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Several years ago I discovered the blogosphere. Some really fantastic writing on different topics that I too was interested in. Blogs started out as a way of journaling. Sort of like “reality tv” that is so popular now. However, prsonal lives, venting, baby pictures, travel pictures, pet pictures don’t interest me. That is why on Administrative Sparkle you don’t hear me talking about where I spent my vacation and what I did or my personal challenges.
I really love and appreciate the people who come here to Administrative Sparkle. Some have added me to their Facebook, some encourage me by leaving me an email. We may not be able to get together for dinner and drinks or enjoy an event that is going on downtown, but I’ve connected with some really amazing people.
I have taken some time away from Administrative Sparkle, but it’s also important that I let you know why. It was important for me to focus my attention on my health. Getting into shape (for me) is different than it was ten years ago. Different… meaning just simply “harder.” It shouldn’t be I would think. Eat healthy food, stay away from sugars, processed foods, eat more vegetables, and get moving. For some reason I am really stuck, so I have to experiment with myself to figure out what will work.
Spending an hour in the gym during lunch and an hour after work doing cardio, I would listen to fast tempo music to inspire me to do my cardio at a pretty quick clip and it distracted my brain from paying attention to the time (my favorite is Fall Out Boy). Without something, the time goes by excruciatingly slow.
This week, I changed from listening to music to reading a book. I love books and generally don’t get in enough reading time. So the book that I have placed in the elliptical and bike dash holder is “Who’s Got Your Back” by Keith Ferrazzi (I also ordered Never Eat Alone by the same author from Amazon and still have yet to get it). It got me to thinking about relationships.
Switching my focus wasn’t about walking away from Administrative Sparkle. I believed that the format I set up was more about showing you how I do things with the programs, suggestions, and lots of research. I make the extra effort to make sure everything in the article is researched, thorough, organized, and looks good. I thought I couldn’t do that with my attention divided with so much focus, time, and energy on my health.
Needless to say, that meant that my relationship with you feels cut off. Kind of like the friend who meets a great guy, gets wrapped up in the relationship, you’re forgotten, but she comes running back when it doesn’t work out.
So, some of the things I’ve been doing. The full-time job with the state, a lot of gym and I’m still evolving my workout routine, and reading during my cardio (I promise I have not been casual since changing to reading, I am moving those legs and breaking a serious sweat). I have also been learning lots of stuff with the Microsoft 2007 on the Microsoft online e-learning website and look forward to sharing some really cool tips and tricks with you about that. I promise to share with you great books that I find informational and worthy to refer. Starting now with these two (I am not an affiliate):
Who’s Got Your Back by Keith Ferrazzi at KeithFerrazzi.com
Networking Awesomely by Colin Wright at ExileLifestyle.com
Reading both of these (and I am still in the middle of both of them) reminds me that we are not in life by ourselves and we shouldn’t have to feel like we are doing it all by ourselves. We are social animals and yet we disconnect with the people around us. We are afraid to let people in and get to know us, build trust and affection, and enjoy a dialogue and interaction. We crave it, we want it, yet we push it away.
I also enjoy the fashion suggestion pieces for the office environment and usually get quite a bit of feedback on those. And why not? They’re fun and people definitely have opinions on style.
I’m encouraging you to definitely connect with me. I have also gotten much better at using Facebook to keep in the loop with friends, family, and people with similar interests. So if you would like to join my network and have me in yours, shoot me a friend request, I would love to have you. You can find me at www.facebook.com/layne.tinsley.
Besides, I don’t really consider this networking, I’m building relationships. It’s all personal!
Hope you are doing great things!
“My word is my bond.” There was a day when that really meant something. Today we need contracts or a recording of a conversation to remind someone of what they may or may not have said. Truth was about integrity and building relationships on honesty. I’m not saying that we may be out-and-out lying, but our brain connects it as a truth.
