Planning & Organising Skills

Planning & Organising Skills

This is the ability to manage self others and resources available resources, including time, to reach a specific

goal.

Do I Have These Skills?

You'll need to be able to prove to employers that you actually have these skills/competencies. In interviews they will ask 'competency questions' that begin with phrases such as 'tell me a time when ............. ' or 'give me an example of .............. ' Your answers are the evidence that you have what it takes.

To find out how well developed your skills are already you could try this simple exercise:

Rate yourself on each of the skill/competency stated below by using the following Rubric:

1 = I do this very well. I am consistent and successful in it

2 = I am good at this. With some practice I can make it perfect!

3 = I am getting better, but still need to work on this a bit more.

4 = I am not particularly good at this - yet!

Skills: 

• Accurately estimates time and effort required to complete a task.

• Identifies and organises systems and required resources.

• Organises personal time to carry out responsibilities.

• Maintains adequate preparation time for scheduled meetings/deadlines.

• Develops schedules and timetables with clear, specific milestones and deadlines.

• Establishes how to measure results and milestones for self.

  

Your ultimate aim is to score 1 is all areas!!

When planning and organizing be sure to prioritise!

Five simple ways to prioritise:

1.       Identify critical tasks.

2.       Arrange tasks in a logical order.

3.       Establish priorities systematically, differentiating between urgent, important, and unimportant tasks.

4.       Use a "to do" list, task plan, or similar planning devices to note action plans, deadlines, etc.

5.       Monitor & adjust priorities and/or eliminate tasks on an on-going basis.

Adopted from: http://navyadvancement.tpub.com/12045/css/12045_31.htm

Top 10 Things to Avoid In an Interview

        1. Arriving Late

Arrive at least 15 minutes early. Take the time to freshen up in the rest-room.

2. Saying too much-or too little

Speak when it is appropriate.  Do not try to take control of the conversation, but DO ask enough questions to demonstrate your interest in the company and its values.

3. Inquiring about vacation time

It’s really not appropriate to ask these types of questions on a first interview.  Wait until a time that you feel certain you are a top candidate for the position before getting down to the nuts and bolts.

4. Not being clear that you want the job.

Your attitude throughout the interview should signal to the interviewer that you are enthusiastic and   interested in the job.

5. Not being thorough in your answers regarding skills and qualifications

Give clear examples of your experiences and skills in a way that directly relates to the job you are applying for. Where and when possible use the opportunity to demonstrate your skills through a portfolio presentation.

6. Using these phrases “Umm”, “you know” and other street slangs

This is a BIG turn-off for employers.  Take a few seconds to thinking through your answer before you respond to questions. Practice before the interview, either in front of a mirror or with a friend.

7. Wearing Street clothes to an interview.  

Never wear jeans, or other casual wear to an interview.  Dress conservatively, and do not over-do it with the jewellery, make-up and perfume /cologne. Tattoos, where possible, should be hidden Portray a professional image.

8. Weak Handshake

Your handshake must be firm but not too vigorous.  You want to show that you are confident.

9. Not being prepared ahead of time

Potential employers are impressed when you demonstrate that you have done some research on the company, and that you are aware of its challenges and how you as an employee can positively impact these challenges. 

10. Don’t try to change the tone of the interview.

If the interviewer is all business or very direct, respond in the same manner.  Never try to lead the conversation in a different or more casual direction. Keep in mind that your resumé most likely landed you the interview, but acing the interview will be what will most likely land you the job!

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Adapted from http://tbassociates.wordpress.com/2011/01/26/top-10-things-to-avoid-in-an-interview/

Tips on being an Effective Problem-Solver

In the workplace when faced with a problem many seek to mask the problem, pass it on, blame it on someone else or perhaps procrastinate in dealing with the problem.

It is a fact that problems will always occur in the workplace however they must be viewed as opportunities to improve systems and the relationships.

The goal of a good problem-solving process in the professional work environment is to make the organization more "conflict-friendly" and "conflict-competent".

Here are seven (7) steps for an effective problem-solving process:

1. Identify the issues. Be clear about what the problem is. Try talking to others, as this may help to bring clarity to the identified problem.                                                                                   
2. Explore/Understand everyone's interests. Interests are the needs that you want satisfied by any given solution. In understanding everyone’s interest ask questions such as: How is this problem affecting me? How is it affecting others? Who else experiences this problem? What do they do about it?
3.  Set goals / List the possible solutions (options). This is the time to do some brainstorming. There may be lots of room for creativity. 
4. Evaluate the options. What are the pluses and minuses? Honestly! 
5. Select an option or options. What's the best option, in the balance? Is there a way to "bundle" a number of options together for a more satisfactory solution? .
6. Document the agreement(s). Don't rely on memory. Writing it down will help you think through all the details and implications.
7. Agree on contingencies, monitoring, and evaluation. Make contingency agreements about foreseeable future circumstances (If-then!). Determine how you will monitor compliance and follow-through. Assign a time period for the trial of option(s) selected and honestly evaluate periodically.

Effective problem solving does take some time and attention but less time and attention than is required by a problem not well solved. What it really takes is a willingness to slow down. A problem is like a curve in the road. Take it right and you'll find yourself in good shape for the straightaway that follows. Take it too fast and you may not be in as good shape.

Adapted from http://www.mediate.com/articles/thicks.cfm

Email Etiquette in the Business Environment

E-mail etiquette is often overlooked despite the fact that it plays an important role in conveying a professional image.

E-mails written to friends and family will be less formal and will not need to follow any particular guidelines or rules, but when writing to someone at a professional level the following guidelines and rules should be taken in to account.

1. If you do not have an e-mail address that is business like, please create one, fear it will be to your detriment. Addresses such as ‘sexy girl, star girl, wifey, saved and sanctified’ are considered to be inappropriate. Your name is most appropriate to be used in creating an e-mail address.

2.      With reference to the example above:

             a.       use a descriptive subject line; avoid leaving it blank or putting an 

                   irrelevant or general subject. Ensure that the subject is appropriate.

            b.        Address the recipient by name to add a personal touch to your letter 

                   and be sure to indicate the purpose of the e-mail.

            c.       DO NOT USE ALL CAPS!      

            d.      Avoid over using punctuation marks!!!!!!

            e.      Avoid using abbreviations such as 

                  IMHO (in my humble opinion) or TTYL 

                  (talk to you later), not even if you 

                  are familiar with the email recipient. 

           f.       Skip a line when starting a new paragraph. Avoid using tabs to signify

                a new paragraph, different email programs read tabs in different ways.

           g.      If you are sending an attachment, make note of it and describe what 

                the attachment is for in the body, some people are very wary of 

                attachments due to the threat of computer viruses.

         h.       Keep your emails as concise as possible without leaving out any

               important information.

         i.      Always leave a signature line, don't assume the person already knows 

              who you are.

        j.       Do not keep on sending the same message to the same person over and 

              over again; if they don't respond after a few days, send them an e-mail 

              inquiring if they received your first email.

       k.      Use spell check and proof read and revise your letter after it is done.

       l.       Use threads. If you get a message from someone and you are going to 

             respond, don't send a new message, simply hit the reply option on 

             your email, this keeps the original subject line with "Re:" in front of it.

      m.     If you are sending out an email to a large private list do not use 

             CC: (carbon copy) use BCC: (blind carbon copy) to protect 

             the addresses of the recipients.

           When you receive a message reply to it as soon as you have time to.