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By:Monica M Burns
The Happy Secretary
Executives and Managers everywhere, if you want to ensure that you have longevity and productivity in your secretary……………………………treather like a human and not a machine.
Some secretaries possess abilities beyond anything we have ever seen. They multi-task perfecting handling ten things at one time. They keep the office functioning and running properly. They keep their bosses organized and out of trouble, covering for them when there are discrepancies. If it wasn\’t for the secretaries the company probably couldn\’t run and the manager couldn\’t perform.
Some Executives and Managers ask their secretaries to perform duties that are clearly not in the job description such as: Fetching coffee, Picking up dry-cleaning, baby-sitting their kids, and counseling them on their personal lives. The secretary is there to make the Management staff professional life easier by providing their expert support. Secretaries type, answer the phones, coordinate mail, compile and prepare reports, files and organizes the office, makes appointments and travel arrangements, along with any other job responsibility that falls into the category of ensuring that the office is functioning properly. The secretary practically runs the office. They are not put there to make sure Management\’s personal lives are running smoothly.
The Secretary has the power, skills, abilities, and knowledge to make or break a company. They have access to all the company\’s and their boss\’ pertinent and confidential information. So why would management want to treat the very person that holds their professional life in her hands, any other way than human. You had better treat your secretary as if she was the last secretary on earth and everyone was competing to employ her. Executives and Managers must ensure their secretaries happiness by continuing to nurture the working relationship. Praise your secretary for a job well done every now and then, and stop taking credit for the work that your secretaries are completing.
Never underestimate the power of the Secretary. If you treat her with respect and take care of her professionally, she will be forever loyal to those that she comes to work to provide support for everyday.
To Happy Secretaries,
Monica M. Burns
copyright2005 Monica M. Burns. All Rights Reserved.
About The Author
Monica M. Burns is a writer, expert author, and editor of Monica M. Burns, Inc. Information Publishing, small web based businesses providing informational self-help products for women. She has authored several eBooklets and other reading information materials and is a featured Expert Author on many websites. She has also contributed to several poetic anthologies. If you would like to publish any of this author\’s articles electronically or in print to your websites, ebooks, newsletters, or ezines, you MUST include this resource box.
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By:Sharon White
Selection. Human resource selection deals with identifying the most qualified applicants for employment. To identify which applicants are most qualified, it is first necessary to determine the tasks that will be performed by the individual hired and the knowledge, skills, and abilities the individual must have to perform the job effectively. This information is gained through job analysis.
Performance Appraisal. Performance appraisal deals with getting information about how well each employee is performing his or her job in order to reward those who are effective, improve the performance of those who are ineffective, or provide a written justification for why the poor performer should be disciplined. Through job analysis, the organization can identify the behaviors and results that distinguish effective performance from ineffective performance.
Training and development. Almost every employee hired by an organization will require some training in his or her job. Some training programs may be more extensive than others, but all require the trainer to have identified the tasks performed in the job to ensure that the training will prepare individuals to perform the job effectively.
Job Evaluation. The process of job evaluation involves assessing the relative worth of each job to the organization to set up internally equitable pay structures. If pay structures are not equitable, employees will be dissatisfied and quit, or they will not see the benefits of striving for promotions. To put values on jobs, it is necessary to get information about different jobs to determine which jobs deserve higher pay than others.
Career Planning. Career planning entails matching an individual\’s skills and aspirations with opportunities that are or may become available in the organization. This matching process requires that those in charge of career planning know the skill requirements of the various jobs. This allows them to guide individuals into jobs in which they will succeed and be satisfied.
Work Redesign. As previously discussed, job analysis and job design are interrelated. Often, a firm will seek to redesign work to make it more efficient or effective. To redesign the work, detailed information about the existing jobs must be available. In addition, redesigning a job will, in fact, be similar to analyzing a job that does not exist.