Exaggerations
Reminds me of the movie Liar Liar. We can expand on what we are saying, maybe twist it to meet our needs. We may not be outright lying, but we really aren’t essentially telling the truth either.
When I bought my house on my own shortly after my divorce, I was asked how much I make. As much as most of us would like to pad our income by rounding up a little, I didn’t want to consider making payments on a house that I couldn’t afford. Instead I told them my actual amount and they even offered me more than I had expected. I had done my research in what I thought I could make in monthly payments and not be “house poor.” As a single mom with two kids, I needed discretionary funds.
Have I ever exaggerated? Probably, and probably in my own feeling of inadequateness in wanting to impress someone.
Absolutes and Superlatives
Another incorrect way of phrasing something is by stating every, never, always, everyone, anything, everything, nothing. There is no room for anything else. It is all or nothing. In reality, we know this is not the case. Such as, “I could never do that. I am so uncoordinated.” In truth, nothing is out of our reach unless we make it so in our mind first. See, I just used an absolute. Like that?
Self Put-Downs
I have a sister who does this a lot. They are not big things, just little dings. Like, “I’m not that smart, I never went to college.” Or my mom. Her trusty stand-by is always, “You can’t teach an old dog new tricks.” For the last one, I have to remind my mom that she is not stupid. You see, she grew up on a farm and never made it past primary school and never went on to high school. She was required to stay at home and work the farm. Besides, girls would be expected to get married and stay home anyways, right?
Well, my mom moved from Wisconsin to Chicago, Illinois and then San Francisco, California, where she put her and my dad into their own business with her money. She ran the daily bookkeeping, payroll, and inventory. She was also smart enough to hire an accountant for tax purposes. All this while raising five children. She is one smart cookie. And she doesn’t always give herself the credit she deserves for being smart and resourceful.
Would you say things to downplay a good friend of yours? I’m a huge cheerleader, always cheering others on to how great they are. I make a point of doing this for myself. After all, aren’t we are own best friend?
Affirmations. Telling yourself truths about yourself. Yes, we need to remind ourselves how great and fantastic we are. What we say about ourselves become self-fulfilling prophesies. You may think you are being humble, but you are giving yourself and others an inaccurate reflection of who you are. If you consider it bragging, then think about how you are putting your accomplishments out there. Be proud of what you’ve done and where you’ve come from. People want to deal with someone who is competent, confident, and knowledgeable. And you wouldn’t want to have it any other way.
Diminishment
Diminishment is discounting yourself in little ways. When someone gives you a compliment and you say something like, “Oh, no biggee” or “It was nothing.” It also discounts the compliment that someone pays you when all you have to say is, “Thank you.” When you say things like, “I’m just a secretary,” you discount your value that you bring to the company you work for. By speaking well of yourself, you attract the good in life to come your way and the respect of your colleagues and management.
By eliminating the words “just” and “but” you rise to the excellence you are designed for. “I’m smart, but I tend to forget the simplest things.” NO!
Criticism
This is directed at someone else with the idea of being helpful.
When my children were young, I made great effort not to state something that came across negative and had a way of projecting that word onto them as a person. Such as, “That was stupid” or “You are an ungrateful human being.” These statements project negativity onto the other person and, if said enough, can become how they identify themselves. You have now created a reality onto someone where one did not exist. Had the comment been stated differently, instead you could create a more productive outcome. And, these statements are purely mean and hateful, even if they are said in the heat of the moment.
Give it 48 hours. Most people realize their mistakes in 3-D, living color, surround sound. If you must point out a problem, focus as much as you can on the person’s assets.
The Chameleon
This is the individual who changes what they think to be accepted by the people or surrounding they are in. Ever see The Runaway Bride? Julia Roberts’ character changes her personality, what she likes, and what she doesn’t like depending on the person she is dating at the time. She comes to realize that she hasn’t formed her own opinions about what she likes and doesn’t like and discovers herself by identifying and acknowledging her authentic self. It is better to stay genuine to who you are. Pretenses are often difficult to manage over time. Eventually you will be found out. The admiration most worth having often comes from someone who disagrees with what you think, but respects who you are.
