ProductivitySelf-ImprovementUncategorized

Habits to keep you organized at work

A tidy work place not only looks good but actually helps you stay focused and productive. We’ve all spent time looking for things that get lost in the mess, so keeping a tidy desk will help reduce clutter which in turn reduces stress. Did you know that a clean desk actually saves you time, spurs on creativity and communicates professionalism. That’s right, it might actually have more of a benefit than just looking neat. These are some ways I like to stay tidy in the workplace.

What I organize constantly:

My deskDesk

I have a specific place for my bags when I come into the office at the beginning of the day. I keep one water bottle or glass of water on my desk, during the day, there’s no need for more than that really (unless I’m drinking coffee, then you can find my coffee cup as well.) I keep only one pen, and one highlighter along with my daily planner on my desk. Anything that comes out of my desk goes back right after I’m finished with it. My biggest tip is to clean off your desk at the end of the day so you have a fresh start the next morning. Keeping only the things you need on your desk eliminates unnecessary clutter.

 

 

My daily planner

I like my day to be planned out in front of me on paper. Once a task is completed I check it off or highlight it. This helps me balance my work load throughout the day. At the end of the week I make a plan for the next week (so I don’t forget tasks over the weekend) and when I come in on Monday I eliminate the ‘Monday fog’ and have my day already planned for myself. I update my planner frequently during the week and balance out my work load if any new tasks arise.

My Computercomputer

Instead of keeping all tabs and programs open, I like to filter through the things I am absolutely finished with, save and close them. If I have a few things on the go I simply minimize the programs until I am actually working on them. This way I don’t tempt myself to jump back and forth between projects. But can focus on one thing at a time and close projects when they are completed. I go through my emails/voicemails (like most people) at the beginning of the day and throughout the day I reply to the ones that require my attention as well as delete any junk mail that may come through.

 

What I organize occasionally:

Files

My whiteboard

I have a whiteboard on the wall by my desk and this is where I jot down things that I need to look at daily. I don’t update this as often as some things are analytics, strategies and reminders. I do however make sure that when I jot down things on my whiteboard, since they will be there for a while, that I keep it looking neat and legible.

Computer Files

This is something I will admit that I need to be more organized with. I have a tendency to save documents or pictures in the ‘all files’ or ‘all pictures’ category. I do however still go through and move files and pictures into their correct places. Just like your paper documents this keeps the clutter out of your computer files.

Desk Drawers

Desk drawers are sometimes a dangerous place! If you want something off your desk it gets thrown into a drawer as fast as possible, out of sight out of mind right! Cleaning out your drawers may be more rewarding than you think! You may find your favorite pen that you were sure was lost to the darkness behind your desk. I’m curious what the craziest thing was that you found in your desk drawer you didn’t even know was there!

Organization bonus:

Since I am the social media specialist at the office, I definitely organize my social media accounts. Going through your social media and cleaning up old tweets, Facebook posts or Instagram photos is a great habit to get into. Keeps your accounts looking fresh and professional. Once a year I go through the accounts that I follow, and I unfollow accounts that no longer serve purpose to me, are spam, or accounts that hinder my mental well being.

 

Share some things you like to do to keep organized or if you have some tips for me leave a comment below!

CommunicationSelf-Improvement

What place do personal beliefs and opinions have in an office?  On the one hand, conversations around the water-cooler about politics or religion can lead to tense working relationships to say the least.  On the other hand, conversations about the weather aren’t conducive to building strong friendships.  The heated nature of political and religious discussions arises because those beliefs are fundamental to who we are.  We have an emotional investment in them and when the topics come up we start speaking with our emotions.  So instead we discuss the regular small-talk and keep our work-life and our private-life as far away from each other as possible.

Nuclear Explosion
Don’t let your workplace conversations turn into this…

Now, personally, I think this is a fine status-quo for a large company.  Each employee represents the company first and foremost.  You aren’t going to be friends with the CEO so the office small-talk when you’re stuck in an elevator with him makes sense.  But I’m not so sure it’s the best way for a smaller business.  The biggest advantage of a small business is the personal connection between the company and the customer.  The most important tool in building that personal connection?  Seeming like a person.

The human connection is an amazing asset for small businesses, but it doesn’t come out of thin air.  It comes from building friendships between you and your coworkers and between you and the customer.

