Web Content Is Vital To Having an Effective Web Site

An appealing design will pull people into your web site, but it’s the content that will make them stick and become buyers. In other words: Pictures tell, but words sell. That’s why your content is one of the most important elements of your web site.

Outlining a clear strategy for your content is the initial step to creating effective content for your web site. First, identify what you want to accomplish, what information it will include and how the content will be organized.

Your site should provide information your prospects need to know to buy from you plus information you want them to know that will convince them to buy from you. Need-to-know-type content for potential customers might include information about your company, products/services, customers and testimonials.

Information that you want them to know might include work samples, frequently asked questions, press releases, reports, articles and other material that can educate them about your business. And don’t forget to include a clear and effective marketing message that will convert visitors into buyers. After all, isn’t that the primary reason for having a web site?

While your content must cater to site visitors, it should also be strategically developed for the best performance with search engines. So be sure to include the right keywords in your regular text, meta tags, headings, etc. The goal is to make your content appealing to site visitors and search engines. If you optimize your content effectively, you can keep a steady stream of free traffic flowing to your web site.

Web Content Writing Tips

One of the most important things to remember when writing content is this: Keep it simple and clear. Most people find it 30 times harder to read text on a computer screen than on paper. Also, site visitors tend to skim over web content, focusing on headlines, bold text and links. So be sure to format your web content so the information is easy for people to find, read and understand.

Here are seven smart ways to create effective Web content:

1. Be concise. Cut out extra words in sentences, get to the point and express what you need to say quickly.

2. Be conversational. Don’t use complicated words or business language no one outside your industry will understand. Just write the way you talk, so your copy will convey a friendly, comfortable and confident tone. 

3. Write in small chunks. Group ideas by topics and present them in small, manageable chunks of information. Keep your sentences as short as possible and vary the lengths so you hold readers’ interest. Then add descriptive, bold headings that will make the content easier to scan. 

4. Give good information. Most people go online to find information about their hobbies, products or other interests. Don’t waste their time by placing useless, self-serving content on your site. Make sure you provide information that’s not only interesting, but also educational and enriching. (In fact, many search engines won’t consider listing sites into their databases if they lack useful information.)

5. Use descriptive links. Go beyond the typical "click here" link on your Web pages. Try something like: “Take our demo,” “Get a sample,” or “ Order now!” Not only is this more engaging, but it can enhance your performance with search engines.

6. Link to complementary Web sites. Include links to Web sites that offer supplementary (not competing) information. This will not only benefit your site visitors, but it also can boost your search engine ranking.

7. Keep your content fresh. Keep the information on your site interesting and updated so visitors will have a reason to come back.

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Copyright 2006, Kate Smalley

Connecticut Secretary

http://www.connecticutsecretary.com

kms@connecticutsecretary.com

Transcription Services and Freelance Secretarial Support Services

Posted by Kate Smalley at 03:36 PM | Permalink

Less than a year ago, most people had never heard of podcasting. Yet, the podcasting audience will reach 10 million this year and 50 million by 2010, projects online researcher eMarketer.

So what’s all the hype about? And what does podcasting mean anyway?

Podcasting is simply a way to publish media files online to enable users to subscribe to a feed and receive files automatically as they’re released. Essentially, podcasting is about creating content—audio or video—for an audience that wants to listen when, where and how they want. It involves the transmission of all types of media—whether it be music, a weather forecast, a comedy sketch or interviews.

Podcasting is an interesting term comprised of the words "iPod" and "broadcasting." The name came about simply because of the popularity of Apple Computer's best-selling portable digital audio player, the iPod. Despite its name, no over-the-air broadcasting is required for podcasting. And neither podcasting nor listening to podcasts requires an iPod or other portable player. You can listen to podcasts with any MP3 player or your PC and Ipod application.

How Podcasting Differs from Regular Broadcasting

Subscribing to podcasts allows users to collect programs from a variety of sources for listening or viewing offline at whatever time and place is convenient to them. In contrast, conventional broadcasting provides only one source at a time, and the time is determined by the broadcaster.

There are two main features that make a podcast different from a standard audio download. For one, it's not just one audio file, it's a recurring "show" with new "episodes" posted as time goes by. Also, it uses continuous RSS technology. So when a new episode is available, your podcasting program (such as iTunes) gets notified and either alerts you or downloads the information automatically if you’ve subscribed. When you connect your iPod to your computer, the episodes go onto your iPod and you can listen to them. Or you can listen to them on your computer using your music application.

The beauty of podcasts is that you don’t have to be limited to commercial-filled radio. Instead, you can have everything you’re interested in hearing or viewing delivered right to your Ipod. You could listen to the morning news cast at midnight…hear DJ mixes from Paris, France or listen to comedy skits on your way to work—all without a single commercial interruption.

It’s easy to locate available podcasts. One easy way to find podcasts is to use the Podcast Directory in iTunes. These automatically-updated podcasts can then be easily synchronized to your iPod for offline listening. There are also many directories that list available podcasts, and also allow submission of a podcast feed if you have one. Some of the more popular podcast directories are www.podcastalley.com, www.podcast.net, www.openpodcast.org and www.podcastdirectory.com.

Instead of just subscribing to podcasts, you could also create podcasts to promote your business. You don't have to be a professional to create podcasts. You simply have to be able to record and translate a recording into an MP3 file and upload it to the internet.

If you’re a life coach, for example, you could create a podcast to highlight your area of expertise and help your target audience solve issues. “Podcoaching” could help you showcase your coaching skills, build rapport with a broader audience and gain new clients.

Whether you’re interested in being a podcaster or subscriber, podcasts are a valuable tool for sharing information.

Posted by Kate Smalley at 09:24 AM | Permalink

Walking this Road Together

Never have I been in the position of making as many critical decisions as I am now - at the helm of my own business. I never imagined that providing freelance secretarial services could be such a busy endeavor! When I first started it was so incredibly difficult to obtain that first client. I spent hours each week churning out newsletters, post card mailings, and publicity material of all sorts. Additional hours were spent fine tuning my sales pitch and presentation, practicing my elevator speech, reviewing my skills, and spreading the word about my services and planned business. I was so incredibly motivated to get that first customer and get on the road to wherever.
 

I was no longer under a corporate umbrella. It was just me now, and I had taken the plunge. That first client did come along, and I still have the account today. Then I gained my next client, and the next. Word was spreading, and the power of referral sales hit home. I had heard how high your closing percentage climbs when someone you work for refers you to a friend or associate. Wow, it was amazing to actually experience it in motion. Why do people have a problem getting referral sales? Because they do not ASK. Ask for referrals and ask often, you will be quite pleased with the results. Now that that has been said, please do not neglect giving referrals in return. Ask your customers how you might best refer them, and what their ideal customer would be. Start this process today and never stop. It will certainly build business and good will with everyone you encounter.

Now I am busy each day serving my customers. I truly love this business I have created, and the flexibility and creativity it allows me has surpassed my expectations. I wake up each and every morning anticipating another good day at work, another project, a new contact, or a welcome opportunity to learn something new. Something has changed though, and it has happened very subtly. No longer do I spend hours each week creating new marketing and promotional materials or poring over advertising strategies. I no longer grab a promotional package and head into a business office for cold calling, nor do I engage in cold calling on the telephone. I surprised myself with the new business I was able to generate by just getting on the phone and calling around.

