nanaimo 9 to 5
I NTERNATIONAL A SSOCIATION
OF
A DMINISTRATIVE P ROFESSIONALS
N ANAIMO 9
TO
5
A Newsletter for Office Professionals N ANAIMO C HAPTER
DECEMBER 2013
P RESIDENT ’ S M ESSAGE Notice how acronyms are so prevalent in everything, including in our own association—IAAP. We also have CAP (Certified Administrative Professional), EFAM (Education Forum and Annual Meeting), P2E (Pathways to Excellence) and many more. Fifteen years ago, for my Incoming Division President presentation, I came up with my own acronym—RTDB (Read the Darned Book!). The focus of my presentation was to remind chapter executive and members that all the information they need to run successful meetings and projects is already provided by the Association. At the time, they were hard-copy publications and until recently were also available online. Things have changed and been updated recently. The publications don’t seem to be available in their previous format. However, I did find in the on-line IAAP Library the IAAP Atlas: Your Guide to All Things IAAP. I probably shouldn’t admit it, but sometimes I can’t find things easily in the IAAP Library, but this isn’t too bad– from the IAAP website: IAAP Library Folders MembershipMembership Atlas. There are 6 books: Partnership Parameters Recruitment & Retention New Chapter Building Good Programs Fundraising Chapter Publicity It’s worth your time to peruse all these books—there’s information to be gleaned from all of them that may be applicable to various areas other than the subject of the book. `New Chapter Building`, for example, contains a list of all the IAAP acronyms! There are other Folders listed that are worth exploring—it`s amazing what you can learn! I`ve been doing a fair bit of recreational reading over the past few weeks. As you know, I`ve been in Newfoundland with my parents as they deal with some health issues. I experienced their first winter storm of the season which brought down about 35 power poles (not just the wires), left thousands without power (fortunately not my parents), and caused a state of emergency in a town about 40 km away! Several days after that, we had a wind and rain storm which washed away most of the snow (only the windrows and piles from the plows are left) but caused the cancellation of ferries for a couple of days. Whew! Looking forward to the calmer climes of the west coast again! Hoping to see you at the December 11th meeting but if you can`t make it, have a joyous holiday season! Thank you for all your work in 2013— here`s to continued success in 2014! Michelle Connolly, CAP-OM
N ANAIMO C HAPTER E XECUTIVE 2013 / 2014 President: Michelle Connolly CAP-OM Treasurer: Raquel Parris Secretary: Jill Watt COMMITTEE CHAIRS Education /Website: Jolene Mackinnon Meeting Coordinator: Linda Brandmeier Publicity/Flyer: Katharine Lamoureux Ways & Means: Heather Morris Membership: Trixie Neufeld Admin Professionals Week: Raquel Parris
NEXT MEETING: December 11th, 2013 Brewery Tour & Tasting Presenter: Graham Payne, Brewmaster Location: Longwood Brewpub Brewers Dining Room 5775 Turner Road, Nanaimo
Please bring nonperishable items for the food bank CHECK OUT OUR WEBSITE:
www.iaap-nanaimo.org
P P AGE AGE 2 2
O FFICE I SSUES : H OW T O O VERCOME M ISCOMMUNICATION
N ANAIMO 9 WITH
TO
5
Y OUR C OLLEAGUES
The "open office" format has been becoming more and more popular with companies these days. Whether you work in "Cubeyville" (the cubicle village) or in an office where it has offices but an open format, you have experienced the ups and downs of the open office. In the open office format, your co-workers are more accessible. There is the opportunity for more open communication. However, there are some things that make this layout less than ideal. Some of those things are beyond your control, but there are some things you can do to make life easier for you and all those around you. The first thing to keep in mind is how much of your personal life do you want your "neighbors" to know. Noise travels quite well in these environments. If you are making several personal phone calls throughout the day, everyone around you can hear every last word. There is no privacy. There are things people around you just do not want to know such as your medical history, the current drama in your family, and other issues past. Also if you make several personal calls telling the same story through out the day, your co-workers will tire of hearing about it. Try to keep your personal business from being common knowledge. Personal phone calls need to be made during work hours. It happens. However, when you must make them use your cell phone and maybe try to find a place that isn't so "public" to make the arrangements. Do