 

Donair
Now I’ve done it. Now I want a donair,

When I go to a big box retailer I’m not there to say hi to any of the staff, I’m there to get what I want and get out as quickly as possible, I’m polite to the staff of course but I don’t want to hear their life stories.  But when I go to a small family-run business like my local donair restaurant I want to know if the owner’s car got fixed, how is kids are doing, if his wife got back from her trip, etc.  Sometimes it seems I stop in because I want to catch up, rather than because I really want a donair.  Why?  Because, since he doesn’t have to represent a faceless corporation, he’s free to chat about life while he prepares my donair and to infuse his workplace behaviour with his personality.

Not to blow our own horn, but Panda Rose is another great example of that personal connection.  The other week I was sitting at my desk when the boss came over and said, “I need to see you in my office.”  A single sentence that is able to put the fear of God into any employee.  When he said it to me all I could think was, “What have I done now…”  I walked into his office, gingerly sat down in the chair facing him, and prepared myself for the worst.  “I need your help finding a Catholic priest to bless our offices.”

It goes without saying that I was taken aback ever so slightly.  This wasn’t quite the phrase I was bracing myself for.  But I rallied myself sufficiently to manage a simple, “Uh… what?”

Panda Rose Office Blessing
Even the server room got a blessing.

Because our office is such a tight-knit community, the boss knows that I’m Catholic.  We’ve seen each other at different Catholic events and I met him through a mutual Catholic friend of ours.  He also knows that I’m good friends with a lot of Catholic priests in the area.  So when he wanted to get a Catholic priest to bless our offices, he figured he could let me handle it.  I got my parish priest to drop by and bless the offices and as you can see, things went very well.

How did this happen?  Because in our office environment we’re comfortable talking about our opinions and beliefs.  They don’t dominate the discussion, and it’s never in an argumentative or confrontational way, but because we know we can have conversations on the stereotypical taboo workplace topics we’re able to understand each other and work as a team better than if we felt we had to walk on eggshells when talking about our personal lives.

One important thing to emphasize is that I’m not telling you to be obnoxious about your beliefs.  Don’t yell at your coworkers because they voted for someone else.  Don’t make every single conversation about your religion.  Don’t be annoying about it.  What I am saying is that if you are able to have friendly conversations about controversial issues where both you and your coworker walk away understanding each other better, you’ve strengthened your team, not hurt it.

CommunicationEducationUncategorized

I love riddles.  Give me a book of riddles and my productivity tanks as I spend the rest of the day thinking about them.  I love old riddles, new riddles, and I especially love creating riddles.  My wife and I will try to stump each other with riddles for hours and we even created our own riddle game where one of us thinks of a punchline for a joke and the other person has to create the setup.  (It’s great for long road trips.)  But why do we riddle?  What purpose do riddles serve?

Riddles Unite Us

Sumerian Mosaic

Riddles serve to pull us together.  Throughout human history, riddles have been a part of life.  All cultures have them and many riddles have been shared across cultures and languages.  The riddle of the sphinx comes from Greece originally but versions can also be found from Estonia and even on the Marshall Islands.  This connection with people across cultural and linguistic divides helps us to understand them and to see how similar they are to us.  it transforms them in our minds from the Other to the Same.  Riddles even bridge the gap of time.  As long as there as been English there has been people telling riddles in English.  But going back to the dawn of written language we even have riddles from the ancient Sumerians.  Here’s an example:

A house based on a foundation like the skies
A house one has covered with a veil like a secret box
A house set on a base like a goose
One enters it blind,
Leaves it seeing.

The answer?  A school.

So in a sense, we ask riddles because we always have.  Asking and answering riddles is a part of the human experience.  It unites us across cultures and eras and helps connect us to them.  We can now say that the Sumerians valued education just as much as we do.  All from one short little riddle!  That still doesn’t really answer the question though.  The unity riddles give us is a powerful effect of riddles, but it is only one effect. It is not the purpose behind them.  What is that purpose?

Why Tell Riddles?

Oedipus and the Spinx
Um… Uh… A really weird cow?

Ultimately, riddles teach us.  They teach us essential problem-solving skills when we’re young and they help us enhance those skills when we’re older.  Sometimes riddles teach you that the answer was hidden in plain sight.  Which word in the dictionary is spelled incorrectly?  ‘Incorrectly.’  These sorts of riddles rely on double meaning.  What can travel around the world while staying in a corner?  A stamp.  Some riddles rely on clever metaphors.  The riddle of the sphinx is a classic example.  What walks on four legs in the morning, two at mid-day, and three in the evening?  A person.  No matter what trick the riddle uses, when you’re told a riddle you know it’s a trick.  You know the answer is hiding right behind it waiting to be discovered.