I realize I am busy serving my customers, but am I missing something by cutting back so drastically on my marketing endeavors? Can I use the excuse that I am too busy for that anymore? Should I be constantly churning out a percentage of promotional materials to ensure my future viability? No matter how busy I am, each and every day I have a conscious choice to spend my time focusing on activities that will result in additional sales for my business, which will result in vibrant future growth. It only makes sense that the results and business I am enjoying now were only obtained by the groundwork I laid back when I was brand new, and that to continue on this road I should continue marketing and promoting my business and my services.

Let's not lose the conviction and drive we had when we were brand new. Let's not get so busy within our daily routines that we hesitate to reach out and expand ourselves, or get involved with additional activities that will grow our business. Let's purpose in our minds and in our hearts to continue on this path we have chosen. Let's do everything possible to continue to nurture and strengthen our business and future viability by choosing to do those things that will result in those additional sales that we once worked so hard for. The last item that I have never forgotten is to never lose the excitement and anticipation that accompanies gaining new clients and helping them succeed.

Copyright 2003
Kate Smalley
Connecticut Secretary
Freelance Transcription Services, Podcast Transcription and Secretarial Support Services
kms@connecticutsecretary.com
http://www.connecticutsecretary.com

Posted by Kate Smalley at 08:31 PM | Permalink

The Key To Enhancing Meetings, Conferences, Presentations And Other Events

An increasing part of my duties in providing freelance secretarial services to companies has been with transcription. As principal of Connecticut Secretary, I have noticed a tremendous jump in the number of requests for transcription services. And I have benefited from the increased knowledge these projects have provided regarding what makes a meeting successful.

Connecticut Secretary has a complete office devoted to secretarial support and transcription services in a variety of formats. We have transcription equipment to handle projects in digital and tape format — both micro and standard cassette tapes. New digital technology has allowed companies to email or upload audio to my server, allowing a fast turnaround in services.

Benefits Of Outsourcing Transcription Services

A manager at one company told me that approximately $40 billion to $60 billion is spent annually on transcription services, and much of that is outsourced to companies like mine. This outsourcing provides a tremendous cost savings to companies. They don’t have to pay insurance, benefits, or vacation pay to secure my services, and I am there when they need me, on a job-by-job basis. They also don’t have to spend money training me, and I work on my own equipment from my own office — which is an added bonus since they don’t have to worry about paying workers compensation insurance on my behalf.

Advantages Of Transcribing Meetings 

That same manager indicated that he spends approximately 40 to 50 percent of his time in meetings. Prior to his experience with recording and transcribing the audio, he had felt that this was unproductive time. But once he realized the benefits of transcribing the meetings and conference calls into hard copy, he felt much differently. Now he can utilize the points and areas covered in greater detail, distribute the copy to participants for additional review and clarification, and take action on specific items with greater clarity.

The transcribed material provided action items that individuals were personally responsible for — enhancing productivity among participants almost immediately. He found that he also benefited when meeting with his supervisors or board members, as he could provide a detailed overview of what was covered in the meetings and give focused presentations in executive-level strategy sessions.

Benefits Of Transcribing Conference Calls And Presentations

I have also transcribed audio from conference calls and presentations where not all of the office staff could be in attendance. The manager indicated that this gave him the opportunity to share the materials covered with his entire staff, as he could distribute the materials throughout the office when he returned. He also held meetings afterward, allowing office staff to review the transcription. They were able to discuss the event, expand upon the items and topics covered and explored how certain actions could impact the company if undertaken. This is a fantastic avenue of team building and involving staff with opportunities to learn and discuss the information presented as a group.

Five Strategies For Having A Successful Meeting 

1. The most successful meetings are prepared in advance with agendas. The agendas should focus on what will be covered during the meeting, as well as provide a brief overview of areas of discussion and indicate who will be speaking. A good meeting allows audience participation and provides ample time for individuals to discuss topics of interest. The agenda also provides some background information, so that meeting participants can come to the meeting well prepared and ready to participate.

1. Good meetings start and end on time, with courtesy reminders to participants. This respects the fact that most people have a full schedule, and allows them to move on to other areas they have committed to, without having to feel that they are disrupting the meeting by leaving before the session is over and everyone has been allowed to speak.

1. Good meetings are action oriented. Participants are allowed to take action for each agenda item before the meeting is over. They can decide what actions need to be taken and who is responsible. This is where transcribing meetings is a tremendous benefit to everyone involved. Good meetings allow tasks to be assigned as they arise during the meeting, so you don’t loose sight of them as the conversation expands. To keep the meeting properly focused, all off-topic statements or discussions can be added to follow-up action items.

1. To have an effective meeting you must also record and transcribe the minutes, and document the group's decisions. All assigned action items will be documented and distributed to attendees to follow through to completion. This fosters a sense of responsibility and prevents any misunderstanding of who is handling what project. It’s a good idea to distribute these transcribed minutes in a timely manner to all participants.

1. The last step to a good meeting is to say thank you! Remember to thank participants for attending the meeting, and especially those who have shared information and contributed to the discussion. Recognize the efforts of all involved at the end of the meeting, and the entire group will leave feeling positive and ready to take action on the items covered.

Final Points To Ponder

Try to help everyone feel involved in meetings — as if they have a voice. Give them the responsibility to tackle projects, as well as recognition for their contributions. If you follow these guidelines, you’ll discover that participation in meetings will increase, attendees will show up on time and ready to discuss agenda items, and productivity will jump. I’ve received positive feedback time and time again from individuals who have never used transcription services. And I have felt very positive to have been involved in the process.

Please remember Connecticut Secretary when you decide to capitalize on the power of transcription for your next meeting, presentation, conference call or event! I look forward to hearing from you!

Best Regards,

Kate Smalley

Kate Smalley
Connecticut Secretary
P.O. Box 896
Branford, CT  06405

kms@connecticutsecretary.com
203.641.3739

Posted by Kate Smalley at 08:29 PM | Permalink

I never knew what an executive coach was prior to launching my own secretarial support business. As I started working with different organizations and executives I learned more about the field of executive coaching services. I have learned that coaching is not only for the upper-level manager or executive, but it is for anyone who might need clarity, direction, or help with achieving goals on any level. Executive and Personal Coaching involves so many areas that it would be impossible to list them all.

For the upper level manager or executive it might provide a level of accountability that they might not have otherwise, and through this accountability give them more of an incentive to achieve their goals within a set time frame, or reach that next level, or it might help by just having someone to confidentially share their strategies with as a sounding board. Although coaching in the business environment usually does not focus on personal issues the majority of the time, it certainly can provide assistance in that area by improving effectiveness in many other areas, and reducing the overall stress that that person is under on a day-to-day basis. This certainly has a direct impact on the whole individual, not to mention the health benefits of overall stress reduction.

