NANAIMO 9 TO 5

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I NTERNATIONAL A SSOCIATION

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A Newsletter for Office Professionals N ANAIMO C HAPTER

P RESIDENT ’ S M ESSAGE I hope you all had a wonderful holiday season and may 2012 be an amazing year! I found the Blogging workshop with Shelley Beleznay very informative. I now know what blogging is and how it can be a powerful tool. I found a great article from the WCD (Western Canada Division) newsletter that was pertinent to me that I thought may be informative to you. This is a continuation from last month’s article. From Our Sponsor: Maureen Tazzioli, ReZultsMatter… Managing Stress Respect your body’s messages – One of the key factors to becoming stressed and overworked is when we choose to ignore our body’s messages and what it is trying to tell. For example, if we are constantly yawning, or having difficulties concentrating, we may be tired, and so the best thing we can do for ourselves and our body is to get some sleep. If however we choose to ignore these signs then we run the risk of losing concentration; making rash decisions and being abrupt with those closest to us. Keep the pace going and we can become increasingly frustrated as simple tasks become extremely difficult forcing us to shift to all our energies on who to blame versus recognizing what we could have prevented had we acknowledged our role in accepting too many tasks to begin with. By listening to our bodies we can become better equipped to handle more things at the same time keeping all emotions and actions in alignment with desired outcomes. Learn to let it go – It has been my experience that if you hang onto negative emotions then moving forward at a healthy pace, is next to impossible. You see, I used to be easily offended. If someone said something to m that sounded abrupt or harsh, I would instantly be hurt by their actions and the tone that they used to express themselves. However, what I have since learned is that most of us when in a state of being overwhelmed and extremely busy, responses to questions asked appeared to be rather abrupt. However, all they knew was that they were in a hurry and did not have the time to explain things fully in a pleasant manner. How quickly it is for us to forget that although we may be busy and overworked, our tone and actions may be hurting someone else’s feelings and in turn preventing a healthy working relationship from growing. When putting things into perspective think about this: In order to be effective as people, we must be willing to remain calm and nonjudgmental when with each other. Appreciating and accepting the goodness in each other, healthy working relationships can become a common occurrence. For negative stress, if not carefully worked through, can create much damage in its path and so the best gift we can give ourselves and each other is the gift of letting go. Remember, stress, if properly managed can be a wonderful thing, for within, the heart and soul of a person is granted an opportunity to shine. Joyce Francescutto, Chapter President

J ANUARY 2012 N ANAIMO C HAPTER E XECUTIVE 2011 / 2012  President: Joyce Francescutto  Vice President: Linda Brandmeier  Treasurer: Trixie Neufeld  Recording and Correspondence Secretary: Rosemary Mullan COMMITTEE CHAIRS  Flyers: Kristin Houvenaeghel 

Historian: Lorraine Markin



Meeting Coordinator: Kristin Houvenaeghel



Newsletter: Kristin Houvenaeghel



Membership: TBA



Ways & Means: Alex Reid



Advertising: Linda Brandmeier



Education: Kristin Houvenaeghel

NEXT MEETING:

 January 11, 2012 Professional Ethics Presenter: Floyd Blades CHECK OUT OUR WEBSITE:

www.iaap-nanaimo.org

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A CCESSORIES FOR L IFE By Maureen Tazzioli. For many of us getting dressed at the beginning of the day involves adding various accessories to our outfits. Things like beautiful watches, sparkling jewellry, fashionable shoes and purses are quite common. However, if you wish to add some accessories that can last a lifetime, consider these: 1. Beautiful Watches—Every time you put on your watch, remember that there is no time like the present. Be sure to enjoy every minute of your day. Take your time to laugh, learn and explore new things with your family, friends, coworkers and neighbours. Life is meant to be enjoyed minute by minute, hour by hour, day by day. Always enjoy all that you do. 2. Sparkling Jewelry—Have you ever seen jewelry sparkle and glisten in the sunlight? It is most beautiful, especially when you can see a rainbow of colours appear. By carrying a sparkling smile wherever you go, a rainbow of hope and inspiration can be passed on to others. Share a little inspiration...smile and be a rainbow of hope to someone else. 3. Fashionable Shoes—Just as our shoes can make a statement about our fashion sense, your actions can make a statement about your character. The road to life learning can be full of twists and turns, but the attitude we choose to carry may determine the pace of our success. Choose to walk with grace, for you do not know who may be following. “With every step we take, we leave an imprint for others to follow.” 4. Purse—A purse is like a piece of luggage used to carry many things. However, if packed too full, it becomes a heavy object, difficult to hang on to. If your piece of luggage is full of negative experiences and destructive reactions from the past, chances are it may be difficult to move forward. Learn to lighten your load by removing all negative attitudes and experiences. Learn how to forgive yourself and others, while you embrace positive changes affecting your attitudes, perspectives and relationships. You have what it takes to move yourself forward; you need only to learn how to pack light. While getting dressed for the day, be sure to add some life-long accessories to your wardrobe. The results may surprise you.