There’s an even greater challenge in creating a riddle.  A good riddle is solvable but not too solvable.  If there isn’t an answer, then it’s not really a riddle.  If it’s too easy to find the answer, the thrill of the chase is gone.  When you create a riddle, you have to solve it yourself without any clues.  You need to figure out what the twist is going to be and then build the riddle around that.  And once you know the answer to your riddle.  You just have to figure out the question.  So both solving and asking riddles requires creativity and helps us train our brains to think laterally.

Riddles in Life

The lateral thinking that riddles give us is essential to success in the modern world.  Unexpected problems crop up all the time and they usually require unexpected solutions.  If you’ve trained your brain to be prepared to think laterally, to step outside of the box and wrestle with your problems, you’ll be better equipped to solve them.  Whether it’s figuring out what’s wrong with the code in your program, discovering a way to stay under budget in your department, or even finding the best angle to chop down a tree, lateral thinking and problem-solving skills are essential for success in life and enable us to take charge in our lives and deal with our problems head on.

A very real example comes to us from the 19th century.  Until less than two hundred years ago it was a point of professional pride for doctors to never wash their aprons since they showed how experienced they were.  To make matters worse, they’d only wash their hands at the end of the day since they knew they’d just get them dirty again.  The high infection rates in hospitals were attributed to stale air but the real source of the problem was completely unknown even though it was right in front of them.  Along came Dr. Joseph Lister.  He was able to step outside the box of accepted medical practice and so he realized that the lack of hygiene was the real culprit.  He was gradually able to convince others and the changes he made to the medical industry saved countless lives and he is now called the father of modern surgery.  If he wasn’t able to think laterally, how many more people would have died from easily preventable causes?  While the situations we’ll be faced with in our daily lives generally won’t be that dire, lateral thinking is still just as necessary for us now as it was then.  Without keeping our brains sharp we won’t even know what problems we’re missing, let alone how to solve them.

The Bayeux Tapestry

As a final thought, I’ll leave you with this Anglo-Saxon riddle from the book of Exeter.

I am an eminent thing, known to nobles,
and I often abide, notorious among the people,
both mighty and poor, traveling widely,

standing a stranger at first 
to my friends, a plundering hope—
if I must keep hold onto the profits 
or a brilliant good in the cities.

Now wiser men love me the most,
my companionability. I must reveal wisdom
to the multitudes. They never speak there,
any of them across the earth—

Although the children of humanity,
of the land-dwellers, pour over
my tracks, I conceal
my footsteps from every man
at times.

CommunicationEducationProductivitySelf-ImprovementUncategorized

Last week I was helping out at a local father-son summer camp outside of Calgary called Arcatheos.  A lot of theatrics and explosions and all those great things.  We like to joke that it’s a camp for teaching boys to become men and men to become boys again.

One of the characters with his fire sword
I mean a LOT of theatrics

Leadership Requires Service

This year the theme of the camp was “To Serve is to Reign”.  We really focused in on this theme of service with the teenagers who would become our version of camp counselors, called “knights.”  To be able to effectively lead the boys in their charge, they couldn’t simply order them around all day without a care for their well-being.  They had to be emotionally invested in both the boys they were in charge of and in the other members of their teams.  with that emotional investment, every order or directive is followed because the boys know its for the good of the camp and themselves.

I was struck by how well this carries into the workplace.  If an employee feels that his boss is invested in him and his life, that he’s not just another cog in the machine, the extra overtime needed to finish an important project becomes a lot easier to deal with.  It no longer feels like a forced task from a faceless overlord but like an urgent request from a friend.

Respect

Aretha Franklin
“Find out what it means to me”

We taught the “knights” that the easiest way to serve their boys is to respect them.  If you respect those around you, they’re more inclined to respect you.  If they respect you, they’re more likely to incorporate your feedback into their behaviour and truly listen to what you’re asking them to do.  They won’t merely sit around after completely a task waiting for you to hand them the next one, and instead they’ll proactively seek out ways to be helpful.

Don’t be a Drill Instructor (unless you are one)

Drill sergeant
Johnson! Did you finish that spreadsheet yesterday!

Meanwhile, if those under you feel they have to walk on eggshells around you with even the slightest mistake causing them to get raked over the metaphorical coals, they might try to work their hardest to not make a mistake, but a lot of their attention that could go towards doing their job right is now going towards watching over their shoulder to make sure they haven’t awoken the dragon.  In addition, if given a choice, people prefer leaders who are caring and compassionate instead of leaders who are taskmasters and drill instructors.  So if your employees have a choice, they will eventually leave for greener pastures.

Don’t be a Door Mat

Welcome
Please ignore all my directives on your way in.

