. Finish your dinner – there are starving children in Africa.

This is the classic guilt trip. I don't know if this really gets picky kids to eat their vegetables, but it still sometimes crosses my mind today when I'm about to be wasteful with food. It's at least a good attempt to put things in perspective.

 

  1. I hope you're wearing clean underwear in case you get hit by a bus.

My grandmother said this to her kids and my mom STILL says it to me now, as an adult. The purpose is to scare kids into proper hygiene, but really it's about not embarrassing the mom.

 

What are your favorite mom-isms you use on your kids, or that your mom used on you?

by tinadh | 1 comment(s)
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Renew You!
Friday, May 01, 2009 12:06 AM

Fighting office temptations…
how to eat healthier at work

 

It takes a lot of work to keep a healthy diet…especially at work. The combination of busy days, office parties and fast food options often conspires to keep us from foods that are high in nutrients and low in sugar and fat. Here are some tips to help you avoid office temptations.

 

Don’t skip meals – especially breakfast!

 

An important part of keeping a healthy diet is routine. If you skip breakfast, you break that routine right out of the gate, and it’s hard to recover. People don’t make good dietary decisions when they’re hungry. The higher our level of hunger, the less likely we are to consider the long-term dietary ramifications of the food we eat.

 

Eating a breakfast that’s high in whole grains (bagels, low-fat muffins, whole-grain cereals), low-fat dairy (yogurt, milk) and fruit will give you the energy you need to get through the morning while keeping you satisfied.

 

Plan ahead

 

By taking time out on Sunday to prepare healthy meals for the work week ahead, you avoid the scenario that we’ve all faced: You’re swamped at work. You only have a half hour – if that – to grab lunch. So you go down to the cafeteria and grab a burger and fries.  Or you can’t help yourself and eat some left-over pizza from another department’s lunch that’s offered to you.

 

Preparing healthy food ahead of time allows you to take control over your diet instead of grabbing what you can when you can.

 

Stock up on healthy snacks

 

Along the same lines, keep healthy snacks like apples and oranges around instead of chips or cookies. Drink water or tea instead of soda. Not only are these healthier options, but they will help you maintain your energy throughout the day instead of trading a quick sugar rush for a late afternoon crash (which may lead to an energy drink or more sugary snacks to raise your energy level).

 

Don’t forget sleep and exercise

 

Much like hunger, lack of sleep can put you in survival mode. You’re not in the mood to think about what’s healthy or not healthy—you just know you need food that will give you energy. This can lead to bad dietary decisions. Exercise helps you get a better night’s sleep. It also burns calories. This will allow you to occasionally eat foods high in fat and sugar – like the seemingly never-ending string of treats offered during an office birthday celebration – without feeling the guilt and physical ramifications that are associated with those foods. 

 

What do you do to avoid over-indulging on office treats?

by tinadh | with no comments
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The Giving Tree
Friday, May 01, 2009 12:04 AM

Kids Helping Kids 

When children are in the hospital because of an injury or illness, adults can sometimes forget that the kids are still kids. When Mischa Zimmermann was diagnosed with a brain tumor in 1996, he spent a lot of time in the hospital, and sometimes all he had to keep himself entertained were videos to watch. Other kids would ask to borrow the videos, and Mischa could see how much it brightened their day.

 

Because of his experience in the hospital, in 1997 Mischa started Kids Helping Kids. This non-profit volunteer organization is run by teens to benefit teens and children who have been affected by serious illnesses or injuries. The teen volunteers help by interacting with the patients, planning special events, and granting special wishes. Kids Helping Kids also raises money to get children the proper mobility equipment, like special wheelchairs, scooters and ramps, so they can move around more easily and be with their peers.

 

The volunteers do all of this while raising awareness of the major changes children and their families face while coping with an illness or injury. “Our mission is to keep kids involved in the world of their peers and help them know they haven’t been forgotten,” Mischa said.