Human Resource Planning. In human resource planning, planners analyze an organization\’s human resource needs in a dynamic environment and develop activities that enable a firm to adapt to change. This planning process requires accurate information about the levels of skill required in various jobs to ensure that enough individuals are available in the organization to meet the human resource needs of the strategic plan.
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By:Alan Cutler
THE LONELY LEADER
By Alan Cutler, Leadership Writer, Speaker and Mentor
John had started small but, over the years, he had built his business up, and he now employs over 20 staff. It had taken hard work, long hours (and an understanding family). Whilst, in the early days, he knew all his staff personally and was, himself, involved in front-line operations, these days his role is more detached: he leads from a distance. Yet, with a bigger operation and more staff come more problems. It would not be so bad if he worked for a large company – he would have company policies and a line manager to fall back on, but he is still, essentially, a one-man-band. Things began to get on top of him and the problems seemed to be getting bigger and bigger. He had no-one to turn to and no time to stand back and actually think about his business and where it was going. He felt isolated and alone and was beginning to lose the confidence and self-belief he certainly had when he was building up his business. And then he decided to find someone who could help him through his current malaise and guide him to take his business forward – a mentor.
Managers today are working increasingly longer hours and, as a consequence, have less time for personal reflection; either on work or personal-related issues. Hence, an increasing number are realising the benefits of having someone who they spend time with to discuss issues and to benefit from experienced, specialist advice and guidance. In John\’s case, being self-employed, his mentor, albeit a hospitality professional, had no connection with his catering business. Yet many organisations, in all sectors, are now setting up formal mentoring arrangements whereby junior managers can call upon the guidance of more experienced colleagues from within their company.
Mentors are not consultants employed to resolve specific issues, nor are they coaches whose role is to encourage their client to set and achieve personal goals. A mentor will act as a sounding board for their mentee and will walk alongside him or her to encourage career and personal development. The mentor\’s role is to support and develop; to stimulate and challenge. Having a mentor can help people who hold a leadership position develop their leadership skills for their own benefit, as well as for their teams and, hence, their organisation. Many people have found that the guidance they have received from a mentor has given them greater confidence in their jobs which has made a significant impact on their career prospects.
Mentoring has been described as:
鈥極ff-line help from one person to another in making significant transitions in
knowledge, work and thinking\’
Megginson and Clutterbuck 1995
鈥極ff-line\’ in this definition refers to a relationship that is not with one\’s line manager. Having someone outside one\’s chain of command is seen as being potentially more beneficial, as it reduces the risk of conflict and lack of open discussion.
A mentor:mentee relationship should be seen as an on-going, medium-to-long term arrangement if it is to be of real benefit. It takes time for each party to get to know the other and, in particular, for the mentee to gain the necessary confidence to enter open, often personal, discussions. Confidentiality is the bedrock of a productive relationship, with the mentor responding to the direction set by the mentee. Indeed, the junior partner should be encouraged and empowered to take increasing responsibility for the pace and direction the continuing discussions take, although the mentor should also challenge and coax the mentee to identify problem areas.
An open, positive mentoring relationship offers many potential benefits, including:
? addressing and resolving specific situations associated with the mentee\’s role
? building more constructive relationships within the workplace
? clarifying and prioritising work and personal choices
? gaining greater confidence and a feeling of self-worth
? improved career development potential
? developing better leadership skills founded upon greater confidence in the authority that accompanies a leader\’s role
An example of how off-line mentoring can be of benefit to managers in large organisations was Mary (like John in the previous example, not her real name), who worked for an international company. She had a boss who she felt displayed generally poor leadership skills, hence for whom she had little respect. Their working relationship was generally poor, although not totally destructive. Mary was offered the services of a mentor within the company, who was a senior manager from another department. After six months of working with her mentor, Mary had been encouraged to review her relationship with her boss and had come to accept that, notwithstanding his flaws, she had much to learn from him. By subsequently seeking to build bridges with him they ended up enjoying a much more constructive, if still not perfect, working relationship. Mary believed that it was having someone who understood her position, and with whom she could discuss her concerns in confidence, that enabled her to review this issue in a broader perspective and to focus on finding an acceptable solution.
