Monthly archives "July 2014"

Say no to ‘busy’!

So I’m keeping it brief today.  I’ve had various emails from family, friends and colleagues all trying to arrange lovely meet-ups in the last few days.

But because these days everyone has such busy diaries it’s been a little bit difficult to get everything to work with everyone, at times to suit everyone.

Stop being busyAnd although it goes against the grain of modern life and current trends, I’m not really a fan of ‘busy’.  I like to have a mix – a few things booked in as well as lots of free time to do with as I want, and to allow things in at the last minute, or to enjoy doing nothing in particular at my own pace.  So all this cramming in of stuff feels a bit hectic for me.

And I think it’s like that at work for me too.  There’s a trend for wanting to appear busy, frantic even – almost as if this proves to everyone around you how valuable you are, how instrumental to the company.   You have so much to do, you must be so integral to the running of the company that they’ll never manage without you, right?

Honestly?  Wrong.

Without wanting to trample on any egos, it’s just not true.  I think it was one of the partner’s at the audit firm I worked at years ago who told me that no-one was indispensable, anywhere, ever.  It’s not a new concept.  But it is an important one.  Companies will go on with or without you.  Look at Ford, still here decades after its founder passed away, or more recently Apple, still going without the iconic Steve Jobs.  So if these giants can survive without their leaders, what makes us think our company won’t survive without us?

Keeping busy, being frantic, having a ‘manic’ in-tray isn’t a guarantee of a job.  It could even be perceived as a lack of efficiency if it means you aren’t delivering what you need to, when you need to.

And it’s not good for you to be so frazzled all the time either.  Frazzled isn’t the head space where strong, rational decisions come from.  It’s where panic and fear start to breed.

So nip all of that in the bud now.  Don’t add anything unnecessary to your work schedule or home life.  Stick to what you need to get done at work, learn to say no to things that clutter up your desk, in-tray and brain but don’t add anything to your goals, or work satisfaction.

Just say no to ‘busy’ and see how much more easy your working day becomes.

Work smarter – declutter your desktop!

Office life can be overwhelming.  And your disorganised desk might be causing some of that overwhelm.  If you’re drowning under a deluge of paper, it might be time to have a little desktop declutter and reclaim your workspace!

desk clutter

  • Don’t hoard all your gadgets on top of your desk.  Split and store them by frequency of use.  Things you need all day, every day (pens, notepad, stapler maybe plus laptop/pc and phone obviously) – these should be on your desktop – they’re your family and best friends!  Things you need occasionally during the week or month (hole-punch, spare staples, bull-dog clips, month-end check list, reference books) should be within reach but shouldn’t take up desk space.  And things you never use, but need to hold on to (monthly files perhaps) can easily go somewhere else.
  • Prioritise your paperwork.  Have a system in place so you can locate what you need, quickly and easily.  Whatever works best for your needs is fine, but here’s a possible suggestion.  Have an in-tray for all new items.  keep a separate tray for work in progress, that you need to keep referring to.  And have a separate tray for completed paperwork that needs to be filed.  At the end of each day, if you have anything that can be shredded, do that.  It’s a nice way to finish off the day with a clean slate!
  • Clear out your drawers.  We’ve all been guilty of it.  Shoving that piece of paper in a plastic file, and sticking it in a drawer, out of sight and out of mind.  But if you keep doing this, it won’t take long before your drawers are overflowing, and you have to start using your precious desk space.  And then your desk becomes overcrowded and you;re back to your disorganised overwhelm again.  Once a month, take an hour at the end of the day (I used to do it on a Friday afternoon after month-end chaos was over) and go through the paperwork in your drawers – if you don’t need it, bin it.  If it needs filing, file it.  And if it needs action, put it in your work in progress tray so you don’t forget about it.

 

Office newbies – a help or a hindrance?

So one of the things I touch on in Coping with the Horroffice is the different types of work colleagues you’re likely to encounter during your working life.

office junior photocopyingThe office newbie or office junior is one of them.  And they need to be handled with care.  If the office newbie is also the office junior then use extra care!

Why?

Firstly, it’s all about first impressions.  Whilst you’re busy sighing heavily and exaggeratedly because they forgot to photocopy the other side of a double-sided document (this happened to me when a newbie was helping me pull together twenty sets of accounts that needed to be ready for the courier within the hour – it was not pleasant), they’re also judging you.  Not intentionally, but it’s something we all do.  We make a judgement based on our first impressions of people all the time.  We might alter it later, but that takes time and effort.  So think about the impression you’re making on that impressionable young colleague standing in front of you (probably feeling very silly for making the mistake in the first place).  When I found the mistake from my newbie, I laughed it off, telling them I’d done much worse when I was a newbie.  It helped relieve the tension.