PREPARING FOR YOUR NEXT PERFORMANCE APPRAISAL By Karen Porter Prepare to guide or contribute intelligently and constructively to the conversation in your next performance appraisal. 1. In your private notes, write both your accomplishments and your less than superb job performance incidents for the period the performance evaluation will cover. 2. Mentally prepare some "talking points" to deliver as needed, if needed. 3. Anticipate. What topics might arise in this appraisal? What facts do you already know about those topics? What topics do you want to initiate if given the opportunity? 4. Do your homework — but not just the night before the performance review. Keep private notes year-round of your accomplishments as well as explanations for things you perceived as going awry despite your best intentions. 5. Don't babble during the performance appraisal session. Speak clearly, concisely and with purpose. 6. If you don't have goals or a ready-made plan to improve some performance, say so. Say: "I'll have to think about that and do some research on ways I can improve my ABC performance. Can I get back to you next Monday with my plan?" Then follow through with your promise. Ideally, the performance review session and document is a tool that helps you and your manager measure your performance and ensure it continues to be aligned with department and company goals, even your workplace goals too. If your performance deviates from your manager’s or company's expectations, then you have an opportunity to discuss this during the review session and set goals together with your manager to get your performance back on track.

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COMMON COURTESY It's amazing and somewhat sad, but in today's world, if you use common courtesy when dealing with prospective employers, you'll more than likely give yourself an edge over the many other candidates who fail to do so. I realize this seemingly obvious concept is somewhat hard to believe, but it's true. So as you deal with prospective employers, do the right thing--and make yourself stand out from the crowd--by demonstrating your class. 

Thank Employers for Their Interest—According to one estimate, only about 10 percent of job seekers bother to send thank-you notes to prospective employers after the interview. You've asked for and received someone's time and energy, so the least you can do is say "thank you". When you do, you'll be seen as one of the few candidates who shows care for others--not a bad message to send.



Be Respectful to Everyone You Meet—The administrative assistant you see when you first show up for an interview is just as important and deserving of your respect as the CEO and everyone else in between. So be polite. Make small talk with the assistant and be genuine about it. If he asks you if you want a cup of coffee, say "Yes, please." Impress the assistant with your uncommon graciousness, and your stock will rise in the company's eyes.



Respect People's Time—Most everyone has too much to do and too little time. So if you've scheduled an interview, be on time. Arrive exactly five minutes ahead of time. Meanwhile, if you call an employer, ask, "Do you have a moment to talk right now?" before launching into what you want to say. Give the person a chance to reschedule the conversation if he's in the middle of something more important. He'll appreciate that you honor his time.



Be Flexible—Most things in life don't go exactly according to plan, especially in the work world. The interviewer who shows up 10 minutes late your your interview, for example, probably had to "put out a fire" and didn't intend to keep you waiting. So demonstrate that you're willing to cut people some slack. If the plan changes at the last minute, roll with it. Employers know that the people who succeed in business are the ones who are flexible and can deal with the daily curve balls life tends to throw.

