February 2010 - Posts

Admin's Assistant
Monday, February 01, 2010 12:14 AM

 

Tips for reducing your paper usage at the office

 

The world uses about 1 million tons of paper every day and its use is on the rise. Much of this paper is wasteful, unnecessary, and puts huge pressures on the environment. Expanding production and wood harvesting threatens some of the remaining natural forests and the people and wildlife that depend on them.

 

Many businesses and institutions are realizing that they can reduce disposal and paper costs, increase profits and preserve our natural resources by reducing, reusing, and recycling office paper. Not only will your office be considered “green,” but it will also reduce its carbon footprint.

 

Almost all office papers can be recycled. Office papers are typically divided into two grades—high-grade and mixed.

 

High-grade consists of white or off-white paper such as letterhead, tablet paper, copier paper, typing paper, notepad or scratch paper. High-grade paper is particularly “clean” of contaminants and can be easily recycled and ultimately reused. Most carbon paper, glossy paper, heavily inked paper, tape, plastic, cardboard, newsprint and similar items include contaminants which limit its post-consumer abilities.

 

Mixed paper, also known as file stock, is a combination of several grades of paper including some grades that are not acceptable for recycling, plus it has lower value. Mixed paper includes nearly all office paper and may include colored paper, business forms, manila folders, some carbon paper, envelopes with clear plastic windows and adhesive flaps.

 

These simple rules can help reduce our paper usage:

  • Think before you print
  • Use both sides of the paper—duplex printers can do this for you when chosen
  • Avoid printing e-mails. Create an electronic file which includes important correspondence
  • Recycle the paper you use and insist on purchasing recycled paper

 

Most offices can reduce paper usage by at least 20%. Ask your office manager what they’re doing to reduce it and remind them that saving paper isn’t just saving the environment; it can also save the bottom line!

 

What have you done to reduce your paper usage at work?

by tinadh | with no comments
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Climbing the Ladder
Monday, February 01, 2010 12:12 AM

How to become a start administrative professional  

As the administrative professional of the office, you’re the go-to person that everyone relies on for some form of support. Although this role can be overwhelming, with the right attitude and skills, you can make yourself stand out.

 

Stay Organized

In order to be successful, you need to have an organization system to help yourself work effectively and in an efficient manner. Since your day might start with three tasks and end with five, you will need the ability to adjust. How will you cope? Try maintaining a personal calendar – allot time for ongoing projects, daily reports, meetings or training sessions you may have. Although you may need to adjust as the day progresses, allotting time for each task will help you stay on task. To organize all your projects and other miscellaneous responsibilities, create a filing system that not only helps you, but allows others to access the information they need if you’re not available. Keep private files in your desk drawers, but also create an open filing system for items that other staff members may need to minimize workflow disruptions.

 

External Communication

First impressions mean everything! Since the administrative staff typically answer phones, draft correspondence and greet guests, they are the voice of the office. It’s important to not only interact with clients in a respectful, friendly manner, but also maintain professionalism when writing communications. Also, remember to pay close attention to your spelling and grammar.

 

Internally

As always, maintain a positive attitude when addressing co-workers and management. Associates will respect someone that speaks to them in a professional manner and will come to them if an issue arises. You want to be able to work well with everyone. When faced with criticism, rather than taking it personally, listen to what’s being said and see if it can help you improve for next time. Focus on listening to what people are saying and see how you can orally communicate effectively.

 

Independent Worker

An administrative professional position relies on the individual to work independently. With this comes personal accountability – take ownership of your projects and when faced with adversity, make the best of it and see how you can improve for next time. To stand out, focus on your problem-solving and decision-making skills. Take initiative and stay one step ahead of your boss!

 

Stay Calm

With so much resting on your shoulders, there are bound to be days filled with chaos. Despite the pressure, remaining calm and recovering quickly from setbacks is very important. If the person running the office is overwhelmed, it may be reflected in the co-workers performance. Stay on target and don’t let little disturbances get you off track.

 

Training Courses

To stay on top of your game, it’s a good idea to get the latest training on current software programs being used or to maintain proficiency in communication. See what training courses are available at your community college or local university. Many times companies will pay for these courses if they will benefit your position.

 

Are you the star in your office? What did you do to become that person?

by tinadh | with no comments
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Renew You!
Monday, February 01, 2010 12:10 AM

Ways to improve your memory 

Thanks to the Internet and 24-hour news cycles, our brains are constantly bombarded with new information. With so much going on in our heads, it’s sometimes hard to remember the important stuff. Here are a few tips to improve your memory recall.