This performance-based coaching can help individuals achieve success on their own terms, allowing them to retain control of certain areas and maintain their own comfort level. At times is is obviously necessary to move outside of your comfort level to obtain results. Coaching not only seeks to constantly improve an individual's level of effectiveness, but it also examines that person's areas of success to reinforce areas of excellence by recognizing and building upon them.

From what I have heard, coaching helps develop and refine new skill sets that can help anyone navigate through the daily challenges of running a business, managing employees, making that career change, and overcoming the various obstacles that may be hindering us from achieving our goals. We each view situations differently based on our various experiences and environments. Executive coaching can provide a means of uncovering areas that we might not be seeing as clearly as we should, or areas of decision making where we might not fully understand or realize the final consequences of our actions.

Some individuals involved in management have commented on how becoming involved with Executive Coaching has improved their effectiveness to such a degree that it has had a noticeable effect on their morale, job satisfaction, and performance, and that they are able to see the big picture for the first time in regards to their future and goals. To take that comment a step further, these managers have also recognized a positive change in the way they managed people. Their employees were more satisfied as a direct result of the manager making improvements and adopting new management techniques and communication styles throughout their department or business.

A few questions for us all:

Where are you now? Where do you want to be in five years time? How will you get there? Will you know when you get there? How satisfied are you with your job? What steps can you take to get where you want to go both personally and professionally?

There are so many levels we can go into: The workaholic, time management issues, lacking goals, always being in emergency mode, not being able to relax outside of business hours, being dissatisfied with your job or career choice, problems dealing with co-workers or partners, communication problems, and the list can go on.

Parting thoughts:

A research study concludes that training combined with coaching increased productivity by 88%! (Gerald Olivero, K. Denise Bane, & Richard E. Kopelmann; Public Personnel Management; Washington; ISSN:00910260). The same ‘97 study concluded that training alone increased productivity by 22.4%.

In his book, "The 7 Habits of Highly Effective People," Stephen Covey tells us that most of us desire to be understood but that we do not seek to understand. Perhaps if we can change this behavior it would lead to tremendous improvements in our business and personal lives.

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Posted by Kate Smalley at 08:20 PM | Permalink

What is a Virtual Assistant or Freelance Secretary?

More and more, experts are discovering the developing importance of working with a team of people who are specialized in their fields.  It is becoming a necessity to build a group of knowledgeable, capable team members for performing the various services and procedures.  To specialize means that each element of a business becomes both effective and efficient.  This explains the recognition that specialists are receiving by the business community, and the ways in which they are contributing to the businesses bottom line, and why generalists are rapidly being replaced by these focused experts.   It is simply accepted as the logical choice for any company that seeks well-run efficacy.

Every business day becomes that much stronger, more efficient and rewarding when instead of having team members concentrate on elements of the business in which they have no expertise, these issues are dealt with by a specialist who can complete the project in a timely manner, and with inherent superiority.

A popular example of such specialization among the business community is the way in which a full-service, freelance secretarial administrative support service provider can improve upon a company’s current work structure.   While the non-expert members of a company may usually have to turn away from their areas of specialization in order to perform additional tasks that are challenging, time-consuming and altogether tedious, a freelance secretary can take on that company’s entire team’s worth of administrative support material, and can use his or her unique, proficient skills in order to handle that work and allow the other team members to forget about them until they are completed.

Freelance secretaries with good technical skills can service businesses throughout the United States through the use the internet and email services.  Therefore, no matter where a business is located, or if it has many branches in different locations across America, Connecticut Secretary is capable of working with them all, while putting into practice their deep understanding of the finer points of transcription, secretarial, and administrative support services. This leads to a comprehension of a company’s specific needs, so that they may concentrate and give attention to their business instead of misusing their valuable time on administrative tasks.

Finding a qualified, quality freelance secretary for support work in your business can be a daunting task.  Fortunately, with the assistance of the Internet and the World Wide Web, a simple search can help you to locate a freelance secretary in your area, or one who is willing to provide service to your area, no matter your location. 

There are many different freelance secretaries out there, and not all are created equal.  For this reason, it’s important to look into references and feedback, while checking to see that there is a broad range of services provided, as well as fair pricing and turn-around times.  Contact information should be readily available on the website, and samples of the work should also be very accessible, in order to be able to gauge the freelance secretary’s skill and accuracy.  Additionally, if you have any questions, ask!  A good freelance secretary should be able to answer all of your questions in a timely manner, whether over the telephone or through e-mail.

Posted by Kate Smalley at 08:19 PM | Permalink

   Fostering teamwork is a top priority for many leaders, according to Suzanne Willis Zoglio, Ph.D., the author of Teams At Work: 7 Keys to Success, The Participative Leader. There are obvious benefits: increased productivity, improved customer service, more flexible systems and employee empowerment.

   A team is a group of people working towards a common goal. Generally, the objectives that a team sets out to accomplish can’t be effectively achieved by individuals. Think of it this way: TEAM = Together Everyone Achieves More.

   Within a business, every employee serves as a crucial member of the company’s team. No matter where you are on the corporate ladder, you add intrinsic value to your organization through your strengths, talents, gifts and other assets.

   Some companies are taking a more impersonal approach to evaluating the assets of prospective and current employees. They employ high-tech data mining programs or personality tests to “crunch” information about employees’ skills, qualifications, experiences, workload and performance to assess their integrity, loyalty and satisfaction. Or, job candidates are being analyzed to predict their potential fit within the company’s culture.    

   This non-personalized approach to evaluation provides a quick, automated way to size up individuals. But it leaves less room for human instinct, which can be an important barometer of an employees true value.

Realizing Your Own Strengths, Talents and Gifts

   Despite what any data mining software may construe, your contributions as an employee form an integral link in the chain of your company’s success. And it’s important to understand the true value that you lend to your corporate team.

   Whether you’re part of a companywide or smaller work group, you should understand your role and responsibilities as a valued member. Picture yourself as a single, unique Lego building block that can help form a wonderful creation when connected to other pieces. But you have to be willing to add your block to the pile, so others can build on it to produce a masterpiece.

   It works the same way with our skills and talents. All of us have different abilities and unique perspectives that can be instrumental in solving complex problems. For example, if you’re an excellent organizer and coordinator, you should be open to using these skills to produce a smooth work flow within your department or project work group.

   At the same time, you should acknowledge and appreciate the contributions of other members of your team. Rather than hinder, try to help teammates employ their skills to the fullest. No one person knows and can do everything. Think of these quotes relating to teamwork:

•  “Coming together is a beginning. Staying together is progress. Working together is success.”  Henry Ford
• “We must indeed all hang together, or, most assuredly, we shall all hang separately.” Benjamin Franklin

• “If I could solve all the problems myself, I would.” Thomas Edison, when asked why he had a team of twenty-one assistants
• “The strength of the team is each individual member...the strength of each member is the team.”  Coach Phil Jackson - Chicago Bulls

•  “None of us is as smart as all of us.” Ken Blanchard
   

How To Help Build A Winning Team

   So how do you help build an effective team that contributes to a positive, successful work environment? Here are four tips to help you:

Contribute. Everyone is responsible for the success of their team. At group meetings, for example, be an active participant who contributes valuable content. If you’re not familiar with the discussion topic, silently observe the team's process and find ways to facilitate its progress. 