 

Kids Helping Kids has received recognition from the National Caring Institute, Rosie O’Donnell’s SuperKids, and the Volvo for Life Awards for helping to encourage healthy children and teens to make a difference in the life of another child.

 

For more information on how you – or a teen you know – can help, visit www.kidshelping.org. Here you can also read more about Mischa’s personal story, find out about upcoming events, and contribute to the organization.

 

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
Friday, May 01, 2009 12:02 AM

How to proofread business correspondence
by Quill Editing Supervisor Cameron Masiclat 

So you’ve got an important letter and it has to be perfect. You’re not the greatest speller in the world, and you can’t tell a colon from a comma. What can you do? Here are a few tips on how to proofread business correspondence.

 

First, leave it alone! After you write the letter, let it sit for a day if it’s not needed immediately. Give yourself some time to “forget” what you wrote—that way when you do proofread it, your brain won’t automatically supply missing words, or overlook incomprehensible sentences because you already know what you meant to say.

 

Use spellcheck on your computer. HOWEVER, use with caution. While spellcheck will catch misspelled words, it will NOT catch words that are misused or incorrect in the context of a sentence. It will not tell you that “to” should have been spelled “too,” nor that “threw” should have been “through” or even “thorough.”

 

Use the grammar check on your word processing program. This is also extremely unreliable. It may, however, point out things you should think about.

 

Change the font and the point size of the letter. This will re-flow the text and it will look like a completely new document. Now you can read it with a fresh eye.

 

Print out the document. Editing on paper is easier and more reliable than editing on a computer screen, which may flicker, or have a low resolution, causing you to miss a period in the wrong place.

 

Read it out loud. By reading each word individually and using appropriate pauses for punctuation, you can find where you’ve accidentally left out a word or where you need to remove a comma.

 

Read it backwards to focus on the spelling of words. If you read forward, your brain knows what you meant to write and will tend to skip over errors.

 

Pay close attention to numbers. $10,000 is a lot different from $100,000! Also watch out for corporate jargon. You may know that an ICC is an Instant Coupon Code, but will your recipient know that as well? And for that matter, did you verify the recipient’s name and correct spelling and title?

 

Finally, get a second pair of eyes. Having someone else read your letter is the single best thing you can do. You know what you meant to say, but if your partner can’t make heads or tails of your words, perhaps it’s time to re-write. Consider hiring a freelance editing service for your most important documents or projects—just Google “editing services online.”

by tinadh | with no comments
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Editor's Note
Friday, May 01, 2009 12:00 AM

Happy Mother’s Day to all our Pen Pal readers! Whether you are a mom, have a mom, or will soon be a mom, the 10th of May is your day.

 

In the spirit of Mother’s Day, I’d like to take this opportunity to discuss a new trend in the virtual world…mommy blogs. Are any of you also hooked on reading a mommy blog? I love these things! What once may have been just a mother writing in her private diary about her experiences is now broadcast across the Net. It gives us all a peek inside someone else’s life. It’s essentially reality TV for the Internet age—Mom style!

 

However, these mommy blogs are raising some red flags among the masses. People are calling these bloggers out for exploiting their children. Most of the bloggers see blogging about their lives, their children, and their marriages as a tribute to those they love, not exploitation. What do you think?

 

While I was pregnant, I kept a private blog. Like so many moms my age, I thought documenting my pregnancy was a great idea. Years from now my daughter can look over my writings and read exactly what I was going through…morning sickness and all. My mother doesn’t remember many details of her pregnancy with me. I love that I will be able to recall the excitement I felt over the first time I heard my daughter’s heartbeat or the first time I saw her up on the ultrasound screen, even if she did only look like a peanut!

 

This is my first Mother’s Day as a mother and I’m very excited to celebrate it. I’ll be sure to write all about it on my blog!

 

All of us here at the Pen Pal wish all the mothers out there a very happy Mother’s Day!

 

Christy Wolf, Editor

by tinadh | with no comments
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