Professional Skills: Organizing, Prioritizing & Communicating Effectively
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The document outlines a presentation on developing professional skills such as organization, managing priorities and projects, and communication. It provides tips and techniques for getting organized through desk cleaning, time management, and assertive communication. Key recommendations include setting goals and priorities, managing distractions, owning mistakes, and building confidence through positive self-talk.
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Professional Skills: Organizing, Prioritizing & Communicating Effectively
- 1. Presented by Chantel R. Soumis THINK TANK PRESENTATION PROFESSIONAL SKILLS
- 2. AGENDA 2 Organization for the Overwhelmed • Desk & email organization • Time management Managing Multiple Priorities & Projects • Prioritizing crucial projects • Goal setting and managing distractions Communication Skills • Conflict communication • Managing emotions at the workplace • Dealing with mistakes and perfectionism
- 3. ORGANIZATION SKILLS FOR THE OVERWHELMED 3 Overview: Get organized and regain control of your hectic life! This seminar delivered practical tips, techniques, and strategies for getting organized and taking control through: • Desk cleaning techniques – organization methods • Time management and scheduling • Assertive ways to say “no” • Avoiding procrastination and interruptions
- 4. ORGANIZATION SKILLS FOR THE OVERWHELMED 4 Desk Cleaning Techniques • Schedule cleanings Avoid using sticky notes Schedule a semiannual cleaning • Turn piles into files Sort it, purge it, assign it, containerize it Make a decision on it if it doesn’t belong anywhere, put in a mystery box Break the habit by keeping only what you need
- 5. ORGANIZATION SKILLS FOR THE OVERWHELMED 5 Gain Control of Sending & Receiving Emails • Limit length • Have a good subject line • Clear, concise and specific • Use bullets or numbers for lists • Avoid responding to CC and BCC items • Delete what you don’t need or drag to your calendar
- 6. ORGANIZATION SKILLS FOR THE OVERWHELMED 6 Identify Your Biggest Time Wasters • Schedule items with built in flexibility • Include a buffer time (15 minutes before and after) Time Waster Actions to Correct Personal Disorganization -File documents vertically -Drag emails onto your calendar to schedule Lack of self-discipline -Set an objective to improve one thing each day Poor Communication -Write detailed emails in bullet points -Make subject lines clear -Call respondent if three emails are exchange on a subject Leaving Tasks Unfinished -Schedule additional buffer time for refocusing -Plan to work in small chunks
- 7. ORGANIZATION SKILLS FOR THE OVERWHELMED 7 Managing Interruptions • Say, “I can meet you in the conference room at 2pm for 15 minutes” or, “Can you schedule something on my calendar to block of some time to discuss?” • If possible, rearrange your workspace so you don’t make eye contact with a passerby • Stand up if the talker enters your office/cube • Run for the restroom • Eat lunch away from your desk Constant Interrupter Tip: • Say, “would you be able to track all of your thoughts in an email and send in one collaborative piece? That way I can give you everything you need all at once!”
- 8. ORGANIZATION SKILLS FOR THE OVERWHELMED 8 Assertive Ways to Say “No” When Your Plate is Full • Say “no” clearly and honestly with authenticity and confidence • Give an explanation for the “no”, but avoid giving excuses • Let them know the answer would be a “yes” under difference circumstances • Apologize and be calm Example: You are swamped. You have 2 RFP’s due tomorrow and no time to lose. Fred stops by last minute with a file folder of member books and asks if you could complete by the end of the day. “Unfortunately I can’t, I am working on two RFP’s that are due tomorrow. I would be happy to assist if I wasn’t under a time crunch with these proposals. If you let me know right away next time, I’ll be sure to check my schedule to see if I can make accommodations.”
- 9. ORGANIZATION SKILLS FOR THE OVERWHELMED 9 Avoid Being Overwhelmed – Stay Happy and Healthy! • Greens/Folic Acids • Magnesium to stay calm • Vitamin B12 for focus and energy • Bananas • Dancing/Singing • Gratitude Journal
- 10. ORGANIZATION SKILLS FOR THE OVERWHELMED 10 Eliminate Procrastination • Eat that Frog! by Brian Tracy • Learning the lesson of priorities from a jar of rocks
- 11. 11 The difference between who you are and who you want to be is what you do.
- 12. MANAGING MULTIPLE PROJECTS & PRIORITIES 12 Overview: Prioritize crucial projects, manage conflicting demands, reduce pressure and master multiple tasks with confidence. This seminar exhibited useful techniques to grow professionally through: • Goal setting and managing distractions • Prioritizing and time management • Consistent self reflection • Tactful communication and engagement
- 13. Analyze your skills, passion & market needs 13 Ask yourself “what can I do to be in the sweet spot?” and make your goals.