The people who love you are because of your authentic self. We love each other regardless of the flaws and shortcomings that we have. It is the person that you are they respect and appreciate. If you have to make shit up to be something you are not for other people, you are hanging out with the wrong people. You bring a different dynamic to each relationship that you have and these relationships should bring out the best in them and you. If it doesn’t, you may have to rethink the relationship.
I hope you enjoyed this and I hope I made you think. I make myself think all the time. Share this, Tweet this, Facebook it, or stop by and add me to your Facebook and/or Twitter. Would love to have you.
For some, speaking in front of a group comes easy; for others, it is a challenge; and for others still, it is all out dread and fear. I think I fall between the “challenge” and “dread” classification. I have on occasion had to speak in front of a group of people. Not necessarily a formal speech, but nevertheless participate my input on the development or details of a project. I did give a speech back in college for a communications course that consisted of full-blown preparation. Even injecting myself in conversation in a social surrounding where I don’t know anybody conjures up feelings of insecurity. My heart starts pounding (like I am on the verge of a heart attack) and the onset of sweating (only a cool room will assist my appearance of looking flush and in the state of a fever).
The ability to communicate effectively is a valuable skill. One that requires continual development, practice, and assessment. There are two types of communication environments: Speeches, where you and your information are the focus; and social communication, where you are interacting and participating in an equal exchange of information and dialogue. Both extremely valuable, but very different skills are brought in.
Over the years, I have become better at mingling and socializing. Moving and living in various states across the US over the past 20 years has forced me to put myself out there, present an approachable personality, and have genuine and sincere interest in different personalities and cultures. Being thrown into the situation of having to learn “trial by fire” is not my favorite technique, but ultimately that is how you learn. By actually doing it.
How often do we get a chance to give a speech or presentation? Is this a skill that really needs to be developed? If I don’t need it for my job, why would I seek out training and learning opportunities for giving speeches? Well, here are a couple of reasons I can give you:
1. It boosts self-confidence;
2. It teaches you research and organization skills;
3. You learn social and skills of interaction;
4. You learn to “face your fears” by doing something that is out of your comfort zone and/or completely unknown virgin territory. Putting yourself at the mercy of scrutiny and criticism;
5. You increase your vocabulary knowledge and usage and express your communication more creatively;
6. You become aware of your body signals and what other people read from you that you, formerly, were not even aware of. This includes breaking certain body language behaviors that either send a mixed signal or turn your listener off.
7. You learn how to communicate in a way that makes your message interesting and your listener wants to hear what you have to say.
Toastmasters offers some great information and it costs you nothing. If you are interested in learning more about public speaking; tips and techniques; and even participating in a group that cultivates, mentors, and actual speech participation, Toastmasters is a great opportunity to receive continuous learning opportunities. It is not an expensive one- or three-day seminar that will set you back a couple grand. It is an opportunity to develop a network of like-minded people who seek personal self-development and desire to give back what they learn to others.
Some interesting links you will want to grab are the following:
This link gives you 10 Tips for Public Speaking.
This link gives you 10 Biggest Public Speaking Mistakes.
This link will give you access to the Toastmasters magazine in its entirety in PDF. You won’t have free access to the most current issue, but you can download prior magazines for each month in the years 2007 through the prior month of the most current issue. So, really, you are only one month behind. (I have to admit, I don’t always get to my magazines in the month of its publish.)
I have attended a Toastmasters a couple of times in the past. So, yes, I have to muster up the “courage” to find one that I like, that is local for me, and just “do it!”
Is there anyone who is involved with Toastmasters? What is your experience? Is there other programs or groups you would suggest in learning communication development skills? Share what you know here with us so we can learn from you! I look forward to hearing your thoughts!