you really want your life to be on display for everyone to hear? Personal conversations are not always limited to calls. Sometimes you may have a co-worker you are sharing this information with. Just remember as you two are going on about these things, everyone else can listen along. The other point with this is that working in this environment already has a large level of distractions. You can hear everyone and everything around regardless of personal or business issues. Additional distractions for your co-workers can lead to less productivity. The next issue is the food issue. Just because you love a particular food, does not mean the rest of the office does. Eating at your desk may save time, but the odors from your meal may be over powering. Be considerate of your office mates when selecting your lunch. The last thing to keep in mind is that there are things you do not have any control over. Undoubtedly you are going to discover that the one girl who always complains about not having enough time to get her work done, spends her whole day on the phone with her friends and family. Not to mention she takes at least an hour and half for lunch each day. You will find there are people whose work ethic and working behaviors are in contrast to yours. It happens. Life isn't perfect and neither is the workplace. You need to pick your battles. Are the distractions minor, or are they keeping you from doing your work? If they are minor, suck it up. If it affects your work, then you need to do something about it. Do you find yourself having to cover for the person while she spends all day making doctor's appointments on occasion or daily? What are the circumstances? If you make yourself miserable by getting upset about every little thing, that can be distracting to you and to your other co-workers. For example, one day a student went to the receptionist desk in our office area. The receptionist was on the phone with a family member going on and on about her day. The student really did need to see me and apparently did not see the sign pointing into the Assessment Center. First, the receptionist was rude to the student for asking for help and interrupting her phone call. Once the student made it to my desk, she then complained to the person she was on the phone with about said student asking for help. Mind you, I have an office per se, but our office area has an open layout Not to mention her desk in the reception area is only maybe 20 feet from my desk. Not only was she rude to the student's face, she then was even more rude by complaining about having to do her job. I could hear her and the student could too. In that case, I did say something because it was not right to treat the student like that, and the student was obviously hurt by the comment. It wasn't just annoying to me. Working in an open environment has its pros and cons. The best way to survive is to be considerate of your co-workers (and if you have them, customers) and do your job to the best of your ability. Keep your ego in check! Personality clashes will happen. Work style conflicts will arise. Learn the difference between your own pet peeves and actual issues and you will be no worse for wear. Published by Jennifer Hammitt Jennifer graduated with a BS in Communications from Eastern Michigan University. She has spent time doing promoting for bands, live audio mixing, and now she is in the education field.
N ANAIMO 9
P AGE 3
TO
5
KEEP YOUR PERSONAL BRAND PROFESSIONAL DURING THE HOLIDAYS Living your personal brand means that you represent yourself – with personality and character – no matter where you are or what you’re doing. People know what to expect from you because you are consistent, confident and clear. Here are five tips to keep your brand on course even during the bumpy ride of the holiday season.
1. Keep your look consistent for the workplace party. If you generally dress in a classic style, choose something classy and traditional for your party look (note the dress and accessories on the left of the image as opposed to the glam-girl look on the right). For men, if you’re in the C-suite and always wear a suit, a nod to the holiday with a red tie is sufficient: no need to wear the holiday-lights necktie that your kids gave you seven years ago. In a nutshell: err on the side of elegance.
2. Gift exchanges often happen and office parties. Keep the gifts thoughtful, delicious or simple (think stationery, chocolates or a gift certificate to the coffee shop next door). This is not the place to give Grinch boxer shorts or exploding-snakes-in-a-can. Of course, if the whole idea – endorsed by the company - is a free-for-all White Elephant or Yankee Swap – join the fun.