Communicate. Good communication is essential to success in the workplace. We’ve all had experiences of hearing the wrong message, assuming incorrectly, misinterpreting others' behaviors and feeling offended. That’s why it’s important to use clear communication, as well as active listening skills with fellow team members. Don’t just seek to be understood, but also seek to understand.

Be Committed. Commitment equals buy-in. A good work team needs to agree on and believe in its basic purpose — its mission or reason for existing. Work teams that have clarity of purpose can easily visualize their connection to organizational success. With strong commitment to move toward the same goal, the team creates a synergy — a force that is greater than the combined energy of its individual members.

Be Supportive. Good work teams are like close-knit families. They require acceptance, nurturing, patience and support. They won't always agree and often need to compromise their personal preferences to achieve the best results. Effective work teams need continued support and feedback to stay focused and to feel good about what they are doing. For a team to reach its full potential, members must be able to share their thoughts and ideas, and to see that these are valued and heard.  

Copyright 2004
Kate Smalley
Connecticut Secretary
Administrative Support Needs – Transcription Services – Virtually!
http://www.connecticutsecretary.com
kms@connecticutsecretary.com

Posted by Kate Smalley at 08:17 PM | Permalink

If you’ve been in the business world any time at all, you’re bound to have at least one story about how poor communication jeopardized or even killed part of your business.  The inability to communicate has always been a challenge in companies, and the advent of technology to make communication possible 24 hours a day, seven days a week hasn’t necessarily made it easier. In some ways, technology has just given us more ways to miscommunicate! 

Here are five tips to improve your business through better communication.  No matter whether you are the Great Communicator or a person who has a difficult time putting thoughts into words, you can get a better handle on your company and your productivity by being aware of critical communications issues. 

1.   Be aware of others’ communications issues.  Whether it’s a client or a co-worker, be aware of any particular challenges they may have with communication.  A co-worker who is dyslexic may be able to compensate most of the time, but it will be more difficult for her to read at the end of the day when she’s tired.  Leave her voice mails after 3 p.m.  A customer doesn’t know how to keyboard, so don’t expect long emails from him.  Call or meet with him when you need critical information.

2.   Address your internal communications issues.  Most companies have a myriad of challenges when it comes to communication, from disappearing executives who don’t tell anyone where they are going to employees who don’t share critical information with co-workers.  Write a weekly email newsletter to keep your employees up to date on changes or issues.  Make sure all employees have cell phone numbers of every staff member available at all times.  Require periodic reports from uncommunicative employees.

3.   Make meetings productive with an agenda and a report.  Whether it’s an internal staff or client meeting, keep it on track with an agenda.  Nothing gets accomplished in staff meetings without a focus, and an agenda helps with that.  Make sure every agenda has a short time allocated to discuss new business.  After the meeting, write a report, or minutes, so everyone is on board with decisions made during your time together.

4.   Get it in writing.  This is a basic tenet of business, but we all forget it from time to time.  Don’t let someone pass you in the hall at the office and ask you to do something – tell them to send you an email.  Have clients sign off on work by emailing or faxing their approval.  Put everything in writing and make sure that anyone affected by actions in the document are aware of their role and that they put it in writing, too!

5.   Don’t rely too much on technology.  Who hasn’t been the victim of a crashed hard drive, a cell phone dropped in a coffee cup, a misplaced PDA or a stolen laptop?  As great as technology is, backup systems are imperative.  Be sure you have yours in place!

Any business guru will tell you that better communication means fewer delays, upset customers and improved productivity.  That means a better bottom line and a lot fewer headaches!

Copyright 2004

Kate Smalley, Connecticut Secretary

kms@connecticutsecretary.com

http://www.connecticutsecretary.com

Freelance Secretarial and Transcription Services

Posted by Kate Smalley at 08:16 PM | Permalink

If you’re a supervisor, you can’t possibly handle all of the work of your department directly. That’s why effective delegating is one of the most vital skills you can possess. In fact, it’s absolutely crucial to your success.  

Consider these words by steel tycoon Andrew Carnegie: "The secret of success is not in doing your own work, but in recognizing the right man to do it."

So what exactly is delegating? It’s simply the act of entrusting an activity to another person. More specifically, delegation is the downward transfer of formal authority from superior to subordinate. You empower an employee to act for you, while you remain accountable for the outcome.

Effective delegation involves the following process: working with an employee to establish goals, granting them sufficient authority and responsibility to accomplish the goals, often giving them the freedom to decide how the goals will be achieved, being available as a resource to help them with the assignment, and evaluating and rewarding their performance.

Benefits of Delegating

If you’re a new supervisor, delegation can be a major challenge because you might be apprehensive about giving up control or lack confidence in others’ abilities. But effective delegating offers a variety of benefits. It will free up some of your time, enhance your leadership skills, plus help subordinates expand their capabilities — all of which will benefit your company overall.

Nine Steps to Effective Delegating

To help you delegate more effectively, here are some suggestions from Thomas R. Horton, the author of Delegation and Team Building: No Solo Acts Please, and other experts:

1. Decide what tasks need to be delegated. Delegate any task — from administrative to technical — that someone else can perform better. Hand off jobs you dislike the most, that are least critical to the performance of your job or that will provide valuable experience for subordinates. But never delegate any task that would violate someone else’s privacy.

2. Choose the right person for the job.  Assess the skills and capabilities of subordinates and assign the task to the most appropriate person. Be sure to delegate the entire task because this gives the subordinate added responsibility and increases their motivation.  

3. Define the scope of the work and set expectations.  Give detailed explanations for what the job involves; including all key points. Provide information on what, why, when, who, where and how and clearly specify your preferred results. Write this information down.

4. Set deadlines.  Employees will usually feel more responsible for a task when they’re held accountable. With no deadline, people tend to procrastinate and lose motivation. So help delegates set reasonable deadlines. 

5. Identify methods for follow-up.  Work with your employees to set a time for review of performance, such as a meeting to check progress or a phone call to see if they have any questions. The follow-up should be mutually determined at the start. This way, subordinates know you are not trying to micromanage, but instead are trying to determine how work is progressing. 

6. Train delegates, if necessary. Make sure delegates know how to do the assignment. If they don’t, provide the necessary training. The initial training may take more time than doing it yourself. But it will benefit you and them in the long run.   

7. Delegate responsibility and authority — not methods.  As a leader, you need to grant your delegates the responsibility to make everyday decisions. Have trust in them and try to give them the freedom to work without you looking over their shoulders. Also, let subordinates complete tasks in the manner they choose, as long as the results are what you have specified. Otherwise, they might feel unmotivated and powerless if they have no room to think creatively and act as they see best. 

8. Evaluate performance.  After the assignment has been completed, evaluate results, not methods. Evaluate the task based on the expectations and standards set when it was delegated. If certain aspects were left out when you initially defined the job, don’t hold delegates responsible. Work with your employees to determine how you and they feel about how the performance turned out and how it can be improved.

