How To Write A Thank You Note

You can fill even short thank you notes with appreciation, sincerity and meaning. A handwritten note of thanks should be sent via mail (not electronic mail) for gifts received, in appreciation of a favor, following a job interview. And although thank you notes should be sent promptly, "better late than never" does apply as the recipient will always enjoy your thanks.

Instructions:

     Begin with a fresh sheet of note paper and a smooth pen. Thank-you notes are traditionally written in cursive, and are headed by the date and a salutation: "Dear Aunt Ruth," followed by a comma.

     Thank the recipient for the gift, favor or entertainment given.

Write about the appropriateness of the gift or favor: "Your baby-sitting for my children has truly been a lifesaver in these difficult times." (You can describe a gift that didn't quite suit your taste as "a conversation piece" or "unique.")

         Tie the appropriateness of the gift to the person who gave it to you: "You've always understood my taste in clothes."

        Write about how you plan to use the gift (or substitute this step for step 3): "I have a picture of my parents that will look perfect in your frame." If you received a gift of money, mention how you will spend it.

         Add a line to update the giver about your life: "I have completely recovered from my cold and plan to hit the slopes again as soon as I can."

        Sign your thank-you note: "With thanks, Billy."

Tips:

       Consider sending a token of appreciation along with your note if you're thanking someone for a good deed. Possibilities include flowers, chocolate or an invitation to lunch (your treat).

       Many people consider it unnecessary to write thank-you notes for gifts given in person, with the exception of wedding gifts, as long as you thank the giver verbally. But when in doubt, a written note is always a good idea.

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How to get Job in less than 5 Minutes

It is said that most employers make up their minds about a person within the first 5 minutes of a job interview, but it is possible to win over that potential boss in less than 5 minutes. Here are some proven ways to land the job of your dreams.

Instructions:

Ask for a morning interview. Studies show that executives prefer to interview before lunch. Interviewers are more alert at the beginning of the day, therefore seeing your hidden attributes. Their mind is fresh and so is yours, therefore making a better impression overall.

Handshake. It is the very first impression-maker. It is an actual physical contact with your interviewer so practice your very best handshake. Whether you are a man or a woman, make sure your handshake is firm, stating in a second that you are confident person.

Here is a little trick that most people do not even think about. Interviewers love to hire people who are easy to get along with even if they are not the most qualified for the job. Try to make a connection. Think about the interviewer and not yourself in the first 5 minutes. For instance, if you see a picture of the interviewer's dog, try mentioning that you are a dog person. If you show a common interest they will be more inclined to like you and hire you.

Answer slowly. Waiting a beat or two before answering a question makes you seem more intelligent than immediately responding. If you answer right away, it seems you are too rehearsed or not thoughtful enough to think through your answer.

Leave the right impression. End the interview with that firm handshake and by repeating how enthusiastic you are about the company and how much you want the job. Ending the interview with a simple "Thank You" does not get you the job. You want to leave a lasting impression, by asking the interviewer to choose you. One phrase that does leave a lasting impression is, "You will not be disappointed if you hire me".


Lastly, follow up the interview with a thank you note. Managers say that they think more highly of job applicants who send thank you notes. It will refresh their memory of you and how much you want the job.



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How to Take Time at a Business Meeting

Business meetings may be conducted formally or informally, depending on the company and the circumstances. Taking good minutes during a business meeting can be a crucial time and headache saver and it's a skill that is greatly appreciated by employers. The following guidelines are based on Robert's Rules of Order.

Instructions:

Obtain the meeting agenda, minutes from the last meeting, and any background documents to be discussed. Consider using a tape recorder to ensure accuracy.

Sit beside the chairperson for convenient clarification or help as the meeting proceeds.

Write "Minutes of the meeting of (exact association name)."

Record the date, time and place of the meeting.

Circulate a sheet of paper for attendees to sign. (This sheet can also help identify speakers by seating arrangement later in the meeting.) If the meeting is an open one, write down only the names of the attendees who have voting rights.

Note who arrives late or leaves early so that these people can be briefed on what they missed.

Write down items in the order in which they are discussed. If item 8 on the agenda is discussed before item 2, keep the old item number but write item 8 in second place.

Record the motions made and the names of people who originate them.

Record whether motions are adopted or rejected, how the vote is taken (by show of hands, voice or other method) and whether the vote is unanimous. For small meetings, write the names of the attendees who approve, oppose and abstain from each motion.