3. Even if you love the receptionist’s gingerbread cookies and the CFO’s Swedish meatballs, don’t load up your plate. When there is a buffet, yes, you’re supposed to eat and enjoy but don’t make it look like it might be your last meal. And if you especially love those cookies, go back for a second and let your co-worker know how much you enjoy them.
4. Be social. Not all of us are comfortable mixing and mingling, but do make an effort to chat with two or three colleagues who you don’t normally associate with. The conversation can be as simple as, ―What are you doing for the holidays?‖ or ―You have a daughter, right? How old is she now?‖ This is a great opportunity to build relationships in a more casual setting.
5. You know we have to say it: Don’t drink too much at the office party. It’s probably, by far, the most damaging thing you can do to your brand. If you’re seen as a confident and in control leader – well, that’s blown out of the water after a third martini. If you’re seen as a thoughtful-behind-the-scenes doer, you may do or say something that may change someone’s opinion of you for good. Set a limit (consider none or one). Really, it’s up to you, but keep in mind: you can go out for a social beverage with friends afterward. Have fun. Be yourself. Represent your brand. Drive safe. Dawn Stanyon Dawn is a Certified Image and Professional Development Consultant. A graduate of The Emily Post Institute, the London Image Institute, 360Reach Brand Analyst training and WSET Level 1 wine certification, Dawn's focus is on empowering people to reach professional success. As Director of Sales at The Emily Post Institute, she has worked with the Post family for six years. Prior to Emily Post, she was a non-profit director of development and community relations, a PR and fundraising consultant, and a graduate of the University of Vermont. Follow Dawn's Professionality blog for tips on professional dress, personal development and workplace inspiration.
P AGE 4
N ANAIMO 9
TO
5
A C AN OF W ORMS : C ELL P HONES ON P LANES Posted by Peter Post, November 28, 2013 07:00 AM , JobDoc blog A CNN article quoted FCC Chairman Tom Wheeler announcing the opening of a can of worms: "Modern technologies can deliver mobile services in the air safely and reliably, and the time is right to review our outdated and restrictive rules. I look forward to working closely with my colleagues, the FAA and the airline industry on this review of new mobile opportunities for consumers." Outdated? Restrictive? Cell phone calls on airplanes an opportunity? It’s a not an opportunity. It’s a terrible idea. Period. People are already annoyed by those who talk on a cell phones in public places. When they do it on public transportation like a bus or a train, the frustration ratchets up. At least on a bus or a train, it is sometimes possible to change seats or to move away from the offending party. Not on a plane. While chatterbox is yammering away next to you, you are stuck. I remember one night leaving on a flight from JFK. We were in a line of planes forty-five minutes long waiting for take off. The captain did what he thought was a nice thing: He let passengers use their phones to make calls. The guy next to me immediately called his buddy two planes ahead of us and, for the next half hour, proceeded to discuss the snail’s pace of the jets moving forward toward take off. And I had to listen to every word of his absurd conversation. And I couldn’t change seats or move away. And therein lies the problem with calls on planes. You can’t get away from someone who is using his phone. And now imagine two or three people or more all around you using their phones. It’s a terrible idea. Besides, I treasure those few hours when I am on a plane where the business world can’t reach me. Those few hours give me a chance to think or work pretty much without interruption. As a businessman, I really don’t want to open up the ―opportunity‖ to be reached on my phone. The world already has me pretty much 24/7. The plane is my refuge. Just the other day I got asked, ―Well, what is the etiquette to talking on a phone on a plane?‖ My first thought was: Don’t do it. But then I got practical. If you are going to talk and it is all right to do it: At least try to talk quietly. You don’t have to shout into the phone to be heard. Try to make your calls short. Stay away from confidential information, salacious descriptions, and simply TMI (too much information) others don’t want to or shouldn’t hear. In essence, if you can’t post what you’re going to say on a bulletin board for anyone to read, then don’t make it part of your conversation. Be considerate of the people trapped in seats near you. (Editor`s note: Travelling back and forth across the country over these past couple of months, this article resonated with me! M.Connolly)
