Lack of organization can be one of the major time stealers in our workday.  How many times have you uttered the phrase “I know I wrote it down or put it somewhere but I can’t remember where”? Or in my case, I often go back to my notes and realize I can’t read what it was I originally wrote down!  Time is a very valuable commodity and one that most of us wish we had more of.  The truth is if you calculated the amount of time in your daily activities that you spend searching the internet, emails or notes for information, you might find the extra time you so desperately need. In this digital age where we are constantly barraged with new information, one can quickly become distracted and this can become yet another time stealer. In addition, studies have been down to show that every time you have to stop and change direction, it takes additional time for your brain to get back on track. 

You see the taking of notes or gathering of information is not usually the problem. Most of us would probably admit we are at least fairly adequate in this area. The problem is what you do with the information you have collected and how you store it.  Ironically, you might already have the solution to this problem already loaded on your computer and you may not even be aware of it!  The solution is a software program entitled Microsoft OneNote and is included in the Microsoft Office Suite. It comes in both PC and Mac formats and there is even a One Note iPhone App. available.  Think of it as a virtual but much more useful Post-It Note. However, here is the official Microsoft definition: OneNote is an electronic version of a paper notebook where you can write down notes, thoughts, ideas, scribbles, reminders, and all kinds of other information. Unlike the traditional document formats used by other programs such as word-processing or spreadsheet programs, OneNote offers a free-form canvas where you can type, write, or draw notes in the form of text, graphics, and images wherever and however you want them.  Here are some of the great features and benefits:

·         Allows you to store text, pictures, video and audio all in one easy-to-access and easy-to-use application.
·         Allows you to separate or organize information by subjects or keep separate notebooks
·         An easy “Send to OneNote” button in Internet Explorer that allows you to send a web page directly to OneNote. Eliminating the need to try to search for the web site at a later date.
·         You can add, move or delete anything on the pages and each section.
·         You can add more space when and where you need it.

Take the following demo for a spin to find out if this just might be a solution to help you find a little more time in your day.

http://www.youtube.com/watch?v=j5bHf_pV-ZM

1 Comment
 
 
The one commodity always in demand is time. We are always searching for more time and ways we can use our existing time, more wisely. In the workplace, the one question you always seem to hear is, “I know what I should be focusing on, but I just don’t have the time.” Questions like these are often raised but never seem to get answered. While we can’t wave a magic wand to produce more time, there are things we can adjust and remove from our daily schedules that will produce a similar result. In my profession, I work with a number of different companies and interact with various departments within these organizations. I can tell you no company from what I have experienced is immune from this struggle for more time.  As companies continue to run lean, employees today more than ever are struggling to keep up with their daily workload. Here are some ways that you can add more valuable minutes to your work day:

o    Establish a no interruption time (no answering phone or emails) at the beginning of your workday, for at least 30-60 minutes. Try to work on things that require your focus or undivided attention.
o    Relegate lower-end tasks when you only have a few moments so that you can use your quality time when you can find it.
o    Avoid multitasking-Contrary to popular opinion it actually kills time. Every time you switch your attention to something else it takes more cognitive time to re-focus.
o    Look for and utilize programs such as Google Alerts which can push information to you instead of spending time searching for it.
o    Sounds crazy but exercise actually gives you time! NASA did a study that shows that people who exercised daily worked at 100% efficiency after 7 hours, while those who didn't exercise saw a 50% drop, meaning it took them twice as long to accomplish the same thing. 
o    Pick up the phone- We sometimes forget that instead of taking time to type out emails, texts, etc it would actually save time to pick up the phone and talk.
o    Clear your desk at the end of the day. This will save you time by not having to get organized the next day.
o    Take 15 minutes or so at a specific point in the day to work on something that you are passionate about. At the end of the week you will have spent one hour on something that gives you passion.
o    Be productive when you are commuting- Listen to audio books, make phone calls or utilize a dictation device to jot done ideas, notes or solutions.
o    Utilize online tools such as Rescue Time can show where you are spending time or wasting time
o    Only touch things once. Don't put things down and then have to pick them up and put them away later.
o    Scheduling- Pick certain days to do certain tasks. This can create further structure and make you more efficient.
o    Try to slim down your email inbox- If you have multiple newsletters from the same industry, keep the most valuable ones and cancel the rest.
o    Before you take a break, get your desk or workplace ready for your next project so that when you come back, you won't be off to a slow start
o    Avoid Facebook, Linkedin and Twitter for large periods of your day.
o    Try to get a few extra things done at the end of the day- it will give you a jumpstart on tomorrow's work
o    Make your to-do list before you leave the office at the end of the day.
o    Try to automate your processes such as emails by using email filters.
o    If you are having a hard time focusing, try taking a few smaller breaks throughout the day, if you can.
1 Comment
 
 
Anyone who has had the opportunity and challenge of leading others knows how difficult this task can be. It is one thing to lead people but it is quite another to lead people effectively. Over the years, many books and training courses have been writing on the subject of leadership. Libraries and bookstores are filled with what at the time, was the latest and greatest book on how to be a successful leader.  Leadership is not a one-time event nor are there crib notes to study, to pass the test. It is an ever evolving skill that can’t be mastered in a short amount of time. You probably don’t have to think very long about who the greatest leader or manager you have ever worked for is. In contrast, we most likely have all had the experience of being lead by a poor leader. The common denominator is the fact that in both cases, a mark was left on us.  A great leader can motivate and push their employees to heights they never thought they could achieve while poor leaders can damage not only their employees but the company overall. The cost of recruiting, hiring and training a new employee is quite high and this does not include the impact that departing employees may have on both the moral and productivity of the company. There is an old adage, “People don’t leave companies…they leave managers.” Although, it might be assumed that salary or lack of promotion opportunities would be top reasons why employees quit their jobs. This however does not seem to be the case. A Gallup poll of more than 1 million US workers concluded that the Number 1 reason people quit their jobs is a bad boss or immediate supervisor.