9. Acknowledge accomplishments and provide recognition.  Always give recognition and praise for the work delegates have done.  By recognizing their efforts and letting them know you appreciate them, they will take greater pride in their work and may be more willing to help with assignments in the future.

Copyright 2004, Kate Smalley
Connecticut Secretary
Freelance Secretarial and Transcription Services
http://www.connecticutsecretary.com
kms@connecticutsecretary.com

Nine Steps to Delegating Effectively as a Business Owner

If you’re a business owner, you can’t possibly handle all of your company's work directly. That’s why effective delegating is one of the most vital skills you can possess. In fact, it’s absolutely crucial to your success.  

Consider these words by steel tycoon Andrew Carnegie: "The secret of success is not in doing your own work, but in recognizing the right man to do it."

So what exactly is delegating? It’s simply the act of entrusting an activity to another person. More specifically, delegation is the downward transfer of formal authority from superior to subordinate. You empower an employee or subcontractor to act for you, while you remain accountable for the outcome.

Effective delegation involves the following process: working with an employee or subcontractor to establish goals, granting them sufficient authority and responsibility to accomplish the goals, often giving them the freedom to decide how the goals will be achieved, being available as a resource to help them with the assignment, and evaluating and rewarding their performance.

Benefits of Delegating

If you’re a new business owner, delegation can be a major challenge because you might be apprehensive about giving up control or lack confidence in others’ abilities. But effective delegating offers a variety of benefits. It will free up some of your time, enhance your leadership skills, plus help employees and subcontractors expand their capabilities — all of which will benefit your company overall.

Nine Steps to Effective Delegating

To help you delegate more effectively, here are some suggestions from Thomas R. Horton, the author of Delegation and Team Building: No Solo Acts Please, and other experts:

1. Decide what tasks need to be delegated. Delegate any task — from administrative to technical — that someone else can perform better. Hand off jobs you dislike the most, that are least critical to the performance of your job or that will provide valuable experience for subcontractors. But never delegate any task that would violate someone else’s privacy.

2. Choose the right person for the job.  Assess the skills and capabilities of subcontractors and assign the task to the most appropriate person. Be sure to delegate the entire task because this gives the subcontractor added responsibility and increases their motivation.  

3. Define the scope of the work and set expectations.  Give detailed explanations for what the job involves; including all key points. Provide information on what, why, when, who, where and how and clearly specify your preferred results. Write this information down.

4. Set deadlines.  Subcontractors will usually feel more responsible for a task when they’re held accountable. With no deadline, people tend to procrastinate and lose motivation. So help set reasonable deadlines.

5. Identify methods for follow-up.  Work with your subcontractors to set a time for review of performance, such as a meeting to check progress or a phone call to see if they have any questions. The follow-up should be mutually determined at the start. This way, subcontractors know you are not trying to micromanage, but instead are trying to determine how work is progressing. 

6. Train subcontractors, if necessary. Make sure subcontractors know how to do the assignment. If they don’t, provide the necessary training. The initial training may take more time than doing it yourself. But it will benefit you and them in the long run.   

7. Delegate responsibility and authority — not methods.  As a leader, you need to grant your subcontractors the responsibility to make everyday decisions. Have trust in them and try to give them the freedom to work without you looking over their shoulders. Also, let subcontractors complete tasks in the manner they choose, as long as the results are what you have specified. Otherwise, they might feel unmotivated and powerless if they have no room to think creatively and act as they see best. 

8. Evaluate performance.  After the assignment has been completed, evaluate results, not methods. Evaluate the task based on the expectations and standards set when it was delegated. If certain aspects were left out when you initially defined the job, don’t hold subcontractors responsible. Work with your subcontractors to determine how you and they feel about how the performance turned out and how it can be improved.

9. Acknowledge accomplishments and provide recognition.  Always give recognition and praise for the work subcontractors have done.  By recognizing their efforts and letting them know you appreciate them, they will take greater pride in their work and may be more willing to help with assignments in the future.

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Copyright 2004, Kate Smalley
Connecticut Secretary
http://www.connecticutsecretary.com
kms@connecticutsecretary.com
Freelance Secretarial and Transcription Services

Posted by Kate Smalley at 08:15 PM | Permalink

Web Content Is Vital To Having an Effective Web Site

An appealing design will pull people into your web site, but it’s the content that will make them stick and become buyers. In other words: Pictures tell, but words sell. That’s why your content is one of the most important elements of your web site.

Outlining a clear strategy for your content is the initial step to creating effective content for your web site. First, identify what you want to accomplish, what information it will include and how the content will be organized.

Your site should provide information your prospects need to know to buy from you plus information you want them to know that will convince them to buy from you. Need-to-know-type content for potential customers might include information about your company, products/services, customers and testimonials.

Information that you want them to know might include work samples, frequently asked questions, press releases, reports, articles and other material that can educate them about your business. And don’t forget to include a clear and effective marketing message that will convert visitors into buyers. After all, isn’t that the primary reason for having a web site?

While your content must cater to site visitors, it should also be strategically developed for the best performance with search engines. So be sure to include the right keywords in your regular text, meta tags, headings, etc. The goal is to make your content appealing to site visitors and search engines. If you optimize your content effectively, you can keep a steady stream of free traffic flowing to your web site.

Web Content Writing Tips

One of the most important things to remember when writing content is this: Keep it simple and clear. Most people find it 30 times harder to read text on a computer screen than on paper. Also, site visitors tend to skim over web content, focusing on headlines, bold text and links. So be sure to format your web content so the information is easy for people to find, read and understand.

Here are seven smart ways to create effective Web content:

1. Be concise. Cut out extra words in sentences, get to the point and express what you need to say quickly.

2. Be conversational. Don’t use complicated words or business language no one outside your industry will understand. Just write the way you talk, so your copy will convey a friendly, comfortable and confident tone. 

3. Write in small chunks. Group ideas by topics and present them in small, manageable chunks of information. Keep your sentences as short as possible and vary the lengths so you hold readers’ interest. Then add descriptive, bold headings that will make the content easier to scan. 

4. Give good information. Most people go online to find information about their hobbies, products or other interests. Don’t waste their time by placing useless, self-serving content on your site. Make sure you provide information that’s not only interesting, but also educational and enriching. (In fact, many search engines won’t consider listing sites into their databases if they lack useful information.)

5. Use descriptive links. Go beyond the typical "click here" link on your Web pages. Try something like: “Take our demo,” “Get a sample,” or “ Order now!” Not only is this more engaging, but it can enhance your performance with search engines.

6. Link to complementary Web sites. Include links to Web sites that offer supplementary (not competing) information. This will not only benefit your site visitors, but it also can boost your search engine ranking.

7. Keep your content fresh. Keep the information on your site interesting and updated so visitors will have a reason to come back.

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Copyright 2006, Kate Smalley

Connecticut Secretary

http://www.connecticutsecretary.com

kms@connecticutsecretary.com

Transcription Services and Freelance Secretarial Support Services

Posted by Kate Smalley at 03:36 PM | Permalink

Less than a year ago, most people had never heard of podcasting. Yet, the podcasting audience will reach 10 million this year and 50 million by 2010, projects online researcher eMarketer.

