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Tag: management (Page 2 of 4)

Six tips to write effective email

Emails are the most common way of today professional communication. The average office worker receives around 80 emails each day.

To write effective emails, first ask yourself if you should be using email at all. Sometimes, it might be better to pick up the phone. Make your emails concise and to the point. Only send them to the people who really need to see them, and be clear about what you would like the recipient to do next.

In this article you will find 6 operative and essential tips in order to write effective emails:

  1. Don’t overcommunicate: before you begin writing an email, ask yourself: “Is this really necessary?”;
  2. Make good use of the subject line: it should grab the reader attention and summarize the email content;
  3. Keep message clear and brief: keep your sentences short and to the point. The body of the email should be direct and informative, and it should contain all pertinent information;
  4. Be polite:  the messages you send are a reflection of your own professionalism so be always polite;
  5. Check the tone: Think about how your email “feels” emotionally. If your intentions or emotions could be misunderstood, find a less ambiguous way to phrase your words;
  6. Proofreading: before you sending, take a moment to review your email for spelling, grammar, and punctuation mistakes.

Image: PixabayGeralt (CC Creative Commons)

10 ways to deal with negative people and help them

In our everyday life, we have to get in touch with negative people. Those people have one thing in common: boundless negative energy that ends up affecting everyone around them. How can we interact with those negative or difficult people? People who seem chronically critical, belligerent, indignant, angry, or just plain rude. How to maintain a sense of compassion without getting sucked into their doom? And how to act in a way that doesn’t reinforce their negativity–and maybe even helps them?

This article provides 10 simple tips to deal with those difficult people:

1. Resist the urge to judge or assume.

It’s hard to offer someone compassion when you assume you have them pegged. Even if it seems unlikely someone will wake up one day and act differently, we have to remember it is possible. Try coming at them with the positive mindset you wish they had. Expect the best in them.

2. Dig deeper, but stay out of the hole.

If you show negative people you support their choice to behave badly, you give them no real incentive to make a change. It may help to repeat this in your head when you deal with them: “I understand your pain. But I’m most helpful if I don’t feed into it.”

3. Maintain a positive boundary.

Dealing with them, try to do two things, in this order of importance:

  • Protect the positive space around you. When their negativity is too strong to protect it, walk away.
  • Help them feel more positive, not act more positive.
4. Disarm their negativity, even if just for now.

Listen compassionately for a short while and then help them focus on something positive right now, in this moment. Don’t try to solve or fix them. Just aim to help them now.

5. Temper your emotional response.

Negative people often gravitate toward others who react strongly–people who easily offer compassion or get outraged or offended. People remember and learn from what you do more than what you say. If you feed into the situation with emotions, you’ll teach them they can depend on you for a reaction. It’s tough not to react because we’re human, but it’s worth practicing. Once you’ve offered a compassionate ear for as long as you can, respond as calmly as possible with a simple line of fact.

6. Question what you’re getting out of it.

We often get something out of relationships with negative people. You can’t make someone think, feel, or act differently. You can be as kind as possible or as combative as possible, and still not change reality for someone else. All you can control is what you think and do–and then do your best to help them without hurting yourself.

7. Remember the numbers.

Research shows that people with negative attitudes have significantly higher rates of stress and disease. Someone’s mental state plays a huge role in their physical health. If someone’s making life difficult for people around them, you can be sure they’re doing worse for themselves. When you remember how much a difficult person is suffering, it’s easier to stay focused on minimizing negativity.

8. Don’t take it personally, but know that sometimes it is personal.

Conventional wisdom suggests that you should never take things personally when you deal with a negative person. Accept that you don’t deserve the excessive emotions in someone’s tone, but weigh their ideas with a willingness to learn.

9. Act instead of just reacting.

If you know someone who seems to deal with difficult thoughts or feelings often (as demonstrated in their behavior), don’t wait for a situation to help them create positive feelings. You’re more apt to want to boost them up when they haven’t brought you down. This may help mitigate that later and also give them a little relief from their pain.

10. Maintain the right relationship based on reality as it is.

The best you can do is accept them as they are, let them know you believe in their ability to be happy, and then give them space to make their choices.

Image: FlickrPablo (CC BY-SA 2.0)

In this really interesting TED talk, Knut Haanaes talks about the importance for both companies and individuals of striking the right balance between exploration and exploitation.

Exploration means being open to new things, adopting an innovative approach and always trying to renew oneself.

Exploitation means using the knowledge and know-how that we already possess to ameliorate ourselves, our products, our services.

Though exploitation may seem like a safer option, it only reduces risk in the short term. Though exploration may seem like the best option in the fast-paced world we are living in, veering too far off from certainty can lead to failure and loss.

