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Lately, I’ve read a lot of articles online about how to give constructive criticism. Obviously, this is a difficult thing to do. Most of us hate doing it. But people sometimes don’t realize that it can also be difficult to give positive feedback. Sure, it’s always easier to say nice things to people, but how can we give true positive feedback that is meaningful and makes a lasting impression? Simply walking up to a co-worker and saying, “Hey, that thing you did last week was great” doesn’t really do the trick. Just like constructive criticism, positive feedback requires some structure.

1. Notice good work

Keep your eyes open for opportunities to pat your co-workers on the back. Take note when someone goes above and beyond to help you or others.

2. Approach the person right away

When recognizing someone’s work, don’t wait around. It’s difficult to remember specifics after time has passed and you may forget to do it altogether.

3. Share the impact

Tell the person how their behavior/actions helped you.

4. Share the feeling

Tell the person how their behavior/actions made you feel.

5. Motivate them for the future

Encourage them to continue doing the positive action/behavior in the future.

Remember that you don’t have to be in a managerial or supervisory role to congratulate a teammate on a job well done. Everyone likes praise. Just keep it friendly, positive and encouraging. 

I wouldn’t normally write a post simply to refer you to another website, but I’m making an exception today. If you don’t subscribe to Steve Pavlina’s blog, you’ve really been missing out. Recently, he’s been working on a series regarding career. I strongly encourage everyone to visit his site and read the following articles. I found them interesting, insightful and very motivating. Please let me know your thoughts!

Do You Have a Deeply Fulfilling Career?

How to Create a Deeply Fulfilling Career

Career Planning

Career and Committment

Exploring Career Choices

Discover Your Strengths

The Challenge of Choosing the Right Career  

Career Apathy

Of course, I also recommend that you check out my career oriented articles on Suite 101:

Defining Your Dream Job

Does Your Dream Job Really Work??

Professional Goal Setting

Balancing Work and Life

Yep, it’s that time of year where we all re-evaluate our lives, our work, our meaning. Good luck to you, my friends!

This time of year, I usually find myself swamped with big projects. It can be completely overwhelming to stare a “big project” in the face with no clue of where to begin or how to organize it. Next time you’re staring down one of these monsters (either personally or professionally), consider using the following guide to help you conceptualize and organize the various aspects involved with your project.

1. Break it down

Describe the project, set goals, state a purpose and design a general overview

2. Budget

How much do you have? How much will it cost?

3. Resources

What equipment/tools do you need, how much and by when?

4. Tasks/Sub-tasks

What are the specific actions required to get the job done?

5. Team

Who will you recruit to help? What will be each person’s role and responsibility?

6. Schedule

Create a timeline of events that need to take place to get the job done on time

7. Notes

Keep a notebook for each project where you write down notes. This will be a handy reference tool the next time you work on this project (or a similar one). When you’re all done, do a “final analysis” where you note what worked and what didn’t. This will be invaluable!

Remember to start at the beginning and just take it one step at a time. It’s very easy to put the big projects on the back burner because they take so much time and energy, it can be very intimidating. But you know what happens then - all the work piles up and it’s a mad rush at the end to get everything done. Don’t let that happen to you. Start early, be prepared, evaluate your progress regularly and take pride in the joy of a job well done.

I’ll admit it - lately, I’ve been in a negativity spiral. Things too complicated and personal to explain here seemed to pile on me all at once and when that happens, I often find my positive outlook is the first thing to wander off in search of greener pastures.

So for me, Thanksgiving comes at the perfect time. What I need is a good, old fashioned Gratitude kick-in-the-pants.

And before anyone else mentions it, yes - the origin of the holiday (which we’re taught in school began with the feast that brought the pilgrims and the Native Americans together to overcome their differences) carries a heavy weight of sarcasm considering the true nature of this historic relationship. I don’t know if kids are still taught this story. It’s my hope that Thanksgiving is taught as a celebration of the harvest - a moment to take time for giving thanks and recognizing the abundance that surrounds us. The relationship of our ancestors and the Native Americans is a separate and important issue, one to consider thoughtfully - especially in light of our current political times. However, this is not a topic for the Executive Assistant’s Toolbox.