(from Common Courtesy Often Exceeds Employer's Expectations by Peter Vogt MonsterTRAK Career Coach)

SIX SLOPPY SPEECH HABITS You may look good on paper or in your suit, but if you're looking to nail your big interview, looks aren't everything. How you sound is often more important. But many job seekers let careless speech habits sink their chances of landing that great job. Here are six common language mistakes and how to keep them from sabotaging your interview. 1. Non words: Filler words such as "um," "ah," "you know," "OK," or "like" tell the interviewer you're not prepared and make you sound like a Valley Girl (or Boy). A better strategy is to think before you speak, taking pauses and breaths when you lose your train of thought. Everybody utters and occasional "um, " but don't let it start every sentence. 2. "Up-talk": A singsong or rising inflection at the end of every sentence creates a tentative impression and makes it sound as though you're asking a question instead of making a definitive statement. You need to speak with conviction when selling yourself in an interview. Bring your intonation down when ending a sentence to avoid talking up. 3. Grammatical Errors: The interviewer may question your education when you use incorrect grammar or slang. Expression such as "ain't," "she don't," "me and my friend," and "so I go," aren't appropriate. Be sure you speak in complete sentences and that tenses agree. The interview is not the venue for regional expression or informality. 4. Sloppy Speech: Slurring words together or dropping their endings impairs the clarity of your message. To avoid slurring and increase understanding, speak slowly during an interview. Make a list of commonly mispronounced words and practice saying them into a tape recorder before the interview. Some common incorrect pronunciations include "aks" for "ask," "ath-a-lete" for "athlete," "wif" for with," and "dree" for "three".

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5. Speed talking: While everybody is a bit anxious during an interview, you don't want your information to fly like a speeding bullet. A rapid speaking rate is difficult to follow, and speed talkers are seen as nervous. Slow down your racing heart by doing some breathing exercises before the interview. To avoid rushing, listen to the question, and then count two beats in your head before continuing. Don't be afraid of silence. Pausing is an effective communication technique. The interviewer needs a few seconds to process what you just said anyway. 6. Weak speak: Wimpy words modify or water down your conviction and in the end, your position. When you pepper a conversation with "hopefully," "perhaps," "I feel," "kind of," and "sort of," the message you convey is a lack of confidence. Use power words such as "I'm confident that," "My track record shows," "I take the position that," I recommend," or "my goal is". The language you use gives the listener an impression about your level of confidence and conviction. 7. The Bottom Line: You don't have to study elocution to speak well. Simply slow down, take time to pronounce all the syllables and leave slang at home. Companies want job candidates who are well spoken and articulate, and recruiters won't represent a job candidate if they don't match the client's profile. (from Six Sloppy Speech Habits by Diane Diresta, President of DiResta Communications and Monster.com Contributing Writer)

B EWARE —B OSS ’ S P ET By Susan Fenner You remember back in grade school. There was always at least one kid each year (usually the same one) who was designated as “Teacher’s Pet” and could do no wrong in the teacher’s eyes and was always held up as a role model for everyone else. And, you’ll also remember that no one liked Mister or Miss Goody Two Shoes who basked (and flaunted) in the limelight, lording it over everyone else who wasn’t as fortunate or favored. We all managed to survive those days…only to find that the same phenomenon happens in the workplace. Do you know someone who is the Boss’s Pet? Why do we dislike this person so much? Some reasons that come to mind – we feel they are getting special treatment which makes us feel short changed; they have the boss’s ear and an inside track that definitely gives them an advantage; and they tend to bypass the peons and direct everything toward the exec, leaving us out of the information and decision-making loop and making us feel like schmucks. So, what can we do about it? You can chew on it all you want, but you can’t change the situation. Better to accept reality. You won’t win with a negative campaign. They’ll go right to the manager and you’ll be the loser. You can let it affect your performance, but then you’ve played into their hands. So, the only answer is to focus on your own professionalism. There’s also strength in numbers. Rally the team and put energies into team efforts. The more the group participates, the less power one individual has overall. Build camaraderie. Then the person who is left out isn’t you, but the one who is electing to segregate for self-serving purposes. Broadcast team results. Let the boss see what the work group is accomplishing and who is contributing. Stay positive, act as if things are hunky-dory and there’s no imposition, excel within the parameters given, and create new parameters of your own. Overcoming obstacles and finding new niches is a sure way to get recognized and rewarded. Make the boss look good (of course attaching your name) and you’ll find that professionalism will win in the long haul. It’s no fun to be a Pet if it goes unnoticed and no one envies your status. It’s only fun when you can rub people’s noses in it. And let me say this…if YOU are the Pet, think about your reputation. Is it worth sacrificing your relationship with the team to get momentary attention from your exec? In the short run, you might think you are coming out ahead; in the long run, know it can’t last forever and then the tables will turn and you’ll be the pariah. It’s a career risk simply too big to take!