It is obvious that if a mentoring relationship is to bear fruit, the mentee must be, or become, totally at ease with the advisor. There must be a chemistry between them whereby the mentee has total confidence in the mentor; whilst the mentor feels able to advise, direct, challenge and, if need be, constructively criticise the junior partner in the relationship. The ideal mentor should:
? have appropriate background knowledge – this may not necessarily be sector-specific, but must include a good level of managerial and leadership experience
? be able to build rapport and develop relationships, based upon mutual respect
? have a record of developing and motivating others
? be enthusiastic and interested in the mentee\’s role
? be a good communicator; not least a good listener
? not be directly related to the mentee\’s current position or chain of command.
A supportive mentor can have a very uplifting effect on a manager who has the ability but, for whatever reason, needs the encouragement and guidance from someone who shows faith in him or her, as evidenced from this comment:
鈥淚 was rather under-confident when I took up my current post. I was newly divorced and had been out of the top flight for a period of time. I was totally intimidated by the company ethos. My mentor encouraged me to perform beyond my job description. She would question my performance, explain my mistakes and advise me how to perform better. Above all, she gave me confidence. She would say 鈥淚 know you have the ability to do it and I know that you will do it鈥? Her encouragement and faith in me was a great support and incentive鈥?br />
Most mentoring relationships include regular, timetabled meetings, ideally away from the mentee\’s direct work environment. The initial meeting(s) are used to share personal information; address any concerns about the forthcoming relationship; and identify priorities and expectations held by both parties. Subsequent meetings, possibly held every month or so, will become more focussed upon specific issues as levels of confidence are built.
A fairly recent development, however, has been the increasing practice of e-mentoring, whereby meetings are largely, or entirely, replaced by communications over the internet. Whilst it may be more difficult to develop deeper relationships; and reactions and interpretations cannot be influenced by reading body language or verbal nuances, there are some positive benefits to e-mentoring, not least in combating problems of distance and international time zones. Moreover, the mentor can spend longer considering issues and offering advice, whilst the mentee also has more time to reflect on exchanges. Issues are addressed more promptly than by awaiting a monthly meeting, whilst discussions can be spread over several days rather than being confined within, say, a two-hour meeting. Perhaps, however, the best mentoring arrangement allows for a combination of face-to-face contact and telephone/email communications.
So, what can mentoring offer The Lonely Leader? The report following a mentoring programme specifically for women in leadership positions found that, as a result of the programme:
鈥?90% of mentees were more conscious of their own values
鈥?84% felt more secure in their leadership roles
鈥?82% believed that the programme had had a positive effect on their career development
鈥?80% reported that they had developed personally
Yet, how often do leaders allocate substantial resources towards the training of their staff, whilst giving scant consideration to their own development needs? A senior position within any organisation can, indeed, be a lonely and, on some occasions, a cold place. You may have nobody to share concerns with or bounce ideas off; or you may feel that seeking guidance from your manager may be interpreted as a weakness. But you do not have to be a Billy No Mates – consider the benefits of having a mentor!
About the author:
Alan Cutler is a leadership writer, motivational speaker and mentor. See www.leadershiptalks.com for the full range of services he offers or contact him on Replica WristwatchFake Watch
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By:Eve Abbott
Catastrophe Survival Tips for You, Your Family and Your Business
Whether it is a natural disaster like hurricane Katrina or an unnatural catastrophe like an upwind industrial chemical explosion, what you do now to protect yourself and your family can make the difference between life and death. After you survive, rebuilding your life and business quickly becomes critical.
Please, do not for one moment think that Federal Emergency Management Agency (FEMA) is going to be able to get to you in time, unless you have already taken these steps to rescue yourself. Tragically, even 10 days after post-Katrina rescue efforts began, there were still people starving to death in New Orleans.
It can happen anywhere (here), and it is not if, it is when it will happen. No one can predict the future, but you can take measures now so you know that you have done what you can to prepare.