That said, I wanted to review this idea of gratitude - why it’s important and how it can be used throughout the year, to keep us from diving into that negativity spiral when the events of life conspire against us.

Why Is Gratitude So Important?

It’s healthy!

Studies show that daily gratitude exercises (the routine of giving thanks) can help lower stress levels, improve energy, and boost mental health.

It’s productive!
Don’t we all get more done when we feel positive, full of energy and less stressed?

It’s calming!

Taking a few minutes to consciously think of the things you are thankful for will help you slow down and concentrate on something positive rather than simply on getting the next project started.

It feels GOOD!

All of these things are like little massages for your soul, heart and mind. Every piece of you will appreciate the benefits of showing gratitude.

Where Do I Start?

Starting a daily routine of showing gratitude is easy:

1. Make an effort to focus on what you have, not what you lack

2. Try to notice the little things that give you pleasure but often get overlooked

3. Start a “Gratitude Journal” in which you write a few things each day that you are thankful for

4. Keep a gratitude reminder in your pocket - it can be a pretty rock or a small token of some sort . Anytime you touch it, notice it or move it in or out of your pocket, think of something you are grateful for.

5. Tell someone important to you what it means to have them in your life

6. Make it a goal to say “thank you” 20, 30, even 50 times in one day - watch how people respond, watch how you respond to the world around you.

Gratitude In Action: 10 things I am grateful for this Thanksgiving

1. My supportive, encouraging and never judgmental boyfriend, Mr. Toolbox. There’s nothing more comforting that knowing you always have a fan, an ally, and a shoulder to cry on when needed.

2. My health and the health of my loved ones. May our good fortune continue far into the future.

3. My beautiful best friend, who makes me laugh at myself and just has that way of getting it. She’s one of those friends who has surpassed “friend” and has actually become family.

4. My family - for all the ups and downs,  I still see myself in each of them. And who wants a functional family anyway? What fun is that??

5. My job and the people I work for. There’s something very rewarding about going to a job where the  people are willing to invest in you - time, money, resources. It makes you feel as loyal as the day is long.

6. My kitties - two incredibly needy fur balls of unconditional love and affection. Hassi says “Hi” - she is intently watching my fingers type this post.  Chester says, “Do you have any food?” (He has a slight weight problem but we don’t talk about that….) Anyway, they make me want to come home and stay home.

7. Wonderful books that you can’t put down - (Get Eat, Pray, Love and read it now!)

8. My new fiction writing class that is full of talented, supportive writers who inspire me.

9. The refrigerator full of food that will likely go bad before I eat it all. How many people in the world have that luxury? I guess I lucked out somewhere …

10. The next four days off of work to be spent eating, eating, and….eating. The holiday tradition of gluttony!! Hooray!

And one to grow on… 

11. You - the readers who care enough to click on my post in their feedreader (or receive my email updates). I don’t know that I will always be able to keep this up but you guys have been very supportive and loyal and you deserve a huge “thank you”. May you be well, eat well, and give unabashed gratitude this Thanksgiving - wherever you are!!

Dear Readers,

With the inevitable craziness of the holidays approaching, I’m worried that I won’t be able to maintain my consistency with posting new content 3 times a week. With that in mind, I’d like to offer the stage to anyone who might be interested in sharing some ideas with our readers. For a list of topics to get your creative wheels turning, check out the categories list in the sidebar and review some of our most popular posts: Getting Over GTD, Energize Your Workday, Today, Stress Less! Here’s How…, and 15 Ways to Enjoy Work (a little) More.

When writing an article, try to do the following:

1. Make it informative (do something we haven’t seen before)

2. Make it interesting (entertain us - tell a personal story if you’d like)

3. Make it easy to read (use headings, sub-headings, bullet points or numbered lists)

If you think you have a great idea but aren’t sure, email me about it and I’ll give you some pointers. Please include a short introduction of yourself at the beginning. You are welcome to include a link to your personal website if you have one (it’s a great opportunity to gain some massive exposure and a lot of new friends!).