So what’s all the hype about? And what does podcasting mean anyway?

Podcasting is simply a way to publish media files online to enable users to subscribe to a feed and receive files automatically as they’re released. Essentially, podcasting is about creating content—audio or video—for an audience that wants to listen when, where and how they want. It involves the transmission of all types of media—whether it be music, a weather forecast, a comedy sketch or interviews.

Podcasting is an interesting term comprised of the words "iPod" and "broadcasting." The name came about simply because of the popularity of Apple Computer's best-selling portable digital audio player, the iPod. Despite its name, no over-the-air broadcasting is required for podcasting. And neither podcasting nor listening to podcasts requires an iPod or other portable player. You can listen to podcasts with any MP3 player or your PC and Ipod application.

How Podcasting Differs from Regular Broadcasting

Subscribing to podcasts allows users to collect programs from a variety of sources for listening or viewing offline at whatever time and place is convenient to them. In contrast, conventional broadcasting provides only one source at a time, and the time is determined by the broadcaster.

There are two main features that make a podcast different from a standard audio download. For one, it's not just one audio file, it's a recurring "show" with new "episodes" posted as time goes by. Also, it uses continuous RSS technology. So when a new episode is available, your podcasting program (such as iTunes) gets notified and either alerts you or downloads the information automatically if you’ve subscribed. When you connect your iPod to your computer, the episodes go onto your iPod and you can listen to them. Or you can listen to them on your computer using your music application.

The beauty of podcasts is that you don’t have to be limited to commercial-filled radio. Instead, you can have everything you’re interested in hearing or viewing delivered right to your Ipod. You could listen to the morning news cast at midnight…hear DJ mixes from Paris, France or listen to comedy skits on your way to work—all without a single commercial interruption.

It’s easy to locate available podcasts. One easy way to find podcasts is to use the Podcast Directory in iTunes. These automatically-updated podcasts can then be easily synchronized to your iPod for offline listening. There are also many directories that list available podcasts, and also allow submission of a podcast feed if you have one. Some of the more popular podcast directories are www.podcastalley.com, www.podcast.net, www.openpodcast.org and www.podcastdirectory.com.

Instead of just subscribing to podcasts, you could also create podcasts to promote your business. You don't have to be a professional to create podcasts. You simply have to be able to record and translate a recording into an MP3 file and upload it to the internet.

If you’re a life coach, for example, you could create a podcast to highlight your area of expertise and help your target audience solve issues. “Podcoaching” could help you showcase your coaching skills, build rapport with a broader audience and gain new clients.

Whether you’re interested in being a podcaster or subscriber, podcasts are a valuable tool for sharing information.

Posted by Kate Smalley at 09:24 AM | Permalink

Walking this Road Together

Never have I been in the position of making as many critical decisions as I am now - at the helm of my own business. I never imagined that providing freelance secretarial services could be such a busy endeavor! When I first started it was so incredibly difficult to obtain that first client. I spent hours each week churning out newsletters, post card mailings, and publicity material of all sorts. Additional hours were spent fine tuning my sales pitch and presentation, practicing my elevator speech, reviewing my skills, and spreading the word about my services and planned business. I was so incredibly motivated to get that first customer and get on the road to wherever.
 

I was no longer under a corporate umbrella. It was just me now, and I had taken the plunge. That first client did come along, and I still have the account today. Then I gained my next client, and the next. Word was spreading, and the power of referral sales hit home. I had heard how high your closing percentage climbs when someone you work for refers you to a friend or associate. Wow, it was amazing to actually experience it in motion. Why do people have a problem getting referral sales? Because they do not ASK. Ask for referrals and ask often, you will be quite pleased with the results. Now that that has been said, please do not neglect giving referrals in return. Ask your customers how you might best refer them, and what their ideal customer would be. Start this process today and never stop. It will certainly build business and good will with everyone you encounter.

Now I am busy each day serving my customers. I truly love this business I have created, and the flexibility and creativity it allows me has surpassed my expectations. I wake up each and every morning anticipating another good day at work, another project, a new contact, or a welcome opportunity to learn something new. Something has changed though, and it has happened very subtly. No longer do I spend hours each week creating new marketing and promotional materials or poring over advertising strategies. I no longer grab a promotional package and head into a business office for cold calling, nor do I engage in cold calling on the telephone. I surprised myself with the new business I was able to generate by just getting on the phone and calling around.

I realize I am busy serving my customers, but am I missing something by cutting back so drastically on my marketing endeavors? Can I use the excuse that I am too busy for that anymore? Should I be constantly churning out a percentage of promotional materials to ensure my future viability? No matter how busy I am, each and every day I have a conscious choice to spend my time focusing on activities that will result in additional sales for my business, which will result in vibrant future growth. It only makes sense that the results and business I am enjoying now were only obtained by the groundwork I laid back when I was brand new, and that to continue on this road I should continue marketing and promoting my business and my services.

Let's not lose the conviction and drive we had when we were brand new. Let's not get so busy within our daily routines that we hesitate to reach out and expand ourselves, or get involved with additional activities that will grow our business. Let's purpose in our minds and in our hearts to continue on this path we have chosen. Let's do everything possible to continue to nurture and strengthen our business and future viability by choosing to do those things that will result in those additional sales that we once worked so hard for. The last item that I have never forgotten is to never lose the excitement and anticipation that accompanies gaining new clients and helping them succeed.

Copyright 2003
Kate Smalley
Connecticut Secretary
Freelance Transcription Services, Podcast Transcription and Secretarial Support Services
kms@connecticutsecretary.com
http://www.connecticutsecretary.com

Posted by Kate Smalley at 08:31 PM | Permalink

The Key To Enhancing Meetings, Conferences, Presentations And Other Events

An increasing part of my duties in providing freelance secretarial services to companies has been with transcription. As principal of Connecticut Secretary, I have noticed a tremendous jump in the number of requests for transcription services. And I have benefited from the increased knowledge these projects have provided regarding what makes a meeting successful.

Connecticut Secretary has a complete office devoted to secretarial support and transcription services in a variety of formats. We have transcription equipment to handle projects in digital and tape format — both micro and standard cassette tapes. New digital technology has allowed companies to email or upload audio to my server, allowing a fast turnaround in services.

Benefits Of Outsourcing Transcription Services

A manager at one company told me that approximately $40 billion to $60 billion is spent annually on transcription services, and much of that is outsourced to companies like mine. This outsourcing provides a tremendous cost savings to companies. They don’t have to pay insurance, benefits, or vacation pay to secure my services, and I am there when they need me, on a job-by-job basis. They also don’t have to spend money training me, and I work on my own equipment from my own office — which is an added bonus since they don’t have to worry about paying workers compensation insurance on my behalf.

Advantages Of Transcribing Meetings 

That same manager indicated that he spends approximately 40 to 50 percent of his time in meetings. Prior to his experience with recording and transcribing the audio, he had felt that this was unproductive time. But once he realized the benefits of transcribing the meetings and conference calls into hard copy, he felt much differently. Now he can utilize the points and areas covered in greater detail, distribute the copy to participants for additional review and clarification, and take action on specific items with greater clarity.