OF
A DMINISTRATIVE P ROFESSIONALS
N ANAIMO 9
TO
5
A Newsletter for Office Professionals N ANAIMO C HAPTER
DECEMBER 2013
P RESIDENT ’ S M ESSAGE Notice how acronyms are so prevalent in everything, including in our own association—IAAP. We also have CAP (Certified Administrative Professional), EFAM (Education Forum and Annual Meeting), P2E (Pathways to Excellence) and many more. Fifteen years ago, for my Incoming Division President presentation, I came up with my own acronym—RTDB (Read the Darned Book!). The focus of my presentation was to remind chapter executive and members that all the information they need to run successful meetings and projects is already provided by the Association. At the time, they were hard-copy publications and until recently were also available online. Things have changed and been updated recently. The publications don’t seem to be available in their previous format. However, I did find in the on-line IAAP Library the IAAP Atlas: Your Guide to All Things IAAP. I probably shouldn’t admit it, but sometimes I can’t find things easily in the IAAP Library, but this isn’t too bad– from the IAAP website: IAAP Library Folders MembershipMembership Atlas. There are 6 books: Partnership Parameters Recruitment & Retention New Chapter Building Good Programs Fundraising Chapter Publicity It’s worth your time to peruse all these books—there’s information to be gleaned from all of them that may be applicable to various areas other than the subject of the book. `New Chapter Building`, for example, contains a list of all the IAAP acronyms! There are other Folders listed that are worth exploring—it`s amazing what you can learn! I`ve been doing a fair bit of recreational reading over the past few weeks. As you know, I`ve been in Newfoundland with my parents as they deal with some health issues. I experienced their first winter storm of the season which brought down about 35 power poles (not just the wires), left thousands without power (fortunately not my parents), and caused a state of emergency in a town about 40 km away! Several days after that, we had a wind and rain storm which washed away most of the snow (only the windrows and piles from the plows are left) but caused the cancellation of ferries for a couple of days. Whew! Looking forward to the calmer climes of the west coast again! Hoping to see you at the December 11th meeting but if you can`t make it, have a joyous holiday season! Thank you for all your work in 2013— here`s to continued success in 2014! Michelle Connolly, CAP-OM
N ANAIMO C HAPTER E XECUTIVE 2013 / 2014 President: Michelle Connolly CAP-OM Treasurer: Raquel Parris Secretary: Jill Watt COMMITTEE CHAIRS Education /Website: Jolene Mackinnon Meeting Coordinator: Linda Brandmeier Publicity/Flyer: Katharine Lamoureux Ways & Means: Heather Morris Membership: Trixie Neufeld Admin Professionals Week: Raquel Parris
NEXT MEETING: December 11th, 2013 Brewery Tour & Tasting Presenter: Graham Payne, Brewmaster Location: Longwood Brewpub Brewers Dining Room 5775 Turner Road, Nanaimo
Please bring nonperishable items for the food bank CHECK OUT OUR WEBSITE:
www.iaap-nanaimo.org
P P AGE AGE 2 2
O FFICE I SSUES : H OW T O O VERCOME M ISCOMMUNICATION
N ANAIMO 9 WITH
TO
5
Y OUR C OLLEAGUES
The "open office" format has been becoming more and more popular with companies these days. Whether you work in "Cubeyville" (the cubicle village) or in an office where it has offices but an open format, you have experienced the ups and downs of the open office. In the open office format, your co-workers are more accessible. There is the opportunity for more open communication. However, there are some things that make this layout less than ideal. Some of those things are beyond your control, but there are some things you can do to make life easier for you and all those around you. The first thing to keep in mind is how much of your personal life do you want your "neighbors" to know. Noise travels quite well in these environments. If you are making several personal phone calls throughout the day, everyone around you can hear every last word. There is no privacy. There are things people around you just do not want to know such as your medical history, the current drama in your family, and other issues past. Also if you make several personal calls telling the same story through out the day, your co-workers will tire of hearing about it. Try to keep your personal business from being common knowledge. Personal phone calls need to be made during work hours. It happens. However, when you must make them use your cell phone and maybe try to find a place that isn't so "public" to make the arrangements. Do you really want your life to be on display for everyone to hear? Personal conversations are not always limited to calls. Sometimes you may have a co-worker you are sharing this information with. Just remember as you two are going on about these things, everyone else can listen along. The other point with this is that working in this environment already has a large level of distractions. You can hear everyone and everything around regardless of personal or business issues. Additional distractions for your co-workers can lead to less productivity. The next issue is the food issue. Just because you love a particular food, does not mean the rest of the office does. Eating at your desk may save time, but the odors from your meal may be over powering. Be considerate of your office mates when selecting your lunch. The last thing to keep in mind is that there are things you do not have any control over. Undoubtedly you are going to discover that the one girl who always complains about not having enough time to get her work done, spends her whole day on the phone with her friends and family. Not to mention she takes at least an hour and half for lunch each day. You will find there are people whose work ethic and working behaviors are in contrast to yours. It happens. Life isn't perfect and neither is the workplace. You need to pick your battles. Are the distractions minor, or are they keeping you from doing your work? If they are minor, suck it up. If it affects your work, then you need to do something about it. Do you find yourself having to cover for the person while she spends all day making doctor's appointments on occasion or daily? What are the circumstances? If you make yourself miserable by getting upset about every little thing, that can be distracting to you and to your other co-workers. For example, one day a student went to the receptionist desk in our office area. The receptionist was on the phone with a family member going on and on about her day. The student really did need to see me and apparently did not see the sign pointing into the Assessment Center. First, the receptionist was rude to the student for asking for help and interrupting her phone call. Once the student made it to my desk, she then complained to the person she was on the phone with about said student asking for help. Mind you, I have an office per se, but our office area has an open layout Not to mention her desk in the reception area is only maybe 20 feet from my desk. Not only was she rude to the student's face, she then was even more rude by complaining about having to do her job. I could hear her and the student could too. In that case, I did say something because it was not right to treat the student like that, and the student was obviously hurt by the comment. It wasn't just annoying to me. Working in an open environment has its pros and cons. The best way to survive is to be considerate of your co-workers (and if you have them, customers) and do your job to the best of your ability. Keep your ego in check! Personality clashes will happen. Work style conflicts will arise. Learn the difference between your own pet peeves and actual issues and you will be no worse for wear. Published by Jennifer Hammitt Jennifer graduated with a BS in Communications from Eastern Michigan University. She has spent time doing promoting for bands, live audio mixing, and now she is in the education field.
N ANAIMO 9
P AGE 3
TO
5
KEEP YOUR PERSONAL BRAND PROFESSIONAL DURING THE HOLIDAYS Living your personal brand means that you represent yourself – with personality and character – no matter where you are or what you’re doing. People know what to expect from you because you are consistent, confident and clear. Here are five tips to keep your brand on course even during the bumpy ride of the holiday season.
1. Keep your look consistent for the workplace party. If you generally dress in a classic style, choose something classy and traditional for your party look (note the dress and accessories on the left of the image as opposed to the glam-girl look on the right). For men, if you’re in the C-suite and always wear a suit, a nod to the holiday with a red tie is sufficient: no need to wear the holiday-lights necktie that your kids gave you seven years ago. In a nutshell: err on the side of elegance.
2. Gift exchanges often happen and office parties. Keep the gifts thoughtful, delicious or simple (think stationery, chocolates or a gift certificate to the coffee shop next door). This is not the place to give Grinch boxer shorts or exploding-snakes-in-a-can. Of course, if the whole idea – endorsed by the company - is a free-for-all White Elephant or Yankee Swap – join the fun.