Lastly, please keep in mind that I may (or may not) end up using your submission. I reserve the rights to edit for spelling, grammer, accuracy, etc. Please try to edit on your end as well. Include a picture if you find one that works well, otherwise I will try to provide one. Unfortunately, I can’t pay anyone for submissions so the copywrite will remain yours.

I know it’s a busy time of year for everyone but let’s keep the dialogue going. We’ve got it going now, let’s not let it fade away. I look forward to hearing from some of you writers out there!

Approaching the end of the year, many of us will be looking at an upcoming professional performance review. In preparation for this, below you will find some information regarding the core competencies you may be judged on.

(Reminder: This list can be used for most office support positions, not just Executive Assistants)

Flexibility

Flexibility refers to your ability to swiftly and effectively adapt to changing situations. Most successful businesses and business leaders are continuously evolving. In order to keep up, you must also show the capability to adjust and “go with the flow”. This may mean learning new skills or tasks, or simply performing the same tasks in a new way. Typically, remaining rigid and stuck-in-your-ways is counterproductive.

When evaluating your own performance in this area, consider this: Do you find yourself fighting change, struggling to keep up? Do you feel uncomfortable when your routine is altered? OR do you thrive on the challenge of change and enjoy developing new processes? Whether you like it or not, flexibility is an important skill to have. Work on expanding your comfort zone and when things begin to shift, focus on easing into the transition, not struggling against it.

Organization

In this sense, organization means effective coordination and satisfactory performance of tasks within given timeframes. Meeting deadlines is an important part of organization. If you are unable to accomplish your given tasks or goals within the established deadlines, you will likely be viewed as unorganized. This is truly an aspect of effectiveness.   While you may keep your office meticulously tidy and you may follow rigorous routines, if you do not produce successful results, you will not be viewed as organized or effective. It essence, “organization” truly encompasses task management, time management and materials management (paperwork, office, etc.).

Teamwork

Your ability to work effectively with others will undoubtedly be examined during your year-end review. Your attitude toward your co-workers and willingness to help out (and make occasional sacrifices for the team) will impact your scores in this area. Be prepared to discuss specific circumstances in which you actively supported the team. Remember to share credit with co-workers and emphasize your dedication to group goals. Check out 5 Tips for Better Relationships at Work for a little review.

If you are an assistant working directly with one executive, you may also be evaluated based on your interactions and ability to work cohesively in your partnership with them.

Ability to be Proactive / Anticipate Needs

A critical component of any office support role is the ability to be proactive. For a quick review of what this means, read “How to Be Proactive“. This skill ensures that you are not simply reacting to situations around you, helplessly being forced to act. Instead, you are acting based on anticipated need.  In order to be proactive, you must truly know your job. You must understand and be able to predict things that impact your work.  This skill is more thoroughly developed with time. The more experience you have, the more likely you are to be able to effectively anticipate needs and be proactive.

Understanding of Broad Business Concepts

In my experience, it’s helpful to show your overall understanding for the daily operations that happen around you. Demonstrate your awareness that your job does not exist within a bubble. Along with that, showing a firm grasp of fundamental business principles that apply to your company can really prove that you are thinking “outside the box”.  Study up on the key goals of the business and learn what is happening within the industry. This will give you a broad foundation for understanding the inner-workings of the business. Use your performance review as an opportunity to ask questions and discuss the future of the industry and the company, as well as your position within it.

Communication Skills

Communication is an enormous aspect of any job. How you express yourself can truly make or break you in the professional world. Consider your own communication skills when speaking with co-workers and clients. Are you polite, professional, direct, and well spoken? Do you get your point across easily or is it frustrating to explain what you really mean? Do people respond well to you? Also, be aware of your non-verbal communication - your body language for example. Do you appear approachable and willing to learn? Don’t forget about your email and phone communication as well. The business world sets high standards on these forms of professional interaction. Be sure you are always pushing yourself to improve.

Good luck and please share more ideas in the comments!

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