Focus on recording actions taken by the group. Avoid writing down the details of each discussion.

Transcribing Minutes:

Transcribe minutes soon after the meeting, when your memory of the event is still fresh.

 
Follow the format used in previous minutes.


Preface resolutions with "RESOLVED, THAT..."

Consider attaching long resolutions, reports or other supplementary material to the minutes as an appendix.

Write "Submitted by" and then sign your name and the date.

Place minutes chronologically in a record book.

Tips:

Write in a concise, accurate manner, taking care not to include any sort of subjective opinion.

No matter what type of minutes you take, focus on capturing and communicating all important actions that took place.

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How to Deal with Rude Customers

Anyone who works in customer service knows how difficult it is to be nice to rude people. Some customers are belligerent, nasty and their main objective is to make your job harder. Rather than lash out and possibly lose your job, here are a few tips to help you cope with rude customers.

Instructions

Keep smiling. In many cases, the rude customers wants to see you upset. Some people have nasty attitudes and they purposely show little respect to individuals who work in the service industry. Rather than react to their baseless complaints, keep a smile on your face. This way, they won't have a reason to complain to your boss or manager.


Stay calm. Dealing with a rude customer makes it difficult to continue working. Once the customer leaves, brush off the incident and continue serving your other customers. Take a few moments to calm down. Learn breathing techniques and other exercises to help you relax.


Politely ignore. This technique is hard, but effective. At times, a customers will rant and rave over an issue that doesn't involve you. Maybe the price of an item is too high, or the store's policy will not allow them to return an item. Rather than get mad or respond to each individual complaint, let customers express themselves. Afterwards, apologize for any inconvenience. Eventually, they'll get tired and leave.

Pity them. Anyone who expresses rudeness for no apparent reason, especially toward someone who is trying to assist them, is likely an unhappy person. Realize that they have the problem, not you. Do your job and assist them. Their bad day should not affect your mood. 

Remember kind customers. For every rude and nasty customer, there are probably a handful of nice and appreciative customers. Everyone who works in the service industry will eventually encounter a difficult customer. Rather than focus on one bad complaint, reflect on the many nice comments. 

Would you like another customer service rep? If a customer is rude and unappreciative, kindly ask whether they would like to be assisted by someone else. Persons who work in the service industry cannot get angry or yell at a customer. However, you can pass them off to a supervisor or manager.

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How to Design Workplace Colour

Creating a productive work environment is not just about managing the work flow and the office supplies but also the setting in which your employees work. Certain color schemes are more conducive to making your employees feel more relaxed and focused. Incorporate a good color scheme into your workplace and you will find your employees more comfortable and efficient. Choosing workplace colors wisely can give your office that productive edge you have been looking for

 Instructions

Apply red to your advantage in the workplace. Red has been shown to help focus workers on the task at hand and can be applied to either the decor or by simply adding it to computer desktops on the countertop or mouse pad. Red is shown to enhance memory and proofreading skills. The color red has been shown to help people come together as a group and incorporates a sense of urgency to the viewer.

            Accessorize with blue those sections of your workspace where you would like to communicate a sense of calm. Break rooms and entryways can benefit from the sense of tranquility that blue brings with it. Blue lowers heart rate, studies have shown, and most people associate it with peace and calm. Blue has shown to put people in social situations at ease and promotes social contact.

           Color your rooms yellow where you need the focus to be on team development. Yellow--much like red--causes people to group together. Yellow also has been shown to significantly increase appetite to almost double. Yellow is also emotionally associated with happiness and calm and makes an excellent choice for the workplace commissary.

           Put green in places where you need people to relax. Positive associations are most related to the mellower shades of green such as moss green or olive. Green colors are often associated with Earth and nature. Green can be best put to use in artwork, office supplies such as file folders and office furniture.

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How to Design an Office Layout

There are many things to consider when designing an office layout. Electrical requirements, furniture options, lighting choices, and ergonomics have to be incorporated in the plans to make the layout work smoothly. With the right plan and checklist you will save time and money on the design of the office because everything will be laid out in detail outlining the materials needed and how long it will take to set up each station in the office. Office planning software is available as well to assist with the design.

Instruction

  

Write down all the requirements that are necessary for your office to run smoothly. Include any additional areas you will need besides desk space, areas such as a copy room or meeting room.