The transcribed material provided action items that individuals were personally responsible for — enhancing productivity among participants almost immediately. He found that he also benefited when meeting with his supervisors or board members, as he could provide a detailed overview of what was covered in the meetings and give focused presentations in executive-level strategy sessions.

Benefits Of Transcribing Conference Calls And Presentations

I have also transcribed audio from conference calls and presentations where not all of the office staff could be in attendance. The manager indicated that this gave him the opportunity to share the materials covered with his entire staff, as he could distribute the materials throughout the office when he returned. He also held meetings afterward, allowing office staff to review the transcription. They were able to discuss the event, expand upon the items and topics covered and explored how certain actions could impact the company if undertaken. This is a fantastic avenue of team building and involving staff with opportunities to learn and discuss the information presented as a group.

Five Strategies For Having A Successful Meeting 

1. The most successful meetings are prepared in advance with agendas. The agendas should focus on what will be covered during the meeting, as well as provide a brief overview of areas of discussion and indicate who will be speaking. A good meeting allows audience participation and provides ample time for individuals to discuss topics of interest. The agenda also provides some background information, so that meeting participants can come to the meeting well prepared and ready to participate.

1. Good meetings start and end on time, with courtesy reminders to participants. This respects the fact that most people have a full schedule, and allows them to move on to other areas they have committed to, without having to feel that they are disrupting the meeting by leaving before the session is over and everyone has been allowed to speak.

1. Good meetings are action oriented. Participants are allowed to take action for each agenda item before the meeting is over. They can decide what actions need to be taken and who is responsible. This is where transcribing meetings is a tremendous benefit to everyone involved. Good meetings allow tasks to be assigned as they arise during the meeting, so you don’t loose sight of them as the conversation expands. To keep the meeting properly focused, all off-topic statements or discussions can be added to follow-up action items.

1. To have an effective meeting you must also record and transcribe the minutes, and document the group's decisions. All assigned action items will be documented and distributed to attendees to follow through to completion. This fosters a sense of responsibility and prevents any misunderstanding of who is handling what project. It’s a good idea to distribute these transcribed minutes in a timely manner to all participants.

1. The last step to a good meeting is to say thank you! Remember to thank participants for attending the meeting, and especially those who have shared information and contributed to the discussion. Recognize the efforts of all involved at the end of the meeting, and the entire group will leave feeling positive and ready to take action on the items covered.

Final Points To Ponder

Try to help everyone feel involved in meetings — as if they have a voice. Give them the responsibility to tackle projects, as well as recognition for their contributions. If you follow these guidelines, you’ll discover that participation in meetings will increase, attendees will show up on time and ready to discuss agenda items, and productivity will jump. I’ve received positive feedback time and time again from individuals who have never used transcription services. And I have felt very positive to have been involved in the process.

Please remember Connecticut Secretary when you decide to capitalize on the power of transcription for your next meeting, presentation, conference call or event! I look forward to hearing from you!

Best Regards,

Kate Smalley

Kate Smalley
Connecticut Secretary
P.O. Box 896
Branford, CT  06405

kms@connecticutsecretary.com
203.641.3739

Posted by Kate Smalley at 08:29 PM | Permalink

I never knew what an executive coach was prior to launching my own secretarial support business. As I started working with different organizations and executives I learned more about the field of executive coaching services. I have learned that coaching is not only for the upper-level manager or executive, but it is for anyone who might need clarity, direction, or help with achieving goals on any level. Executive and Personal Coaching involves so many areas that it would be impossible to list them all.

For the upper level manager or executive it might provide a level of accountability that they might not have otherwise, and through this accountability give them more of an incentive to achieve their goals within a set time frame, or reach that next level, or it might help by just having someone to confidentially share their strategies with as a sounding board. Although coaching in the business environment usually does not focus on personal issues the majority of the time, it certainly can provide assistance in that area by improving effectiveness in many other areas, and reducing the overall stress that that person is under on a day-to-day basis. This certainly has a direct impact on the whole individual, not to mention the health benefits of overall stress reduction.

This performance-based coaching can help individuals achieve success on their own terms, allowing them to retain control of certain areas and maintain their own comfort level. At times is is obviously necessary to move outside of your comfort level to obtain results. Coaching not only seeks to constantly improve an individual's level of effectiveness, but it also examines that person's areas of success to reinforce areas of excellence by recognizing and building upon them.

From what I have heard, coaching helps develop and refine new skill sets that can help anyone navigate through the daily challenges of running a business, managing employees, making that career change, and overcoming the various obstacles that may be hindering us from achieving our goals. We each view situations differently based on our various experiences and environments. Executive coaching can provide a means of uncovering areas that we might not be seeing as clearly as we should, or areas of decision making where we might not fully understand or realize the final consequences of our actions.

Some individuals involved in management have commented on how becoming involved with Executive Coaching has improved their effectiveness to such a degree that it has had a noticeable effect on their morale, job satisfaction, and performance, and that they are able to see the big picture for the first time in regards to their future and goals. To take that comment a step further, these managers have also recognized a positive change in the way they managed people. Their employees were more satisfied as a direct result of the manager making improvements and adopting new management techniques and communication styles throughout their department or business.

A few questions for us all:

Where are you now? Where do you want to be in five years time? How will you get there? Will you know when you get there? How satisfied are you with your job? What steps can you take to get where you want to go both personally and professionally?

There are so many levels we can go into: The workaholic, time management issues, lacking goals, always being in emergency mode, not being able to relax outside of business hours, being dissatisfied with your job or career choice, problems dealing with co-workers or partners, communication problems, and the list can go on.

Parting thoughts:

A research study concludes that training combined with coaching increased productivity by 88%! (Gerald Olivero, K. Denise Bane, & Richard E. Kopelmann; Public Personnel Management; Washington; ISSN:00910260). The same ‘97 study concluded that training alone increased productivity by 22.4%.

In his book, "The 7 Habits of Highly Effective People," Stephen Covey tells us that most of us desire to be understood but that we do not seek to understand. Perhaps if we can change this behavior it would lead to tremendous improvements in our business and personal lives.

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Posted by Kate Smalley at 08:20 PM | Permalink

What is a Virtual Assistant or Freelance Secretary?

More and more, experts are discovering the developing importance of working with a team of people who are specialized in their fields.  It is becoming a necessity to build a group of knowledgeable, capable team members for performing the various services and procedures.  To specialize means that each element of a business becomes both effective and efficient.  This explains the recognition that specialists are receiving by the business community, and the ways in which they are contributing to the businesses bottom line, and why generalists are rapidly being replaced by these focused experts.   It is simply accepted as the logical choice for any company that seeks well-run efficacy.

Every business day becomes that much stronger, more efficient and rewarding when instead of having team members concentrate on elements of the business in which they have no expertise, these issues are dealt with by a specialist who can complete the project in a timely manner, and with inherent superiority.