My current book of reading is “Business and Administrative Communication” by Kitty O. Locker and Donna Kiengler. I decided to mindmap my notes of information I would like to be able to easily refer to. You will find a pdf link below the graphic of what I’m learning for Chapter 1.
Download the MindJet Viewer
Any user is free to download the MindManager viewer application. This is a standard Windows installer which is installed directly on the system. The viewer will open any MindManager .mmap files in read-only status. The viewers are capable of reading notes, utilizing hyperlinks, opening attachments and standard navigation of map files. The viewers currently do not perform other more advanced functions. The standalone viewer version is based on MindManager 7 for Windows and MindManager 7 for Mac but can open files created in MindManager 8. For a Mindmanager 8 version viewer, use the standard trial of MindManager 8. When the trial expires, it will still function as a read-only viewer.
Business Communication Management and Success (pdf)
Business Communication Management and Success (pack & go zip file for Mindjet)
I need a little feedback here. I tried loading a dynamic pdf, but was unable to. I then converted the completely expanded version. I have separated the topics onto additional PDF pages for a less cumbersome view. Special note, unfortunately, with the PDF version, you will be unable to view the notes and links. Personally, it’s big and you will have to “zoom” in to get it at a readable size.
I did load the “Pack & Go” version and you will need to download the MindJet Viewer (link above) to see the notes and hit the links.
This is my test version to figure out the best way to share my MindMaps. I would appreciate your thoughts on this.
Be looking for the forthcoming chapters and I look forward to your comments and thoughts.
My latest challenge involves using distribution lists when all users access the same “Global” directory.
THE SCENARIO
I work for the State of California. One of my tasks was to manage the Branch’s distribution lists. Adding new staff and removing staff who have left. Quite a few months ago IT created new distribution lists, distribution lists that I did not have permissions to edit in order to keep them current. The distribution lists recreated in the “Global” do not reflect the continual revolving door of staff leaving and coming on. So, in the interim, till IT is able to resolve the issue by giving me the necessary permission or, in the alternative, maintaining the lists themselves, I created distribution lists that I could send to the entire Branch staff for use.
This fix however does not resolve the issue for outside departments and units who do not receive my distribution lists, which are sent by email as attachments and saved in each person’s personal Contacts directory, such as the Receiver’s office.
Nevertheless, I was asked by someone from another department how I was able to send my distribution lists to other people to use and directions on how to transfer them into their own personal Contacts directory. And, yes, I have created a reputation for knowing how to do really unusual computer stuff to people outside of my own department, even so far as departments in other locations outside of my direct sphere of contact, network, or relationship to my department. Word gets out and people let their colleagues know a resource they find valuable. Strange, but true.
So here is the step-by-step on how to save a distribution list that has been sent to you by email.
DIRECTIONS
While in your opened email with the attached distribution lists, using your mouse, you will need to “drag and drop” each distribution list, individually, onto your “Contacts” tab in Outlook. If you hold down the Shift key and mouse click on each distribution list, this will allow you to select them all and drag them collectively to your “Contacts” tab in one fell swoop.
We will use the following example distributions lists as the attached:
- Centralized Hiring (contains individual emails addresses from the “Global” directory)
- Education & Training (contains individual emails addresses from the “Global” directory)
- Planning Northern (contains individual emails addresses from the “Global” directory)
- Planning Southern (contains individual emails addresses from the “Global” directory)
- Recruitment Outreach (contains individual emails addresses from the “Global” directory)
- Selection Services (contains individual emails addresses from the “Global” directory)
- Workforce Development Branch (contains individual emails addresses from the “Global” directory, as well as the six distribution lists above). This will be the master distribution list for the entire Branch.
DIRECTIONS FOR WORKFORCE DEVELOPMENT BRANCH
This distribution list allows you to send to the entire Branch without having to select each unit distribution lists individually because we are consolidating all of them within this one distribution list. Did that make sense? I hope so.
This particular distribution list will require your edits; otherwise, it will not recognize the referenced distribution lists.