 

Set reminders. These are kind of a cheat, but they do help in memory recall. Perhaps the most famous reminder is a string wrapped around one’s finger, but in the age of Outlook and iPhones, alert reminders that tell you exactly what you need to remember are an ideal way to not forget something. Just remember to set them!

 

Shuffle your iPod. Memory recall is just like any other skill; the more practice your brain has, the better it will be at remembering things. One way to practice memory recall is to set your MP3 player on shuffle during your morning commute (or simply listen to your favorite radio station). At lunch, try to remember what songs you listened to and in what order they played. You can skip backward on your iPod to see how you did (or check the radio station’s Web site for song listings).

 

Drink—in moderation.  Consuming large amounts of alcohol greatly affects memory recall. In fact, much of the DUI test (reciting the alphabet backward, following simple instructions) is a test of memory. Excessive drinking can also affect day-to-day memory. But studies have shown that drinking in moderation (a glass of wine a day) can, in fact, improve one’s memory. So know your limit.

 

Pay attention. It may seem obvious, but one must learn something to remember it. The more you focus on new information when you receive it, the more likely you are to remember it later. So when you identify important information, simply take a few seconds to focus on it and process it and the better your chances that it’ll be available to you when you think of it later.

 

What tricks do you use to remember things?

by tinadh | with no comments
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News You Can Use
Monday, February 01, 2010 12:08 AM

 

It’s American Heart Month. What can you do to protect your heart?


Cardiovascular disease is our nation's number one killer. Since 1963, the U.S. Congress has required the president to proclaim every February as “American Heart Month” in order to help urge everyone to join the battle against this disease.

 

According to the Centers for Disease Control and Prevention (CDC), about every 25 seconds, an American will suffer a heart attack. While some heart attacks are sudden and intense, most attacks start slowly, with mild pain or discomfort. Often people affected aren't sure what's wrong and wait too long before calling 9-1-1 to get help.

 

Know how to spot signs and symptoms

The major signs of a heart attack are chest pain or discomfort; pain in the arm or shoulder; pain in the jaw, neck or back; shortness of breath; and feeling weak, light-headed, or faint. Although the most commonly experienced symptom of a heart attack for both men and women is chest pain or discomfort, women are more likely than men to experience other symptoms, such as shortness of breath, pain in the back or jaw, breaking out in a cold sweat or nausea. Women also are more likely than men to delay seeking emergency treatment for a heart attack. Receiving immediate treatment substantially increases the chance of surviving a heart attack.

 

Diseases and conditions that put your heart at risk or increase your risk of death or disability include arrhythmia, heart failure, and peripheral artery disease (PAD). High cholesterol, high blood pressure, obesity, diabetes, tobacco, and second-hand smoke are also risk factors associated with heart disease. For a full list of disease and conditions along with risk factors and other health information associated with heart disease, visit the American Heart Association at http://www.americanheart.org

 

The chance of developing coronary heart disease can be reduced by controlling your diet and exercise regimen. Here are some helpful tips to maintain a healthy heart:

 

  • Exercise daily to maintain a proper body weight
  • Make informed choices by reading food labels very carefully
  • Limit your consumption of junk foods low in nutrients and high in calories
  • Strictly limit the amount of your salt intake
  • Eat lots of fruits and vegetables every day
  • Plan ahead by preparing healthy snacks and meals 

People who have survived a heart attack can also work to reduce their risk of another heart attack or a stroke in the future. For more information on heart disease and stroke, visit CDC's Division for Heart Disease and Stroke Prevention at http://www.cdc.gov

 

What steps do you take to keep your heart healthy?

by tinadh | with no comments
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Family Matters
Monday, February 01, 2010 12:04 AM

 

How to save money on groceries

When many families sit down to go through their budget and think about where they can cut costs, few rarely think about their monthly food bill. Saving money when doing your grocery shopping is easier than you may think. By preparing at home, following a few simple steps while at the store, and with a little planning ahead you can reduce your food budget without having to make any major changes.

 

The best place to start when trying to save money on groceries is right at home. Before you can start saving money you need to sit down and figure out what your budget allows you to spend. Most people go to the store and throw a bunch of items into their cart without seeing what is within their means financially. If you don’t know how much you can spend, you’ll overspend. Once you know what your allotted amount is, bring only that much cash to the store when you shop. If you only have that amount of money on you it will help you stay within your budget.

 

After you know your budget, plan a weekly menu. Figure out what you plan on eating for the week each day and stick to that menu; knowing what you’re going to eat for the week will help you keep your “eye on the prize” while shopping. The final step you should take is to make a list. Take a look in your cabinets and fridge to see what you need to make the “menu” you planned out for the week. Shop for what’s on the list and only on the list. Planning ahead before you go to the store is a great way to get prepared to sticking to a budget.