Finding the right balance between these two attitudes is difficult because there are many traps that keep us where we are; two traps in particular can determine failure:

  • The perpetual search trap
  • The success trap

To learn more about these two traps and how to avoid them, listen to Knut Haanaes’ TED talk:

 

6 steps to setting up a meeting for success

It is very likely that sooner or later we will be required to organise a meeting in our professional careers. While it may seem like a fairly simple task, setting up a successful meeting means thinking about certain issues beforehand in order to avoid unpleasant situations.

It can be useful to clearly state where the meeting will take place, at what time, what the objectives are and therefore who must be present and who needn’t be. A very useful model to do this is the PALACE model.

Preparation
Agenda
Logistics
Agree timing and objective uprfront
Communication styles
Efficient follow-up

To read more about each step of this model, be sure to check out the full article!

“How to conduct the perfect meeting for account managers”

 

10 Tips On Getting the Most Out of Business Meetings

Not only does a company waste valuable time and money conducting business meetings that don’t produce results but employees will begin to loathe attending these functions.

Here are 10 suggestions on how to get the most out of business gatherings by Stan Popovich:

1. Know what you want to accomplish. Write down a list of goals you want accomplished before your meeting and then present this to the attending members.

2. Develop a plan. Ccreate a plan on how you will communicate your goals.

3. Write a one-page summary of your meeting. Hand out a one-page summary of the major points that you want to cover during your meeting to everyone.

4. Make sure you stay on topic. If the meeting isn’t going anywhere or someone is off on a tangent, politely circle back to the important topic that needs to be addressed.

5. Ask the right questions. Write a list of questions that relates to your current business concerns.

6. Encourage participation. Create a friendly atmosphere where everyone feels comfortable expressing their opinions.

7. Determine a timeline. Make sure you have specific deadlines of when you would like your objectives to get accomplished.

8. Don’t leave the meeting right away. Don’t just finish your presentation and then leave.

9. Learn from your mistakes. Learn how to improve your company’s business meetings by reviewing past presentations.

10. Change things up. Add some variety to your meetings and do not do the same thing all of the time.

 

Image: Pixabay  – GraphicMama-team (CC0 Creative Commons)

10 Ergonomics Tips

Ergonomics is the science of designing the workstation to fit within the capabilities and limitations of the worker, in order to design office work station so that it fits the worker and allows for a comfortable working environment for maximum productivity and efficiency.

An ergonomically correct office work station will help avoid fatigue and discomfort.

This article, provides simple tips to avoid fatigue and significantly improve office work station:

1)    Make sure that the weight of your arms is supported at all times.

2)    Watch your head position, and try to keep the weight of your head directly above its base of support (neck).

3)    Use the lumbar support of your chair and avoid sitting in a way that places body weight more on one than on the other.

4)    The monitor should be placed directly in front of you, with the top no higher than eye level. The keyboard should be directly in front of the monitor.

5)    Talking on the phone with the phone receiver jammed between the neck and ear is really bad practice.

6)    The keyboard and the mouse should be close enough to prevent excessive reaching which strains the shoulders and arms.

7)    Avoid eye strain by making sure that your monitor is not too close, it should be at least an arm’s length away.

8)    Take steps to control screen glare, and make sure that the monitor is not placed in front of a window or a bright background.

9)    You can rest your eyes periodically for several seconds by looking at objects at a distance.

10) The feet should not be dangling when you are seated.

Image: PixabaySkitterphoto (CC0 Creative Commons)

3 best ways to say NO

Sometimes it feels like there’s just way too much to do and too little time. There are many helpful productivity and time-management tips, but, according to this article, the most powerful one is the art of saying no. But how to say no?

 Here are three simple guidelines that might just make your life easier:

1. Don’t respond immediately.

When you are asked to do something that isn’t a part of your primary focus, simply tell the person that you will get back to them.

2. Consider creative solutions.

When someone comes to you with a request that you would like to fulfill but it would put a crimp in your schedule, think about giving them a partial yes, or offer another solution.

3. Keep it simple: Never overexplain or apologize profusely.

You do not have to apologize for doing what’s right for you and your business. If you are kind in your response and offer a few very simple words of explanation, most people will respect you for it.

Image: Flickr – duncan c  (CC BY-NC 2.0) 

The best hire

In this TED Talk, Regina Hartley, human resources expert, explains that many successful business people had experienced early hardships, anywhere from poverty, abandonment, death of a parent while young, to learning disabilities, alcoholism and violence.

While the conventional thinking has been that trauma leads to distress, during studies of dysfunction, data revealed an unexpected insight: that even the worst circumstances can result in growth and transformation. Such a remarkable and counterintuitive phenomenon was called Post Traumatic Growth.

What is remarkable, among those  who experience post traumatic growth, is that they embraced their trauma and hardships as key elements of who they have become, and know that without those experiences, they might not have developed the muscle and grit required to become successful.

At the and, experts suggest us to always choose the underestimated contender, whose secret weapons are passion and purpose.

Here is the complete TED Talk.

Image: FlickrPaul Miller (CC BY 2.0) 

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