3. Even if you love the receptionist’s gingerbread cookies and the CFO’s Swedish meatballs, don’t load up your plate. When there is a buffet, yes, you’re supposed to eat and enjoy but don’t make it look like it might be your last meal. And if you especially love those cookies, go back for a second and let your co-worker know how much you enjoy them.
4. Be social. Not all of us are comfortable mixing and mingling, but do make an effort to chat with two or three colleagues who you don’t normally associate with. The conversation can be as simple as, ―What are you doing for the holidays?‖ or ―You have a daughter, right? How old is she now?‖ This is a great opportunity to build relationships in a more casual setting.
5. You know we have to say it: Don’t drink too much at the office party. It’s probably, by far, the most damaging thing you can do to your brand. If you’re seen as a confident and in control leader – well, that’s blown out of the water after a third martini. If you’re seen as a thoughtful-behind-the-scenes doer, you may do or say something that may change someone’s opinion of you for good. Set a limit (consider none or one). Really, it’s up to you, but keep in mind: you can go out for a social beverage with friends afterward. Have fun. Be yourself. Represent your brand. Drive safe. Dawn Stanyon Dawn is a Certified Image and Professional Development Consultant. A graduate of The Emily Post Institute, the London Image Institute, 360Reach Brand Analyst training and WSET Level 1 wine certification, Dawn's focus is on empowering people to reach professional success. As Director of Sales at The Emily Post Institute, she has worked with the Post family for six years. Prior to Emily Post, she was a non-profit director of development and community relations, a PR and fundraising consultant, and a graduate of the University of Vermont. Follow Dawn's Professionality blog for tips on professional dress, personal development and workplace inspiration.
P AGE 4
N ANAIMO 9
TO
5
A C AN OF W ORMS : C ELL P HONES ON P LANES Posted by Peter Post, November 28, 2013 07:00 AM , JobDoc blog A CNN article quoted FCC Chairman Tom Wheeler announcing the opening of a can of worms: "Modern technologies can deliver mobile services in the air safely and reliably, and the time is right to review our outdated and restrictive rules. I look forward to working closely with my colleagues, the FAA and the airline industry on this review of new mobile opportunities for consumers." Outdated? Restrictive? Cell phone calls on airplanes an opportunity? It’s a not an opportunity. It’s a terrible idea. Period. People are already annoyed by those who talk on a cell phones in public places. When they do it on public transportation like a bus or a train, the frustration ratchets up. At least on a bus or a train, it is sometimes possible to change seats or to move away from the offending party. Not on a plane. While chatterbox is yammering away next to you, you are stuck. I remember one night leaving on a flight from JFK. We were in a line of planes forty-five minutes long waiting for take off. The captain did what he thought was a nice thing: He let passengers use their phones to make calls. The guy next to me immediately called his buddy two planes ahead of us and, for the next half hour, proceeded to discuss the snail’s pace of the jets moving forward toward take off. And I had to listen to every word of his absurd conversation. And I couldn’t change seats or move away. And therein lies the problem with calls on planes. You can’t get away from someone who is using his phone. And now imagine two or three people or more all around you using their phones. It’s a terrible idea. Besides, I treasure those few hours when I am on a plane where the business world can’t reach me. Those few hours give me a chance to think or work pretty much without interruption. As a businessman, I really don’t want to open up the ―opportunity‖ to be reached on my phone. The world already has me pretty much 24/7. The plane is my refuge. Just the other day I got asked, ―Well, what is the etiquette to talking on a phone on a plane?‖ My first thought was: Don’t do it. But then I got practical. If you are going to talk and it is all right to do it: At least try to talk quietly. You don’t have to shout into the phone to be heard. Try to make your calls short. Stay away from confidential information, salacious descriptions, and simply TMI (too much information) others don’t want to or shouldn’t hear. In essence, if you can’t post what you’re going to say on a bulletin board for anyone to read, then don’t make it part of your conversation. Be considerate of the people trapped in seats near you. (Editor`s note: Travelling back and forth across the country over these past couple of months, this article resonated with me! M.Connolly)