Check out these Catastrophe Survival Tips for You and Your Family\” at http://www.organizer-extraordinaire.com that you can use to buy yourself and your family more time. Time is the second most important factor in surviving a catastrophe. Water is number one, so our first tip is:
1) Without water you lose your ability to make clear decisions within 24 hours. Thirst kills you faster than famine. At Work: Keep a backpack at work with as much bottled water as you can carry. Plus, put in dried fruit, power bars, your daily medications or vitamins and a small first aid kit. Keep a Family Emergency Numbers List inside too.
At Home: Put at least enough water in sealed containers so that your family will have one gallon per day for two weeks. I just bought shrink-wrapped cases of quart-sized plastic water bottles and stacked them under the backyard picnic table. Even if some of it is compromised you will still have other bottles intact. Swap water out every six months – put a reminder in your calendar.
2) Create a Catastrophe Kit on your property outside your house and garage (in a back corner of your yard, for instance). It is as easy as getting a plastic 55-gallon trash bin with clips on the lid to hold it shut. Or use a small plastic/metal garden \’shed\’ in your yard.
3) Clean out your closets and put in layered clothing AND tough shoes for each family member. You need a complete change of dry clothing that you can be warm enough in to sleep while dressed.
4) Clean out the camping gear you are not using: this is the perfect place for it. Tents, Tarps, Ponchos, Sleeping bags or Wool blankets (wool will keep you warmer even when wet), cooking gear, Lighters, Utensils, Can-openers and a pan to boil water.
5) Make a separate sealed container with food in it. Canned goods as complete meals are ideal. Dried foods will use precious water to reconstitute. Instant coffee keeps withdrawal headaches away. If you smoke, put a carton of cigarettes in to prevent withdrawal sickness. Concentrate on meals (e.g. beef stew, spaghetti) and carbohydrate foods like cereal bars and dried fruit leathers for energy.
6) If you eat a protein drink (or power bar) regularly, throw in a big container (or a 12-pack of cans/bars) and enough liquid to mix it up. This is a good concentrated food source.
7) Include another plastic sealed container with all of the basic medicines or vitamins you and your family must have. Some doctors will give you double prescriptions once if you ask. Clean out your bathroom cabinets and make sure to pack first aid remedies like ibuprofen, tylenol, aspirin, bandages, anti-bacterial ointment, etc. You can get cost-effective home emergency kits at Costco or Sam\’s Club.
Important: a battery radio for emergency broadcasts; ideally a CB radio or Nextel-type network phone; your Family List with names, essential medical and contact information, as well as local emergency numbers. Call friends/family outside your state to leave update info. Local phone access is often turned off or destroyed during emergencies.
9) Maintain a Catastrophe mini-Kit for your car(s). Always have a blanket, food (e.g., power bars) and water in sealed containers. You can buy quality car emergency kits at Costco or Sam\’s Club, too.
Create regular backups of your personal and business computer systems. I use Norton Ghost to image copy my entire drive onto an external hard drive and store it in the trunk of my car parked in my driveway.
You probably won\’t be thinking about your business in the middle of a disaster, but when you survive you will need to rebuild your life and business as soon as possible.
It\’s more fun hassling re-creating your working drive than it is to go out of business. You can also do regular backups to remote sites on the web. I highly recommend my backup \’guru\’ Sallie Goetsch\’s weekly Backup Reminder ezine. For essential backup tips visit the FileSlinger(tm) Backup Blog (http://www.fileslinger.com/blog/)
\”May you and yours be safe and well.\” But, do your family\’s Catastrophe Kits this weekend anyway, OK? Organizing cannot stop a catastrophe, but after you survive it will help you and your family in recovering quickly.
If you like, sign up for more free tips at my website.
\”How to Do Space Age Work with a Stone Age Brain\”TM Tips by Eve Abbott, the Organizer Extraordinaire
Copyright 2007 Eve Abbott, All Rights Reserved
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