To lead people effectively, you must first look at what traits or attributes make up a good leader. Sometimes wealth is not found in new ideas but in gold that has been previously mined. In his 1937 legendary book “Think and Grow Rich” Napoleon Hill gives us the following attributes:

The Major Attributes of Leadership

1.       UNWAVERING COURAGE- the ability to exude both courage and self-confidence.

2.       SELF CONTROL- the ability to know when to listen, speak and act.

3.       A KEEN SENSE OF JUSTICE- fairness is critical to maintain the respect of his followers.

4.       DEFINITENESS OF DECISION- wavering shows that he is not sure of himself.

5.       DEFINITENESS OF PLANS- you must plan the work and then work the plan.

6.       THE HABIT OF DOING MORE THAN PAID FOR- willingness of the leader to do more than he requires of his followers.

7.       A PLEASING PERSONALITY- a careless person cannot become a successful leader.

8.       SYMPATHY AND UNDERSTANDING- understanding both the employees and their problems.

9.       MASTERY OF DETAIL- a strong attention to detail.

10.   WILLINGESS TO ASSUME FULL RESPONSIBILITY- not shifting blame but realizing that he as the leader is the one who failed.

11.   COOPERATION- leadership calls for power and power calls for cooperation.

Now the question you must ask yourself is, do I as a leader possess these attributes and if not, what can I start doing today to become a more effective leader?
Add Comment
 
 
It’s a well known fact that the internet has changed how consumers get their information and in turn their buying habits. What may be less common is how these changing buying habits have forever altered the face of customer service. The customer service department at many companies likely does not exist as it did in the past. Consumers use to engage customer service if they wanted advice or help in picking out a product. It is now commonplace for consumers to get advice from their peers or to navigate various web sites on their own. This change alone has required companies to adjust their customer service model. However, a bigger change and another cause of the death of traditional customer service is customer service is no longer just left up to the employees working in the customer service department. Any employee that has the potential to affect the customer works in customer service.

As ecommerce business has grown for most companies, the need for over the phone or face-to-face interactions with Customer Service Representatives have decreased.  At the same time, the need for exceptional customer service has never been greater.  Consumers desire a relationship with a company’s brand and thus when consumers do make contact with a company they expect and demand great customer service from any employee they come in contact with, regardless of their position.  The mistake that some companies make is they incorrectly assume customer service resides solely in the customer service department.  This can lead to communication issues and eventually silos will be created within an organization. Once this happens departments stop communicating with one another which ultimately results in employees not understanding how they impact both the customer and their company. Radian6 conducted a study on customer service and describes the shift in company culture that is needed: “valuable customer service has to move outside departmental walls and into the roles of everyone who has the potential to impact a customer’s decision-making process. Customer service is no longer about doing triage; it’s about anticipating the needs of customers before they’re even aware of them.”

Here are 5 ways your company can remain customer focused and prevent silos from being built:

1.       Get your customer service department involved with Marketing- Aren’t they two separate departments? Yes, but they are the ones who are in regular contact with your customers and know what they want, after all.

2.       Cross training- A great way to ensure all employees understand the significance of providing great customer service is to train them outside of their own department. This also leads to great employee satisfaction as they will be challenged to learn new skills.

3.       Social Networking responses- Who handles your social networking responses? Do you have someone dedicated to ensuring responses are timely and accurate? This is critical as more consumers are now using social networking sites for business.

4.       Be your own customer- Is your company easy or hard to do business with?  A great way to measure this is to place an order with your own company and find out. The results could surprise you!

5.       Company culture- Tony Hsieh, CEO of Zappos advocates focusing your performance reviews not on sales goals or projects completed but on how closely employees’ actions match up with you company culture.  Is your culture evident to your customers when they come into contact with your employees?
2 Comments
 
 
Money? Title? Status? The most likely answer you will hear to the above question on what motivates employees is money.  If we just had a bigger salary or bonus then we would be happier. Money is a critical factor to where an employee chooses to call home but it might be a surprise to many company leaders that it may not be THE true motivation.  By solely focusing on employee compensation, companies may be missing the mark. There are some new studies that show that employees may not be as predictable as once thought. For example, in the study shown below it depends on the type of work that the employee is doing as to whether the more you pay them will result in better results. Companies today need to become more creative as to the benefits that they are giving their employees. A competitive compensation and benefits plan are important motivators but it can’t end there.

Take a moment to watch the following short animated lecture that discusses what really motivates employees. This lecture is based on a study done at MIT and in rural India and is presented in a very creative way. The results may surprise you!


 
This video highlighted the top three motivating traits outside of money that came as a result of their study:

Autonomy- the desire to be self-directed
Mastery- the urge to get better at something
Purpose- the thing that gets you up in the morning

By understanding how our employees are really motivated we can not only reduce turnover but more importantly, help strengthen creativity and job satisfaction.
1 Comment