July 2009 - Posts

Admin's Assistant
Wednesday, July 01, 2009 12:20 AM

Workplace Gadget Etiquette 

As technology advances more and more, employees discover ways to utilize their personal gadgets while at work. Here are some gadget tips to consider in the workplace.

 

  • Shut it off during meetings: Unless you must use your PDA or cell phone during a meeting, presentation or other gathering, turn off your phone or silence your ring tone.

  • Don’t engage in e-mails during meetings or conversations: Your preoccupation with the e-mail message removes you from the discussion, and it just looks rude.

  • Don’t text during meetings or conversations: Text messaging forces you to lose eye contact and sends the message that you’re not fully engaged.

  • Consider your environment: An acceptable gadget behavior at one company may be unwelcome at another.

  • Get permission before snapping pictures: Not everyone wants their picture taken and what you may find funny, amusing or memorable may be embarrassing to others.

  • The person face to face with you has top priority: Never interrupt a conversation to answer your phone—let your phone’s technology (voicemail) do the work.

  • Take both ear buds out when conversing with others: Leaving your ear buds in may cause the other party to feel as if they’re being rushed through the conversation.

  • Opt for plain old note taking during meetings: If you take notes on your laptop, it creates a barrier between you and your coworkers, and they’ll be distracted wondering if you are surfing the net, in a chat room or worse, playing a game.

  • Keep the volume to a reasonable level: Although you may enjoy listening to music while at work, having the volume too high could distract your coworkers.

  • Obey your workplace rules for usage: It is your responsibility to find out what personal devices are acceptable before you start using them.

 

Information from elaineswann.com, adminsecret.com and career-advice.monster.com

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

How to Prepare for Maternity Leave 

Being pregnant is chaotic enough with announcements, planning, preparations and doctor visits. And that's just your personal life! Your professional life is going to be significantly altered, too, and the earlier you prepare for it, the easier your transition into maternity leave will be for you and the co-workers who will be affected by your absence.


Even if you're not the only person in your office that performs your job function, there are probably small nuances and side projects you're working on that are specific to you. If these things can't wait until you return, you may have to prepare instructions for your temporary replacement. For some projects simple notes on what to do if specific things happen will be enough and for others step-by-step instructions are necessary. Keep in mind that you've been doing this job for a while, so when writing detailed instructions remember to put yourself in the shoes of someone who knows nothing about what you do.


News travels fast and you don't want your boss to hear the news through office gossip. Once you've decided to tell people at work that you're pregnant, it's a good idea that one of the first people you tell is your boss. Then throughout your pregnancy as you make important decisions, keep your boss up-to-date on decisions you've made that will affect your work. Your due date, how long you plan on taking maternity leave and if you plan on coming back to work are very important details for your boss to know.


Very soon after or even before you tell your boss, make an appointment with HR so you can discuss maternity leave. There will be some paperwork and questions they need to ask, so making an appointment is necessary to give HR enough time to give you all the information you need to get everything in order. Even if a co-worker recently discussed maternity leave with HR, it doesn't mean everything will be the same for you. Also, get everything in writing so you can refer back to it later if necessary.


With pregnancy there are a lot of unforeseen circumstances, but you should still have a "leave date" set. Obviously if your baby is premature you'll need to leave sooner, but the leave date will give your boss, HR and co-workers an idea of when to expect your absence. Some women want time before their due date to prepare; others will work right up to the due date or past it depending on when they go into labor. No matter what you decide, keep people informed so they're ready to transition into your role.


Maternity leave is different from company to company and state to state. Some businesses classify maternity leave as temporary disability and give you a portion of your wages while you're gone. Some businesses don’t allow maternity leave at all! In either case, it's a good idea to save up all your personal, vacation and sick time. These will either give you the time off you need to adjust and recover or maximize the amount of time off you get in addition to your temporary disability time.


Remember to relax. It will be difficult for the people around you to adjust especially if you don't have a direct replacement, but odds are the whole company won't collapse because you're on maternity leave. If you prepare everyone early for your absence they should be able to manage without you. Besides, this is a time in your life when you should be focusing on yourself and your baby—not worrying about your co-workers.

by tinadh | with no comments
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Renew You!
Wednesday, July 01, 2009 12:06 AM


Wake Up...
It's Time for a Better Night's Sleep

 

It's difficult to dispute, but there are few things better than getting a good night's sleep. As we attempt to balance a hectic work schedule with demands from the family, many of us may not remember the last time we fell asleep at a decent time and woke up rested and completely refreshed. Here are a few ideas to get you on your way to enjoying a nightly trip to Slumberland.