 

After you make all your preparations at home you’re ready to head to the store. One of the best things you can do before you go to the store is eat. Don’t go to the store hungry. Everything looks so good and all you want to do is buy more and more food. Having a full stomach will help you stick to that list you made. You should also try going alone; you’re more in charge of the list and the budget this way. When you go to the grocery store with other people they will ask for food not on the list, sneak items in the cart and throw your budget way off.

 

When you’re shopping alone you can also try the store brands. When you buy the name brand items you’re usually just paying for the name and the advertising. Give the generic brand a try. Usually you can’t tell the difference and you can save a lot of money this way. While you’re cutting back on name brands, try cutting back on meat. Meat is very expensive and planning a few meatless meals can save a bundle. Use less meat in your meals and use it almost like a seasoning instead of the main dish. Pasta, chili, Asian meals, and Indian dishes are delicious alternatives that don’t require a lot of meat.

 

Once you’re home the savings can continue. One of the most common problems families have is the wasting of food. Utilize your leftovers as dinner on a different night or even as lunch at work the next day. If you plan a “Leftover Night” you’ll save money on a meal for that night and it also saves you time in the kitchen.  When making a meal, make a little extra and freeze it. You might want to consider buying a deep freeze. You can buy food in bulk, such as meat and veggies, and freeze them for a later time. You may be spending more in the beginning but the savings will last in the long run.

 

Now more than ever it’s important for families to pay closer attention to their budgets. Many families can save a lot of money simply by sticking to a budget when grocery shopping. With a little planning before you leave, some self-discipline at the store, and a bit of resourcefulness once you’re home, you can get your family on a better food budget that will keep everyone happy and healthy.

 

What do you do to save money on groceries?

by tinadh | with no comments
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It's FREE!
Monday, February 01, 2010 12:02 AM

Where to find FREE photos for marketing materials 

Your coupon is tempting, your copy is persuasive, and your offer is being sent to all the right people, so why are you still being ignored?

 

Everything these days happens fast. People want tomorrow's facts now and don't have time to wade through the details. Sure, bold headlines grab people's attention, but add a bold image and your customer will be hooked just a little longer.

 

That's great right? No, not if you don't have a budget to purchase images or hire a photographer. Before you go on a search engine image hunt, remember not all images are free for you to use and there are people who would love to slap you with a lawsuit for using one of their images without permission. Luckily, there is a whole world full of images just waiting to be borrowed for free!

 

One such site is the popular free stock photography site Stock.XCHNG at www.sxc.hu/ which has a wide variety of professional and user-uploaded images that are free and royalty free. Royalty free means that you don't have to pay the photographer each time you use their image. Stock.XCHNG also offers PhotoShop tutorials and other helpful tools. To download images, you have to become a member, but membership is free and signing up is easy!

 

Another great resource is www.everystockphoto.com. This site is very similar to Stock.XCHNG but instead of just searching its own database for images you're looking for, it also searches other stock image sites.

 

If you’re looking for other free image sites, remember that royalty free doesn't always mean that the image is free. So be sure to double check that the image is both free to use and royalty free before you find the perfect image.

 

Know of any other great Web sites for finding free photos and other marketing resources? Let us know!

by tinadh | with no comments
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Editor's Note
Monday, February 01, 2010 12:00 AM

 

Happy Valentine’s Day! I don’t think any other holiday stirs up more emotion than Valentine’s Day. Some of us love it, some of us hate it. Some of us think it’s only a Hallmark® holiday, while some of us go out of our way to show our significant others how much we care about them.

 

Since I’ve been married for a while, I feel it’s more important to show love to your husband or wife every day, rather than some grand gesture on one specific day. But don’t get me wrong, I at least want a card!

 

Did you know that Valentine’s Day is a very old holiday? It started back in the heyday of the Roman Empire. During this time a festival called the Lupercian was held in honor of the god of fertility. It was during this festival young men would choose and marry their mate. But when Emperor Claudis came to power, he banned marriages because he was afraid the men would refuse to leave their wives to fight during wartime. Seeing this, the Catholic Bishop Valentine started secretly marrying these couples. Claudis discovered this and Valentine was arrested and sentenced to death. While in jail, he started exchanging love letters with the jailer’s daughter. The day he was to be put to death, he signed his last note to her, ‘From Your Valentine.”

 

Who knew Valentine’s Day started with such tragedy? I hope your Valentine’s Day, whether you celebrate it or not, is filled with love and happiness!

 

What will you be doing this February 14? Is Valentine’s Day something you look forward to or wish would just go away?

 

Christy Wolf

Editor

by tinadh | with no comments
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