Measure the dimensions of your office as well as all the furniture. Use graph paper and scale down the measurements to fit the graph paper. For example, one square on the graph paper can equal one foot in your measurements. Measure the same way with the furniture onto the graph paper, cutting these paper models out so they can be used for placement.

Use the cut-outs to design the floor plan. Arrange the office furniture several different ways to explore all options and floor plans. Take into consideration the lighting and electrical outlets when setting up each plan.

Select the best plan and make copies. Give a copy to every person involved in the planning process, including those who will be moving the furniture. Hang a copy in the office space so the movers can arrange the furniture correctly.




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How to Save Electricity in Offices

Saving electricity in your office is an easy way to do two things at once: save money and help the environment. By applying some simple principles and slightly changing procedures, you can begin saving on office electrical costs and reduce your office's carbon footprint by reducing your energy use.


Instructions

Educate the staff about the plan to save electricity and reduce the carbon footprint of the office. Get your staff excited about saving energy and let them do group brainstorming or other exercises for coming up with their own electricity-saving ideas. Post the monthly electricity use for all to see so you can show the positive results.


Turn off all electrical devices when the office is closed or the items are not in use. Computers, copiers and scanners can waste a lot of electricity if left on overnight. These devices also generate heat which can make your air conditioning work harder.
 
Keep the thermostat consistent and raise or lower the temperature as appropriate when the office is closed at night and on holidays. Air conditioning is often a large part of an office electricity bill.

Have a mechanic examine your heating and cooling system to make sure it is large enough for your space and functioning properly. Regularly replace or clean air filters.

Install heat-reducing shades and blinds to keep the temperature down without wasting electricity for air conditioners.

Consider replacing vending machines with drink fountains. What you lose in the profit you will gain in saved electricity.

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Sustained troubleshooting key to problem solving - PART 2

Stretch:
             We know there is a problem when the solution is elusive. We have to break a few rules, think outside the box and redefine the existing strategies. If we push the limits of what we can do, we will discover new possibilities. Problem solving involves figuring out the best response to a situation. Here are some tips to solve problems effectively:

Define situation clearly:
              We spot problems easily but find it difficult to define them clearly. Supposing you say your job is causing you lot stress it is an abstract way of defining your problem.
It offers no clues as to what exactly is causing you the stress. You must identify the specific irritants that are causing you the stress. The stress could be the result of a demanding boss, heavy workload, incompetent staff, lack of time and other resources or due to office politics. Only when you make an attempt to find the root cause of the problem you will uncover the means to overcome the problem.

Re frame thoughts:
                We fail to solve problems when we adopt a narrow view. Blaming somebody or something for our plight only makes us depressed and this hardly helps us in overcoming difficulties. To move ahead we must take a new route. By feeling differently about the problem we can respond in a more effective way. For example the real cause of your stress may not be your boss but the fact that you have not shared about your difficulties with him. If you share your problems with him perhaps he will give you more time and resources to complete your work.

Seek help:
                This helps in reducing the complexity of the problem. Prioritising and addressing individual segments makes it easier to map the dependencies between them. On the whole problem solving becomes simpler.

                Never give up when faced with a challenge. Be analytical and persistent in dealing with problems. Soon you will discover that problems are actually no problems at all!

Sustained troubleshooting key to problem solving - PART 1

             Problems we all have. We may choose to flee them, forget them, or face them. Depending on our approach to problems, we win or lose. In the face of adversity the only way to prevail is to try, try, try, and try.

              We often see obstacles in front of us but fail to notice the surrounding opportunities. Problems are only a matter of perspective. When we are completely stymied by problems, taking a solution oriented approach alone can help us move forward.

               In order to develop effective problem solving skills we must understand why problems occur in the first place. Dr Hendrie Weisinger, the author of Emotional Intelligence at Work says, "If we view life as a series of situations that require some kind of response then no situation is inherently a problem. It is the ineffectiveness of your approach that makes it so". This implies that we often create problems ourselves because we fail to choose an appropriate response. We can find better solutions to problems if we recognise a few simple truths about problems:

Setbacks cannot be avoided:
                 We cannot avoid obstacles but we can certainly avoid giving in to them. The right approach would be to treat problems as part of life. When we are not upset by problems we will not deny or desist them. This helps us to focus more on the positives than on the negatives. We also stop blaming ourselves for the situation we are in and direct our energies towards finding the best solution in the circumstance.