 

Stay on Schedule

The Center for Sleep & Circadian Biology at Northwestern University recommends going to bed and waking up at the same time every day of the week—even on weekends. By doing this, you help regulate your body's clock which in turn allows you to enjoy a full night of sleep every night.

 

Exercise...the Sooner, the Better

Getting the proper amount of exercise can help with your sleeping patterns. If it's possible, try heading to gym earlier in the day. Regular exercise can make it easier to fall asleep and induce more sound sleep in the evening. If your schedule doesn't allow for early workouts, try to avoid exercising less than 3 hours prior to bedtime. This will allow enough time for your body to wind down before resting.

 

Make it Routine

Making time for yourself before you lay down is a great way to ensure a good night's sleep. Take 30 minutes prior to your anticipated bedtime to relax by quietly reading, taking a warm bath or listening to your favorite soft music. This will give you time to ease your mind and get you ready for sleep when you climb under the covers.

 

Eat, Drink and Be Sleepy?

Although certain foods can make you feel tired and drinking alcohol may help you relax, it will eventually disrupt sleep and make it difficult to fall back asleep. The National Sleep Foundation has found that alcohol makes it hard to reach deeper stages of sleep, which can cause tiredness during the day. So, try to avoid eating or drinking large amounts 3 hours before you go to sleep.

by tinadh | with no comments
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News You Can Use
Wednesday, July 01, 2009 12:05 AM

Podcasts? 
What the Heck are Those Things?
 

If you're like me, you're thinking, "Podcasts?  What are those things?" But you’re too embarrassed to ask someone because you figure you should probably know this by now. Well, I found out for us!

 

Podcasts are like syndicated radio or TV shows that you can download for free to your computer or portable MP3 player. They started with Apple – hence the "pod" from "iPod" (and "cast" from "broadcast"). But you don't have to go through Apple's iTunes Store to access all podcasts. Many news and radio organizations – like NPR, for example – make their podcasts available for download right on their Web sites. 

 

Like TV shows, there's a podcast for everything and everyone. But it's not just the entertainment industry who's recording. Businesses, too, are finding the convenience in using podcasts to deliver content – to promote services, offer advice and support to consumers, and even for internal employee communication.

 

For example, a friend of mine works at a university credit union and hosts a weekly podcast geared toward helping students better manage their finances. To generate listeners and excitement, they have a weekly quiz about the podcast and winners receive a prize. It's informative and there's an incentive.

 

Podcasts are inexpensive to produce and convenient for audiences – just download the file and listen at your leisure. It's advertising that has the potential to reach an even greater audience because of its mobility.

 

So, how do you start your own podcast? First, you'll need material. Find something helpful for your audience – or at least entertaining – and engaging. Make them want to listen. The podcasts should follow a regular schedule, like once a week or once every other week. So, make sure you have enough material for a series.

 

You'll also need a microphone and some sort of audio recording software. Audacity is free to download and includes the ability to edit your sound, remove background noise and delete unwanted pauses. Headphones are also helpful so you can play back your recording and hear it as most of your listeners will.

 

Once you've recorded your podcast, you'll need to find a place to host it. If your company has its own Web site, you can host your podcasts on that server. Or, you can host and publish your podcast through a third-party Web site – like MyPodcast.com or Podbean.com – for free.

 

For a more in-depth tutorial on recording and publishing a podcast, read How to Make a Podcast.

by tinadh | with no comments
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An Excerpt from The Survival Guide for Working Moms (and Other Stressed-Out Adults)
Wednesday, July 01, 2009 12:03 AM

Back to School:
Getting off on the Right Foot
 

While you probably are going to wait until August to do your back-to-school shopping in case your child grows two inches over the summer, you and your child can start making a list of what he or she will need as you organize last year’s stuff and get rid of clothes that have outlived their usefulness. Some schools send a mailing during the summer, letting you know when school starts and listing the items your children will need for the fall. Other schools maintain Web sites with this information. If your child is entering a new school, make sure you have a copy of the school’s handbook or other materials that may tell you what your child should bring on the first day or describe the dress code. Dress codes can be a life-saver when it comes time to buy back-to-school clothes. If your child’s ideal school wardrobe conflicts with your ideas of what he or she should wear to school, you may be able to simply say, “Sorry, the dress code doesn’t allow that.”