At the same time, you won’t have respect if your employees feel they can walk all over you.  If missed deadlines are never a problem, unexpected absences are rampant, and no one listens to your instructions, sure, you won’t have employees flocking to leave your company in droves for better conditions, but you’ll also obviously end up with inefficient employees wasting the company’s time and money.  Resulting in them, and probably you, being let go.

Be a Compassionate AND Effective Leader

Cool dudes in cloaks

Instead of either of those two extremes, a synthesis of the two is required.  There are times when you need to lay down the law and reprimand the people working for you.  There are also times when those people need an ear to understand the problems and difficulties they’re facing and a helpful hand to guide them.  Using only one method or the other cripples your leadership abilities and it is only when you are both firm and compassionate as a leader that you will earn the respect and trust of those underneath you and unleash your full potential.

Ultimately, these leadership lessons we taught to the boys are vital for everyone, whether or not they’re currently in a position that requires leadership.  Everyone at some point in their lives will be in charge of something.  Whether that’s a multi-million dollar project or 10 children at a summer camp, no matter how large or small the opportunity effective compassionate leadership inevitably leads to further leadership opportunities down the road.

CommunicationProductivitySelf-Improvement

Allegorical painting from the 17th century with text Nosce te ipsum

Do you ever find communicating with other people difficult? Are you ever baffled by other people’s idea of a good time? Have you ever gone a whole year thinking one thing about someone only to discover a new piece of information about their personality and have to reframe your entire past relationship with them (for better or for worse)?

deborah or robot
Which one is Deborah? Which one is the robot? We’ll never know.

I don’t know about any of you out there, but I’ve got one of the more rare personality types. I’m socially introverted and extraverted thinking, or in the language of Myers-Briggs, I’m an INTJ, the Mastermind. Or as some people like to call me: I’m a robot. Don’t get me wrong, I don’t think that these personality measurements are the be-all-end-all of defining oneself, but they can be helpful for understanding yourself and others.

For example: I was acquainted with a girl for an entire year before she discovered that I was being friendly with her and didn’t hate her. She didn’t understand my extremely dry sense of humour (we INTJs tend to have a dry dark sense of humour). Once she got that, she looked back and realised I was making jokes the entire year and it was because I liked her rather than disliked her, and wanted to be friends. (And then we became friends.)

When it comes to the workplace, knowing about my own personality is helpful. I know that I work best when I have write out a schedule for myself — it helps keep me from getting bogged down in perfectionism. I can get a little obsessive sometimes. I’m good at knowing how to solve problems, and when to stop and return to the problem at a later time. I know that I work best alone, and that when I have to be around a lot of people, I should schedule in quiet time so that I don’t get burnt out.

I can also be pretty cold, direct, and bossy so I need to remember to be more gentle with people who might take that personally (it’s not unusual to hear me to tell someone, “no, you’re doing it completely wrong. No, that’s wrong too. No! Stop now! Before you make it worse! I will show you!” Yeah, tact: not a strong point for me, room for self-improvement). I’m also good at taking criticism about my work (the previous sentence directed at me won’t bother me). If a client isn’t satisfied with something, I want to know so that I can make them happy, so I make sure to let my clients know that they can be upfront with me.

panda wearing a panda
According to Youtopia, pandas are an INFJ

On the flip side of the coin, it can be helpful to know more about the personalities of the people you work with, including clients, co-workers, and managers. Are they introverted or extroverted? What are the best ways to communicate with them? What are habits that tend to annoy (or please) their personality type? Taking the time to understand the people around you can make a big difference in getting along in the workplace (as well as home and other interpersonal relationships). Sometimes looking outward can make a big difference, especially in a small workplace.

Have you ever known someone for a long time then had to reframe everything you knew about them after learning something about their personality? Has someone ever had to do that with you? What is your Myers-Briggs personality type? What are some other types of personality assessments that you find helpful?

*Note: I’m pretty sure that the maxim “know thyself” wasn’t originally about personality, but it seems to have evolved that way. Perhaps another subject for another day!

MarketingMobile AppsProductivityTechnology

Will email ever die? Is email already dead? I have no idea. With the many different answers I have found on the Internet, it appears that as a whole, we really don’t know if email is leaving anytime soon or if it is already gone. I do however, think that texting is superior to email and that there is great potential for your business in using texting over email with your potential and loyal customers. So lets take a look at what we do know. 

 

Texting has become the popular form of communication of today. People like texting because of the relaxed setting. Texting doesn’t feel like work the same way that email does. Studies have also suggested that people say things over text that they wouldn’t say in person, its an opportunity for honesty. Texts allow for causal questions and answers without hassle. That said, here are my reasons as to why you need to look into reaching your customers through texting.