Not unsolvable:
                   Sustained troubleshooting is the key to success. Whenever we reach a stalemate, it's better to take a break. When we spend some time away from the problems we tend to relax and recharge. As we resume the work with a fresh mind the solution automatically dawns upon us.


For more information see the second part - Sustained troubleshooting key to problem solving - PART 2

Make a good first impression with a video resume- PART 2

Not such a good idea               Video-enhanced job application can give you an edge on the competition, but at the same time, it is essential to stand out for the right reasons. As a Yale student and aspiring investment banker recently learnt to his horror, he sent a six-minute video to financial services powerhouse UBS entitled, "Impossible is nothing". Between showing off his athletic prowess with weight lifting, karate swoops and ballroom dancing, he spouted self-improvement slogans and opined on success. The video bounced from bank to bank in New York and ended up on a video-sharing site. Waxing lyrical over himself with, "A model of personal success and development to everybody " and "Failure cannot be considered an option", he quickly became the biggest laughing stock online!

                While there is ample space for creativity and subtle humour, the potential embarrassment of cheesy comments or over-the-top gaffes can be hard to live down. As life coach , Pamela Mitchell reiterates, "Watch out, there is a fine line between a successful video resume and one that might be better left on the cutting-room floor!"

                Cultivate the right message that is serious, professional, yet interesting. Plan the film well and edit the rambling, lest you end up as the object of ridicule.

               All said and done, video profiles are the wave of the future. But this is not to say that they should completely replace text resumes. Video resumes just provide a visual imagery that supplements traditional resumes. They increase your chances of getting a face-to-face interview only if your original resume is a good match!

Make a good first impression with a video resume- PART 1

             Ever berated your job search with a helpless, ”If only I could myself in front of the company…”

             A video resume can be the avant-garde answer to all your prayers and then some more. A video profile will add a much-needed sizzle to the otherwise almost ubiquitous resume and catch the employers’ eye. In fact, a talking CV can be the next big thing as the trend is fast catching on, especially with young, web-savvy job seekers.

              Visually enhanced job application provide a unique platform to market yourself by expressing your innovation and creativity, a factor sorely missing in the egalitarian written ones.

              This boosts your chances of being hired manifold, as your resume is no longer just another boring sheet of paper, almost exactly the same as the next person’s!

               So, if conservative job hunting efforts are not paying off, complement them with a video resume to distinguish yourself from the crowd and grab attention.

Doing a good job for it

                Video taping has literally become child’s play with the proliferation of high quality and easy-to-use digital cameras, web cams and camera phones. You can film it yourself or use professional service for a fee. Then it is a simple case of uploading the video to either your own website or free video sharing sites and sending a link to prospective employers’ along with the text resume.

                  In fact, exclusive video resume sites are also being launched where candidates can load their profiles and recruiters can easily access them.

                  When it comes to duration and content, it is advisable to pitch the highlights of your resume within two minutes or so.

                  Begin with a conventional personal introduction in as conversational and natural a manner as possible. Highlight your skills, experience, purpose and other key points in accordance with the resume. Let employers get a sense of your presence, communication skills, thinking style or other specific skills that cannot be demonstrated well in a written resume.

                  Some candidates also answer common real-time interview questions to reveal their enthusiasm, drive and determination. Finally, provide a proper closing that reiterates your interest along with directions on how to contact you.

                  You can either speak straight to the camera or have another person “mock-interview” you.

                  The basic idea is to represent yourself “as you are” and let your personality shine through. Therefore, irrespective of the style, a professional presentation and manner is what is important.

                  So, be well groomed, speak clearly and slowly, and maintain a suitably smiling visage without any distracting expressions. Avoid wild hand gestures, grammatical errors and lots of uhs and ahs. Also, make sure that you do not read from notes or sound stilted/canned.

Then again, the content of the video profile should be tailored to the specific job/industry you are applying for or at the least, to the type of role you are seeking. Even the effectiveness of video CVs as a job search tool depends on the target industry. For instance, they have great potential for sales and other creative fields, but may not garner on equally positive response in conservative practices like law or finance.


For more information see the second part - Make a good first impression with a video resume - PART 2

 

Soft skill can make or mar your career

                Here are a few tips on cultivating all important skills that can improve your career prospects and enhance your personality as a whole:

Be self aware:
                This includes how you look, dress, think, feel, communicate and build relationships.