- 14. MANAGING MULTIPLE PROJECTS & PRIORITIES 14 Managing Distractions • Spend time in your blocked schedule • Add in buffer time to prep and wrap up • Avoid emails and breaks during task time • Take scheduling seriously to complete high priority tasks
- 15. MANAGING MULTIPLE PROJECTS & PRIORITIES 15 Grow: Ask Reflective Questions Daily/Weekly • What activities take the most time during the day? • What activities should be given more time? • What activities should be given less time? • What is my prime time for productivity? Find out and schedule pertinent projects during your prime time
- 16. MANAGING MULTIPLE PROJECTS & PRIORITIES 16 Communicate with Tact and Engagement • Delegate if someone can do it better, quicker, less expensively and if it will help them grow • Don’t micromanage Seek first to understand Ask questions by creating an environment for team members to manage themselves • Make clear expectations and concise consequences
- 17. 17 Stars can’t shine without darkness
- 18. COMMUNICATION SKILLS 18 Overview: Achieving confidence, credibility, and composure in the workplace by controlling emotions and overcoming fears. This seminar exhibited useful techniques to grow mentally and professionally as a woman through: • Conflict communication • Techniques to grow self confidence • Managing emotions at the workplace • Dealing with mistakes and perfectionism
- 19. COMMUNICATION SKILLS 19 Key Takeaways • Hard work outweighs talent • Make mistakes and grow from them Own it, assess it, fix it Managing Emotions • QTIP = Quit Taking it Personal • Tactical breathing exercises 4 x 4 (in, hold, out, hold)
- 20. COMMUNICATION SKILLS 20 Conflict Communication • Feel, Felt, Found I know how you feel I have felt the same way Here is what I found • Give negative feedback in a positive way LB/NG/NT Like Best/New Goal/Next Time
- 21. COMMUNICATION SKILLS 21 Build Your Confidence • #NotSorry commercial by Pantene • Getting and keeping the floor Just do it Challenge Interruptions Ask for the response you want
- 22. COMMUNICATION SKILLS 22 Change Self-Defeating Patterns • Begin the day with positivity and stay positive • Take yourself seriously, treat yourself with respect • Use direct eye contact, speak with sufficient volume • Avoid disclaimers and trivial/flowery modifiers • Show a sense of humor • Set and maintain reasonable limits
- 23. THANK YOU. Chantel R. Soumis chantelsoumis@gmail.com (608) 520.2157
Notas do Editor
- I’m going to share with you a few key takeaways from three seminars I have attended over the past few years. These seminars were hosted off site and consumed a full day—so bare with me while I run through three days’ worth of information in one hour!
- Organization for the Overwhelmed – May 2015 Managing Multiple Priorities & Projects – February 2015 ^Time wasting factors Communication Skills for Women – May 2014
- Desk Clearing Techniques Schedule Cleanings Clean out files twice a year – put on calendar so you remember Avoid using sticky notes Turn Piles into Files Sort: categorize (i.e. read, file, pay, calendar) Purge: giveaway, throwaway, put away Assign: put items in their place Containerize: place items in labeled containers *Make a decision on it: if it’s a mystery, put it in a mystery box *Break the habit: keep only what you need
- 5
- Personal Disorganization: Color Coordinated File Folders (vertically) Purple: Media/PR, Pink: Compass/CRM, Blue: Events Lack of self-discipline: one thing to improve each day/week. (i.e. getting all media completed)
- Interruptions are inevitable. Plan for them with these ideas:
- Greens/Folic Acids helps your body produce and maintain new cells (red blood cells in particular), also helps resist changes in DNA associated with the development of cancer. Magnesium stay calm and boosts happiness, common element in homeopathic remedies for mood balancing Vitamin B12 with Methyl protects nerve and brain cells, supports immune system, improves mood, protects the cardiovascular system and maintains overall energy levels Bananas Sustain blood sugar, reduce swelling, tryptophan is a mood stabilizer Dance/Sing Dancing reduces depression and stress levels releasing endorphins, increase energy and improves cardiovascular and bone health Gratitude Journal Helps reflect on what went well over the day/week in order to be thankful for those items
- A professor of philosophy stood before his class with some items in front of him. When the class began, wordlessly he picked up a large empty mayonnaise jar and proceeded to fill it with rocks about two inches in diameter. He then asked the students if the jar was full. They agreed that it was full. So the professor then picked up a box of pebbles and poured them into the jar. He shook the jar lightly and watched as the pebbles rolled into the open areas between the rocks. The professor then asked the students again if the jar was full. They said yes. He then poured a glass of sand into the jar filling the empty pockets between the rocks and pebbles. The key is to do the important rocks first, if you were to start by filling the jar with sand, you wouldn’t be able to squeeze the rocks in.
- Manage three types of goals in three areas Ask yourself what you can do to be in the sweet spot Prioritize on Monday, evaluate on Friday
- PRIME TIME.
- A compliment of hard work well done is more effective than calling someone talented Mistakes: “Take chances, make mistakes, get messy!” Ms. Frizzle Benefits of breathing exercises: -More oxygen in blood and tissues in the body -Deep relaxation and stress relief -Pain relief -Improved sleep (when practicing before bed) -Increased self-awareness -Improved concentration/clearer thinking
- Feel, Felt, Found example: Sales technique that’s been around forever—proven strategy of moving your customers (or co-workers, colleagues, etc.) gently to a new way of thinking. Constructive Feedback: Working with Fred (an executive) to coordinate events. He forgets to follow up on a critical item post-conference which will throw off future event reviews. You can respond: “I really appreciate your help on event coordination--let’s aim to have this step completed within the first 2 days of post conference follow up, that way next time this item will be covered.”
- Baby walking for the first time