A popular example of such specialization among the business community is the way in which a full-service, freelance secretarial administrative support service provider can improve upon a company’s current work structure.   While the non-expert members of a company may usually have to turn away from their areas of specialization in order to perform additional tasks that are challenging, time-consuming and altogether tedious, a freelance secretary can take on that company’s entire team’s worth of administrative support material, and can use his or her unique, proficient skills in order to handle that work and allow the other team members to forget about them until they are completed.

Freelance secretaries with good technical skills can service businesses throughout the United States through the use the internet and email services.  Therefore, no matter where a business is located, or if it has many branches in different locations across America, Connecticut Secretary is capable of working with them all, while putting into practice their deep understanding of the finer points of transcription, secretarial, and administrative support services. This leads to a comprehension of a company’s specific needs, so that they may concentrate and give attention to their business instead of misusing their valuable time on administrative tasks.

Finding a qualified, quality freelance secretary for support work in your business can be a daunting task.  Fortunately, with the assistance of the Internet and the World Wide Web, a simple search can help you to locate a freelance secretary in your area, or one who is willing to provide service to your area, no matter your location. 

There are many different freelance secretaries out there, and not all are created equal.  For this reason, it’s important to look into references and feedback, while checking to see that there is a broad range of services provided, as well as fair pricing and turn-around times.  Contact information should be readily available on the website, and samples of the work should also be very accessible, in order to be able to gauge the freelance secretary’s skill and accuracy.  Additionally, if you have any questions, ask!  A good freelance secretary should be able to answer all of your questions in a timely manner, whether over the telephone or through e-mail.

Posted by Kate Smalley at 08:19 PM | Permalink

   Fostering teamwork is a top priority for many leaders, according to Suzanne Willis Zoglio, Ph.D., the author of Teams At Work: 7 Keys to Success, The Participative Leader. There are obvious benefits: increased productivity, improved customer service, more flexible systems and employee empowerment.

   A team is a group of people working towards a common goal. Generally, the objectives that a team sets out to accomplish can’t be effectively achieved by individuals. Think of it this way: TEAM = Together Everyone Achieves More.

   Within a business, every employee serves as a crucial member of the company’s team. No matter where you are on the corporate ladder, you add intrinsic value to your organization through your strengths, talents, gifts and other assets.

   Some companies are taking a more impersonal approach to evaluating the assets of prospective and current employees. They employ high-tech data mining programs or personality tests to “crunch” information about employees’ skills, qualifications, experiences, workload and performance to assess their integrity, loyalty and satisfaction. Or, job candidates are being analyzed to predict their potential fit within the company’s culture.    

   This non-personalized approach to evaluation provides a quick, automated way to size up individuals. But it leaves less room for human instinct, which can be an important barometer of an employees true value.

Realizing Your Own Strengths, Talents and Gifts

   Despite what any data mining software may construe, your contributions as an employee form an integral link in the chain of your company’s success. And it’s important to understand the true value that you lend to your corporate team.

   Whether you’re part of a companywide or smaller work group, you should understand your role and responsibilities as a valued member. Picture yourself as a single, unique Lego building block that can help form a wonderful creation when connected to other pieces. But you have to be willing to add your block to the pile, so others can build on it to produce a masterpiece.

   It works the same way with our skills and talents. All of us have different abilities and unique perspectives that can be instrumental in solving complex problems. For example, if you’re an excellent organizer and coordinator, you should be open to using these skills to produce a smooth work flow within your department or project work group.

   At the same time, you should acknowledge and appreciate the contributions of other members of your team. Rather than hinder, try to help teammates employ their skills to the fullest. No one person knows and can do everything. Think of these quotes relating to teamwork:

•  “Coming together is a beginning. Staying together is progress. Working together is success.”  Henry Ford
• “We must indeed all hang together, or, most assuredly, we shall all hang separately.” Benjamin Franklin

• “If I could solve all the problems myself, I would.” Thomas Edison, when asked why he had a team of twenty-one assistants
• “The strength of the team is each individual member...the strength of each member is the team.”  Coach Phil Jackson - Chicago Bulls

•  “None of us is as smart as all of us.” Ken Blanchard
   

How To Help Build A Winning Team

   So how do you help build an effective team that contributes to a positive, successful work environment? Here are four tips to help you:

Contribute. Everyone is responsible for the success of their team. At group meetings, for example, be an active participant who contributes valuable content. If you’re not familiar with the discussion topic, silently observe the team's process and find ways to facilitate its progress. 

Communicate. Good communication is essential to success in the workplace. We’ve all had experiences of hearing the wrong message, assuming incorrectly, misinterpreting others' behaviors and feeling offended. That’s why it’s important to use clear communication, as well as active listening skills with fellow team members. Don’t just seek to be understood, but also seek to understand.

Be Committed. Commitment equals buy-in. A good work team needs to agree on and believe in its basic purpose — its mission or reason for existing. Work teams that have clarity of purpose can easily visualize their connection to organizational success. With strong commitment to move toward the same goal, the team creates a synergy — a force that is greater than the combined energy of its individual members.

Be Supportive. Good work teams are like close-knit families. They require acceptance, nurturing, patience and support. They won't always agree and often need to compromise their personal preferences to achieve the best results. Effective work teams need continued support and feedback to stay focused and to feel good about what they are doing. For a team to reach its full potential, members must be able to share their thoughts and ideas, and to see that these are valued and heard.  

Copyright 2004
Kate Smalley
Connecticut Secretary
Administrative Support Needs – Transcription Services – Virtually!
http://www.connecticutsecretary.com
kms@connecticutsecretary.com

Posted by Kate Smalley at 08:17 PM | Permalink

If you’ve been in the business world any time at all, you’re bound to have at least one story about how poor communication jeopardized or even killed part of your business.  The inability to communicate has always been a challenge in companies, and the advent of technology to make communication possible 24 hours a day, seven days a week hasn’t necessarily made it easier. In some ways, technology has just given us more ways to miscommunicate! 

Here are five tips to improve your business through better communication.  No matter whether you are the Great Communicator or a person who has a difficult time putting thoughts into words, you can get a better handle on your company and your productivity by being aware of critical communications issues. 

1.   Be aware of others’ communications issues.  Whether it’s a client or a co-worker, be aware of any particular challenges they may have with communication.  A co-worker who is dyslexic may be able to compensate most of the time, but it will be more difficult for her to read at the end of the day when she’s tired.  Leave her voice mails after 3 p.m.  A customer doesn’t know how to keyboard, so don’t expect long emails from him.  Call or meet with him when you need critical information.

2.   Address your internal communications issues.  Most companies have a myriad of challenges when it comes to communication, from disappearing executives who don’t tell anyone where they are going to employees who don’t share critical information with co-workers.  Write a weekly email newsletter to keep your employees up to date on changes or issues.  Make sure all employees have cell phone numbers of every staff member available at all times.  Require periodic reports from uncommunicative employees.

3.   Make meetings productive with an agenda and a report.  Whether it’s an internal staff or client meeting, keep it on track with an agenda.  Nothing gets accomplished in staff meetings without a focus, and an agenda helps with that.  Make sure every agenda has a short time allocated to discuss new business.  After th