                Cultivate positivism in your thoughts. You must learn to live consciously and put thought to your words and actions. Don't be concerned with speed. It will come with time. Your first priority is to get the basics right.

Get over inhibitions:
                 We all have our faults and our insecurities, and it creates negative thoughts and feelings that pull us down and stop us from achieving our fullest potential.

                 Worse, it can become addictive. Break free of negative thought patterns and create a new and positive mindset for yourself, and feel great about what you have in your power to achieve.

Read:
        Books can give you a better perspective and teach you things you might otherwise have not known. Get trained in tools and techniques that may improve your command over the skill.

                  Find successful role models, who can help you set goals and reach milestones. Learn from experience, and from failure, for they too teach you to discern the right from the wrong, the good from the bad.

Broaden perspective:
                  We may think we are good at something, until we see something better and realise that there is scope for improvement.

                  For example, you may think you are a good communicator, but you could be better at it, if you took the trouble to find out the right techniques and tactics to hold the attention of the listener and add clarity to your speech.

                  Open yourself to new ideas and experiences and be willing to change if it will make things better or easier.

Practice:
            Remember, with skills, it is always use them or lose them. Whether it is to unlearn a bad habit, learn a new skill, or refine what you need to practice with dedication.

                   Practice improve your performance, helps you discover and overcome shortcomings and mistakes, and while there is no guarantee that it will make you perfect, it will certainly give you the confidence you need to use your skills instinctively and with poise when the time comes.

Explain expectations to under performers more often

             Research indicates that manager's expectations and perceptions shape performance their subordinates. It means your perceptions as a manager have a big impact on the productivity of your direct reports. Indeed it is your encouragement and support that spurs top performance from your team. By the same token when some employees fail, you may not realise it but the real reason could be you.

             You may wonder that despite your close monitoring, some of your team members fail to perform . Perhaps unwittingly you are responsible for their poor show. This is how it happens:

             When an employee fails to deliver you exhibit a natural tendency to hold him solely responsible for his poor performance. You tend criticise him for his negligence, lack of drive inability to prioritise things or follow directions. With an intention to improve his performance you begin to micromanage him. But often micromanaging proves counter productive. Though your actions are intended to boost performance and prevent him from making mistakes, the subordinate often interprets the close supervision as lack of trust on your part. Perceiving your reduced confidence the employee starts doubting his own abilities. Thus the employee stops giving his best. He avoids taking initiative and shows a further decline in performance. Viewing this as an additional proof of his lack of competence, you further tighten the supervision turning this into a vicious circle. Often in the workplace high performers and low performers are treated differently. You consider the top performers as your trusted collaborators and therefore extend more freedom to them. While you tend to give greater autonomy to strong performers you subject perceived weak performers to increased scrutiny. This further dampens their morale.

             As you could see, a small mishap such as missing a deadline triggers the sequence of poor performances. Researchers Jean-Francois Manzoni and Jean-Louis-Barsoux describe this phenomenon as "The set-up-to-fail syndrome" in their HBR article by the same name. This syndrome proves costly to everyone concerned. The uneasy relationship with the low performers tempts you often saps your energy. A lack of faith in perceived poor performers tempts to overload whom you consider good performers. As some members are alienated, team spirit takes a beating.

            On the whole the organisation suffers because you fail to get the best out of your team.

            Jean-Francois Manzoni and Jean-Louis-Barsoux contend that the set-up-to-fail syndrome is not irreversible. They offer some valuable suggestions to bring perceived poor performers back on track; As a first step you must understand and accept the fact that your own behaviour may contribute to a subordinate's underperformance. Next you must endeavour to separate emotion from reality. Challenge your own perceptions at frequent intervals. Analyse if the perceived weak performer is really that bad. Initiate discussions with the employee to repair the strained relationship. Select a neutral place to hold the meeting so that it presents as little threat as possible to the subordinate. It helps to disclose the employee, your intention of using the conversation to decrease the growing tension between both of you. Agree on the employee's weaknesses and also strengths. Avoid being emotional and support your assessments with facts. Find the cause of weakness with his help.Identify ways to uplift his performance by providing additional training and guidance. Let him understand that you will loosen the reins once he gains competence. Strongly convey your desire to improve matters by encouraging openness. Find out your behaviour is in any way intimidating. The time spent by you in reversing the poor performance trend will invariably pay rich dividends. It is always advisable to act before problems mushroom. Learn to use your expectations in ways that prompt high performance from your subordinates.