Secondly, you want to build up their self-esteem, their judgement of their own abilities.  Yes, if they make mistakes (as we all do when we’re learning) you need to show them how they can improve.  But simply criticising every little thing they do might not be the best way.  Maybe try giving them a ‘feedback sandwich’ – this is where you sandwich the training (please check you’ve photocopied both sides of the document next time) in between two positive traits or outcomes (Thanks for volunteering to do this with me, I really appreciate it.  You handled that client really well.)

Thirdly, remember that the people you meet when they’re on their way up might also be people you meet when they’ve a few rungs higher than you – and you don’t want to burn any bridges unnecessarily!

I hope that helps next time you’re in charge of the newbie.

Email schemail

no emailIt’s 4pm and you haven’t got a single thing done from your to do list (which has also managed to expand to double it’s original size since this morning), and you resign yourself to another late night at the Horroffice because there’s that one thing that you absolutely have to get sorted before you can go home.

We’ve all been there (far too often, sadly).  It sucks.  Literally and metaphorically.  It drains the lifeblood from you, leaving you physically exhausted, and it sucks away any shred of enthusiasm you might have had left.

But what can you do about it?  How can you make things better?

It might not be the answer to all your problems, but here’s something worth trying.

When you get in, don’t log in to your email, at least for the first hour.

It’s hard to actually do this.   We’ve become conditioned into checking our emails every five minutes at work, and even checking them on our mobile when we’re away from the office.

But here’s why you should give it a go.  The first thing everyone does in the morning is check their email.  And often that throws the whole day, because there’s something on there you need to sort, and you start working on that.  Your own priorities and projects go out of the window.  And then you’re on your usual roller-coaster day, dealing with whatever is thrown your way.

But if you don’t check email for that first hour, and if you know exactly what you need to or want to work on for that hour, you can spend that time on the most urgent or important thing in your day and you’ll get a lot achieved before anyone comes calling for your attention.

Why?  Because everyone else will still be busy dealing with their email box.

It might not clear everything down, but at least when you hit 4pm, you’ll have one thing knocked off your list, and you might be able to leave on time for a change.

Worth a try, surely?

The newbie

Today I was thinking about my earliest office experiences.

I had come straight from University into a full-blown recession.  Permanent jobs were scarce.  Especially if you didn’t know what you wanted to do, and hadn’t walked out of a top-seeded University with a First – which was me to a T.
After sitting at home twiddling my thumbs and getting depressed at having to live under my parents roof again (no more heady hedonistic stumbling home drunk on 50p shots at the student bar), I signed up with some agencies and got a contract at a local firm for two weeks, helping them with their filing.

scared office girlI remember being so nervous on my first day, that apart from nodding when expected, I didn’t ask a single question, I didn’t speak to anyone, I didn’t even go to the loo til lunchtime, I just kept my head down and legs crossed, filing I don’t know what diligently for seven and a half hours (with one miserable thirty minute break, eating a soggy sandwich alone), and headed home the minute the clock hit 5 pm.

Looking back, I’m not sure if I came across as nervous, or just aloof.  I certainly didn’t make any effort with anyone around me.  I was far too scared to actually look up from my filing and even attempt to make eye contact.  And no-one there made an effort to chat to me either.  Maybe it just wasn’t a chatty office.

But next time you have a newbie join you, whether it’s just for a day on work experience, a couple of weeks doing the grotty jobs everyone else has been avoiding, or whether they’re starting their first ‘proper’ job, maybe take five minutes to say hello and ask them how their day is going.  It might not seem like much to you, but I promise you, I’d probably still remember if someone had made that effort with me on my first day in my first office.

What’s it all about?

So, I’m sitting here, having finished the seventh draft of the book.  It’s been sent to some kindly but keyboardcritical reviewers for their comments, and it’s time for me to sit back.

And as I do that, I can’t help but reflect ‘what’s it all about?’  What did I want to achieve with this book?  And have I done that?  Have I done the best I can, both for the book and for you, my precious reader?  And if I have done it, what is it exactly that I’ve done?

What’s it all about?

I guess, for me, it’s about finding a bit of peace, and a bit of joy.

Having worked in all the different places I’ve been lucky enough to experience, I know how much our working life affects and impacts the rest of our life.  It has to.  We spend the bulk of our days, weeks, years, and decades at work.

If what we experience in that time is hassle, pain and confusion, it’s bound to leave us feeling unhappy.  And we carry that unhappiness with us.  We carry it to our homes, our partners, our children.  We carry it in our bodies, in the way we hold ourselves, our tone of voice, our expression.

And having experienced both ends of the spectrum – having been in truly awful Horroffices as well as genuinely amazing places, I know from my own personal experience what that impact is.

So I guess my hope for the book is that it reaches the people that need it most, that will benefit from what I’ve put into it.

And my hope for you, dear reader, is that it helps you find some peace in an often fraught working life, and a way to connect back to your joy.

I’d love to hear your thoughts, and to share your journey.