- With the Workforce Development Branch transferred into your “Contacts,” double-click on it to open it for editing.
- Delete the existing distribution lists (they are bold). The reason for deleting the existing distribution lists is because your system is looking for them on the global and they don’t exist there. What we need to do is replace them with the ones you transferred to your personal Contact list.
- With the Workforce Development Branch distribution list still open (only individual names remaining), first, select the tab titled “Select Members.”
- The “Select Members” dialog box will appear. At the top right hand side of the dialog box, just below the big red X, a drop down menu called “Show Names from the” will display your various directories. Select “Outlook Address Book: Contacts.” This is your personal directory. The “Select Members” dialog will refresh to display all the names and distribution lists that you create in Outlook.
- Scroll down to the bolded distribution lists that you added earlier and select all the above distribution lists except Workforce Development Branch distribution list, by clicking on and selecting each distribution list and then clicking on the tab “Members” just below the window of names where it says “Add to distribution list.” Once again, If you hold down the Shift key and mouse click on each distribution list, this will allow you to select them all and add by clicking on “Members” in one fell swoop.
- Click on the OK button located at the very bottom of the dialog box.
- The dialog box will disappear. One last step. On the Menu Bar, click on Save and Close.
That’s it!
REMINDER
Individual names and distribution lists will transfer as long as they come directly from the community-shared “Global” directory. If the names and distribution lists are unique to your personal “Contacts” directory, they will not transfer.
ANOTHER REMINDER
To use these distribution lists in your email, remember to access them from “Outlook Address Book: Contacts,” where it says “Show Names from the” drop down directory listing.
UPDATE
Tami left me a comment that encouraged me to probe the effect of whether my distribution lists sent by email worked when sent outside the “internal” office global directory network. This is what I discovered:
I have to admit this would be a “internal” business tip. In researching the effects when the distribution lists are sent outside the office (or office computer network), I sent the distribution lists to my home computer. Two issues arise:
1. I use MS Outlook Standard at home and MS Outlook Professional at work. My attachments come over as email messages, they are no longer distribution lists containing the contact information. This brings us to Point 2.
2. The names provided in the distribution lists come from the “internal” network global directory. Outside the office, they don’t exist.
For me, everyone starts at 100%. I always wanted to be a teacher. So every student coming into my class would start with a solid A. So instead of feeling like you have to work toward an A, it’s all about maintaining an A. This works the same way with relationships with me. I get the idea of trust being something that you have to work for or earn, but if a person already has that trust, it’s a disappointment when that trust has been violated. Therefore, I believe starting off with a relationship built on trust holds the person accountable and encourages maintaining a level of trust. When done the opposite, a person always feels like they have to establish trust and, in reality, has nothing to lose.
When starting a relationship built on trust, when that trust has been violated, the consequences are more severe. It’s not a “three strikes, you’re out” kind of thing. It’s about rising to expectations of the person you impress upon others by what you say and your actions.
People and businesses are expected to be transparent. The internet has actually made that more paramount than we otherwise thought. Transparency is about your integrity and the quality that you bring to your relationships, whether business or personal. When you talk the talk, you walk the walk. Isn’t it much easier being authentic and appreciated for the individual you are and the unique value you bring to any relationship? I think so. When you don’t, you don’t value the amazing person that you are and run the risk of being a fraud.
Here are some common signals of deceit:
- Dilated pupils
- More pauses in conversation
- More speach errors
- Fewer specific details
- More “allness” phrases – all, always, everyone, none, nobody
- Less eye contact or more eye contact, depending on the norm
- Fewer body movements or more body movements
- Sometimes more self-touching
- Sweating
- Higher-pitched voice
- Shorter verbal responses
- Flushed cheeks (when the conversation doesn’t warrant it)
- Increased blinking
- Hands to mouth, covering it or wiping/rubbing it
- Fingernail biting
- Fake cough
- Nose rub
- Eye rubbing or pretending something is in the eye
- Increased swallowing
- Chewing of the inside of the mouth
- Drying of the mouth
These are things that would subtly stand out because these mannerisms or responses are not their norm. As your sixth sense kicks in, it is natural that your own signals will reflect your doubt and give off cues of what is being said and the body signals that are being conveyed. Keep in mind that when the person lying picks up on this, they will alter their nonverbal cues to come across more believable.