 

To read more, get a FREE copy of our book, “The Survival Guide for Working Moms (and Other Stressed-Out Adults),” by Diana Zuckerman, Ph.D. and Brandel France de Bravo, M.P.H. 


* While quantities last. Premiums subject to availability. A substitution of equal or greater value may be made. 

About the authors

Diane Zuckerman, Ph.D. is the President of the National Research Center for Women & Families, a research and education charity that provides free health and safety and

works to improve policies and programs that improve the health of women, children and families. Brandel France de Bravo is the Director of Public Affairs and Communications at the National Research Center for Women & Families. For useful information about health issues that affect your family and for more information about the National Research Center for Women & Families, visit http://www.center4research.org/

Ask the Expert
Wednesday, July 01, 2009 12:02 AM



Five Blogging Tips

    

As the blogging world grows, Quill asked long-time blogger and Quill's Director of Internet Sales, Dan Spellman of My Two Cents, to share tips and help others join the blogosphere.

    

Crank It Out.  Writing a blog is an easy way to start a conversation and share your ideas. You don’t have to be the next Great American Writer – you just need a point of view on a topic of interest. It could be about your community, your career or your mother-in-law’s cooking. Once you have identified something you feel passionate about, it’s easy to share it with others around you as well as others around the world.

    

Set It Up.  Once you’ve decided to start sharing your ideas, the first step is to choose a blogging platform. A couple popular sites to consider are Typepad.com, WordPress.com and Blogger.com. Each platform offers different formats and benefits. Take a look at other blogs to get an idea of different platforms and styles available, and then, decide which one is best for you.

Write It Down.  In order to “hit the ground running,” create a list of topics and do a little research to discover what other people saying. While the most enjoyable part of blogging is having the opportunity to share your ideas with others, don’t be afraid to select a few topics that require some research on your part. 

    

Make It Fun.  Set yourself up for success by making blogging enjoyable. Remember being told, “Smile when you speak on the phone – people can hear your enthusiasm?” The same goes for writing. If writing your blog becomes a chore, you won’t find it enjoyable, and your readers won’t either.

    

Promote It Now.   If you would like to make your blog entries searchable, set up tags to allow sites like Technorati.com and Google.com find your blog. Your blogging platform should help you with this. To share your blog with friends and family, post a link on your Facebook page or send a link to your email contacts. Also, you can find new readers by visiting similar blogs and posting comments.  As you post, add a link back to your blog.    

 

It’s not hard to get started. In as little as 5 minutes, you can create your own blog and begin sharing your ideas with the world.

by tinadh | with no comments
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Editor's Note
Wednesday, July 01, 2009 12:01 AM

 

You can’t have a successful business without customers. They are your bread and butter. While most people know this, not every company demonstrates knowing this. In a competitive economy, customer service can be the defining factor between you and someone else. That is why Get to Know Your Customers Day on July 16 is a holiday in which every company should take part!

 

By wanting to get to know your customers, you are showing them you care about them. While I love getting coupons in the mail and I’m always on the hunt for a good sale, I most remember the companies that send out personalized coupons during times of the year that are special to me, like my birthday or anniversary. While I realize this service is most likely automated, I know that they took the time to request personal information from me.

 

In the article Get to Know Your Customers Day!, writer Drew Stevens, PhD, offers up a few ideas on how to show your customers you appreciate them.

 

  • Send a thank-you note to every client, past and present. Leave the sales pitch out of it—just thank them for their business.
  • Market a special sales promotion or offer a free gift based around showing appreciation for them.
  • If your organization is small enough, give your customers a call to thank them for their business.

Just as we all remember lousy service, we also remember exceptional service. Remember that great server who was extra pleasant at the restaurant you went to for lunch? You probably told all your co-workers about it. All it takes is a little extra effort to stay on top.  

 

I want to get to know you, Pen Pal readers! Share your thoughts with us by leaving a comment below!


Christy Wolf, Editor

by tinadh | with no comments
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