 

The stress free atmosphere that texting provides will first off allow customers to feel free to ask questions! You may have given them the ability to ask questions before, but the process of emailing feels like a hassle. Yes, I know submitting an email is easy. But people want answers right then and there. Even if texting is not actually instant, people are more likely to trust that a text was sent and delivered without complication because texting is just that basic. You could use this trust concept to your company’s advantage.

 

Let’s say a customer had a quick, generic question, they could either submit an email through your company’s website as they have been your customer on a couple occasions or they could ask Google and receive multiple answers from multiple resources along with advertising from your competitors, how do you think a person would seek out the answer? I know that if it was me, I would just Google it.

 

But, if I had been your customer before and had your company’s texting number and you had made it clear that I was free to ask questions, I would totally ditch the million answers from Google to get feedback from a company I had used before and have no reason not to trust.  

 

Another benefit of giving your company’s texting number to customers is that people use texting constantly. For you this means that notifications from you could not get ignored the way emails can, you could get away with more texts than emails and it is quick! You send a text, they take a quick glance and would know what the point of the text is.

 

Will email ever die? Is email already dead? I have no idea. With the many different answers I have found on the Internet, it appears that as a whole, we really don’t know if email is leaving anytime soon or if it is already gone. I do however, think that texting is superior to email and that there is great potential for your business in using texting over email with your potential and loyal customers.

 

Texting has become the popular form of communication of today. People like texting because of the relaxed setting. Texting doesn’t feel like work the same way that email does. Studies have also suggested that people say things over text that they would never say in person. Texts allow for causal questions and answers without hassle. That said, here are my reasons as to why you need to look into reaching your customers through texting.

 

The stressless atmosphere that texting provides will first off allow for customers to feel free to ask questions! You may have given them the ability to ask questions before, but the process of submitting a question on your website takes time. Submitting an email is easy, yes I know that. But people want answers right then and there. Even if texting is not actually instant, people are more likely to trust that a text was sent and delivered without complication because texting is just that basic. You could use this trust concept to your company’s advantage.

 

Let’s say a customer had a quick, generic question, they could either submit an email through your company’s website as they have been your customer on a couple occasions or they could ask Google and receive multiple answers from multiple resources along with advertising from your competitors, how do you think a person would seek out the answer? I know that if it was me, I would just Google it.

 

But, if I had been your customer before and had your company’s texting number and you had made it clear that I was free to ask questions, I would totally ditch the million answers from Google to get feedback from a company I had used before and have no reason not to trust.  

 

Another benefit of giving your company’s texting number to customers is that people use texting constantly. For you this means that notifications from you could not get ignored the way emails can, you could get away with more texts than emails and it is quick! You send a text, they take a quick glance and would know what the point of the text is.

 

Now they could move on and not even think about the 10 seconds they took to check the text from you, or if your call to action was enticing enough they may take a minute or two longer to click the link you gave them.

 

You can text your customers your latest deals, discounts, referral information, blog links, and reminders about shipping (imagine how your affiliates would love to simply text for you.) What I am trying to say is that you can text them anything that you are currently email them. But a text is favoured by your customers because of how low-key a it is and they would feel free to answer or ask a question without overthinking. (As a professional overthinker, I know this first hand.)

 

A factor to be careful with is to know that your customers gave you your number and trusts that you won’t abuse that privilege. Text them about things they would care about, or what ever it is that they actually signed up for. If you do this correctly you will form a relationship of trust between the business and customer, this will ensure further sales.

 

I do have one concern with your company texting it’s customers; people may expect instant replies. Now unless you have someone working your texting phone 24/7 you may want to clarify. Upfront you need to explain that it is a person with many responsibilities who is replying to their important texts. Customers appreciate humans. Messaging bots do not have a good reputation when it comes to talking with customers. If your customers know they are talking to a human and not an  incompetent robot, they would commend you for that.

 

Speaking of robots, another possibility with texting your customers is that someday a bot could do it all for you. Yes I know I just said that customers prefer capable humans to  unintelligent robots. But someday actually intelligent, messaging bots will be quite able to interpret natural language and give a proper answer. The ability for your company to have a dependable messaging bot would be extremely beneficial for you and your customers.

 

When bots are smart enough to communicate back and forth with customers, I know that these messaging bots will be the only realistic way to reach customers. Until then, I think that emailing will stick around… even though texting makes so much sense.

 

What are your thoughts on being texted by companies? Would you switch your company over to texting over emailing, why or why not? I would love to hear your thoughts!

 

Tess Houcher