Lies can generally be revealed in the details. It is more difficult to recount details along with consistency when lying than when events or intentions actually occur. Pay attention to mannerisms that are not consistent of their normal behavior and statements that are not congruent. When in doubt, go with your gut.
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I find my job dictated by the urgencies of others. I do a lot that goes beyond assisting to my executive, such as assisting other managers and staff. Here are some things I do that are outside of requests for my manager.
- Collaborating with other assistants outside my department setting up meetings for the executive’s manager.
- Creating an agenda of all-day meetings with all pertinent information.
- Proofreading all documentation to be submitted to my executive; making necessary corrections to format, spelling, punctuation, and grammar; and returning it to the manager for the corrections, as well as answering any questions.
- Contacting a resource for supplies or issues with office equipment.
- Processing new hire documentation.
- Maintaining various logs.
- Entering, tracking, and following-up on travel advance and reimbursement for approval and processing.
- Collaborating with branch units for monthly updates to budget worksheet.
- Assisting liaison to our Southern Workforce Branch.
- And much, much more.
So what can I do when the work starts piling on and it all needs to be done right now? Here are some tips that I find helpful.
Communication.
Don’t expect anybody else to know what you do every day or every minute of the day. If you are working on a full plate when someone comes up to ask you for something, let them know what you have going on currently. It doesn’t have to be in great detail, essentially informing them if it is something that you can help them with that day or later in the day. What do they need, by when, and what is entailed of the request? This way you are able to make an informed determination in when you can attend to the request.
Start your day right.
I’ll start with the obvious. Eat breakfast. I start my day with an egg and toast and, as I walk through downtown on my way into work, I pick up my cup of coffee and exchange pleasantries with people who start my day off so nicely. Upon arriving at the building I work at, I always smile and say good morning to the security staff who monitor and direct all building visitors. Then, as I begin my stroll through the halls to my little cubicle in the world, I have a ready smile and quick hello to the people I cross paths along the way. It takes me probably 15 minutes to get from my home, get my coffee, and get to my desk every morning. All that includes my ready smile and brief interactions along the way, starts my mornings off with positive momentum.
Once I take my seat, I’m like a pilot doing his/her preflight check. I boot up my computer, get documents together that are my first priorities of the day, check for voice mail, print out my executive’s calendar, get a peek on what the damage (how many) emails have surfaced since the former day, all while sipping away at my morning coffee.
I’m not a big morning person, functioning mentally anyway. That is why setting up routines are my modus operindi. My morning cup of coffee is a big part of that. The taste and smell perks me up. Setting up my office makes me feel organized and on top of what is to come.
Focus.
Focus on one thing at a time. As much as an assistant multitasks, it is still important to focus on the task at hand. For every time you are interrupted, it takes several minutes to get back the flow and concentration to an assignment. It is unavoidable to have to take phone calls, periodically check emails for prompt responses, and manage the traffic that comes through your desk, but managing and diverting distractions are an acquired and necessary skill.
Smile and don’t take it personally.
Sometimes we deal with people who are none too pleasant. It isn’t about you, it is about them. Don’t let them suck you into their world and don’t let them project their issues onto you. Remain pleasant, objective, and listen. You may not need to say anything, maybe you are just along their path of where it is they are trying to go. Be pleasant and courteous and, you never know, maybe that is all they needed to switch their own attitude.
It’s amazing how we can let other people or circumstances turn a day into crap. Don’t take it personally. For example, I actually believe I, generally, get “green” lights when driving through traffic, but every once in a while I seem to get a day where every light seems to turn red just as I approach it. It’s at those times that I remind myself that I will get to wherever it is I need to be a the right time for me, those lights are signaling me that they are keeping me from what is up ahead that could pose further delays, crazy drivers, or an accident. I keep the attitude that everything is in its perfect time and, if I try to press it before its natural course, I could very well suffer the consequences.
Walk away.
Not from the job of course, but to take a moment to step outside into some sunshine and fresh air, maybe a secluded spot to meditate for five minutes or a brisk walk around the block to do a “brain dump” and return to your desk refreshed and clear-headed.
I have read that if your job has you sitting at your desk all day to make efforts to get up and stretch every hour. That’s easy and brings you back to your surroundings. Focus is important but, like driving, you need to be aware of what is going on around you.
Take lunch.
You deserve it! I must admit, I am really bad at this. I tend to bring my lunch to my desk, thinking I will enjoy my lunch while doing some personal reading or going through some personal stuff that I brought with me. I rarely do. I end up eating and going through work email or other job-related stuff. So, if you can, try to do lunch away from your desk. It’s your time to do whatever you want and not account to anybody for but yourself. Or make a list of what you want to accomplish during your lunch hour, whether going to the gym, meditation, walking through the shopping center, paying bills for that month, visiting and enjoying a restaurant with a friend, anything that puts the focus back on you.
End your day right.
Take a few minutes to create the desk and environment you want to walk into the next morning. I realize that after a long day all you want to do is shut down your computer and go home. It is worth a couple of minutes to put things where they belong so you don’t come in the next morning facing an unorganized day first thing walking into your office. It could very well help change how you view the rest of when you first get into work.
Do something you love once you are out of the office. I call it my time to decompress. Sometimes it is coming home and cooking because I already have something interesting planned to to cook that evening. Going to the gym, I am able to vent frustrations or that feeling of being wound up. Visit with a friend who doesn’t work with you, both of you will want to talk about anything but work. With the warm weather and summer close at your heels, go to the pool and get some sunshine now that daylight is lasting longer.
Enjoy the moment.
Enjoy each moment of each day. It is easy to lose the days. It all kind of blurs past us. Life isn’t worth living like that. By enjoying the process of what you do in each moment, you create exceptional experiences. You also project a quality around yourself that others can get a feel off of, it can be a feeling that they want to be a part of that, or it makes them feel comfortable, or they just feel good when they are around you. It is just something that can’t be really identified because it comes from within. Remember to feel, touch, taste, and hear what is amazing in the moment. Live in the moment, create in that moment what you want it to be, be the exceptional person you visualize in each moment.
I believe what we do is significant. We attend to details that create ease for the executives we assist. We are not always appreciated or valued for what appears to be simple details, but in reality makes someone else’s job easier. In my own personal life, at times, I wish I had someone who did the research, set up the appointments, and processed the paperwork so all I have to do is show up. Also, unless you actually do it, you don’t realize all that goes into making it so seamless and easy. That is what you do, under the radar.
With great affection to all my professionals,
I don’t like to reinvent the wheel. Besides, it is time consuming and unnecessary. Take letters, reports, memos, legal documents, invoices, specifications, etc., any document that is used on a regular basis for your business, both internal and external. Your company should be using a standard look that represents the image they want to portray to their customers and the public. This is where templates come in. You want your documents to have a consistency that identifies the professionalism of your company.
Some people will take a report, memo, or letter that already exists and use that. This works, but there is that possibility that you will save over it and no longer have electronic documentation of the former document. If you are good about backing up your data, then you have no problem. However, in a large company, that is a hassle to request from IT to retrieve.
What a template will do is house the formatting specifications, any graphics (some companies use them on their letterhead without having to order stationery), and some of the standard language (such as used in memos). It will also prompt you to Save As, alleviating the possibility of saving over the document. There is no other choice.
To Create a Template
- Create the document just as you would any other document.
- Save As.
- Save as type, select Word Template.
- It will automatically go into a specified directory according to your Word Options. You can change the directory of your stored templates by making that change in your Word Options.
To Retrieve and Use a Template
- In the menu bar, select New. In Microsoft Office Word 2007, I have an Office Button in the top left corner of the Word Program that takes me to printing, saving, and opening documents.
- From this menu, you can select Blank Document and templates.
It’s that easy! You will love it once you get the hang of it. You will also find that you are preparing your documents much more quickly and easily than before. No more searching for the document you want to replicate, all your documents will retain consistency, and you will now be the forms and templates guru of your office.
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Sometimes life is a circus and everyone else is the Ringmaster. Don’t let that deter you from getting what you are after. Push through and enlist help whenever and wherever you can. Most people are more than willing to help, 1. if they can, and 2. if it costs them nothing more than a little bit of time and effort, without burden or expectation.
Over the past month I have been focusing on couple of my goals. At times, there are moments that seem to be effortless. At others, I feel stuck and frustrated. I feel like I have hit a wall and my progress has become stilted. It is in these moments that I must remember to forge ahead, think of alternate and different methods of getting to the next desired step of the process.
In getting a task completed, I must talk to various personnel in different state departments. Some people will have an attitude right out of the gate. Well, a less than helpful one anyway. I believe that there are many people who do not appreciate what they do or do not see the value in what they do. Instead of being helpful, they go to lengths to make it difficult for the person on the receiving end to get what they are looking for. So it is my goal to get them on my side by letting them know that I appreciate everything they are doing to help me. They probably feel unappreciated, underpaid, overworked, and undervalued. Well, I appreciate and value what they are doing for me even if in the end I still need to seek out another resource to get the task completed. And, I will let them know that too by thanking them for their time and effort at the conclusion of our conversation.
When enlisting help or getting someone on your side, tell them what you are trying to do and why. Sometimes it brings out the cheerleader in them. It creates purpose instead of just doing the job. They now have a reason to help you succeed and who doesn’t like seeing someone achieve their goal. They get to be a part of your success. And, to be honest, we really can’t do it all on our own without the help of others doing what they can on their side to get to the finished result.
If they are not able to provide you with what you need, ask questions. Ask them where or who you can talk to get the information you need. Ask for suggestions or solutions. Ask for names and phone numbers of possible resources. If they have information, but need some time to collect or process it, follow up with them later. Let them know that you will be following up and when so they don’t feel like you are taking up their time when there is nothing else they can do on their end. They will let you know if they have done everything they can and a nice courtesy would be to thank them for their time and to let them know that you will not be contacting them until you have the information you need to provide to them.
You may feel like you are running around in circles. It is possible that you just might be. Forge on. Move on to another portion of your task and it is possible, with time, the information you are seeking will appear. Sometimes, things need a little bit of time to work themselves out and come together. I call that,
Giving it time to marinate.
I have found that many things work in an ebb and flow kind of manner. Some things seem to just roll through and you find yourself speedily getting what you need done. Then there are the times when you are at a standstill or even lost in the process. Take those times to recharge, come up with creative solutions, ask for help, and muster up determination. Also, start your day out with a positive affirmation. Something like,
Today is a great day. I will get so much done and everything will come together perfectly for me.
Create a positive attitude in that if you do not get what you need at that instantaneous moment, there is a perfect time that it is supposed to be resolved that is to your advantage. Pushing harder on something that doesn’t give just elevates frustration and stress. Step away and take a look at the situation in a different perspective or angle. Just like a wall, you might need to dig a tunnel to go under it, or you may need to go around it, or find a way to climb over it. Many times our biggest hurdle is our own attitude.
You are the Ringmaster of your life. Don’t let others make you feel like you don’t have the controls. You get to make the decisions and that includes how you treat people along the way. Be gracious, helpful, and accommodating and they will do whatever they can on their end to help you get through the hoop.
