At Work Cube Life My Entry-Level Life New Job Tips The Daily Grind

How to Write a Business Proposal

By on Monday, August 9, 2010

EntryLevelLifeButton_E In the workplace, there may come a day when you need to create a project proposal. Maybe you think your company needs a weekly brainstorming meeting. Maybe you have developed a new filing system. A project proposal is a detailed description of activities targeted at solving a problem – from beginning to end and everything in between. If you need to create a project proposal, start with an outline the five W’s of the project –who, what, when, where, and why – as well as outline the how. Creating a proposal helps explain a project to others, gets buy-in, and helps ensure a project of quality and efficiency. So, keep these tips in mind when you’re creating a project proposal.

Justify your reasoning for the project. You can’t just create a project because you think it will be fun. You need to be able to give reasons and examples of how this project could improve or impact business. Outline what value the project will bring to your company, how the project fits into the overall scheme of what your company does, how it will impact you and your co-workers, and the anticipated outcome.

Create a timeline. After you present a brief overview, break the project down into smaller, more manageable pieces and shows your commitment to the details. Doing so provides organization to your project. You can either break a project down step-by-step or divide it into different phases. It’s also important to assign deadline dates to the project to ensure that the project is created and implemented in a timely manner. The dates that you set should be realistic. Allow enough time for a quality product to be produced, but don’t allow so much time that months or years down the line there is still no end result to show.

Outline financial costs and human resources. It’s also important to estimate how much you think the project will cost. This will include such things as employee time and supplies. Projects can range from needing a very small budget to a large budget, so review the budgets of previous projects completed on a similar level to get a more accurate estimate. It’s also not a bad idea to talk to your manager about what seems realistic for a budget on your project.

Implement a follow-up plan. Once you have all the basics for your project outlined, it’s time to think about how you would measure the results to ensure you’re meeting your goals. Be sure to list out how you would track results and how often you would conduct tracking. The goal of this is to make sure your project achieves the desired results that you hoped for and to determine if you’re addressing the goals.

These are some basics of creating a project proposal. In general, when you take more time in the planning process, the more sound and structured a project will be. Also, doing this communicates to your boss that you believe in your project and want to make it the best it can be. Most bosses would look at this as a sign of leadership, drive, and determination – all good quality’s to have in today’s workforce.

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At Work Benefits

3 Areas to Improve your Health at Work

By on Thursday, August 5, 2010

If you notice you feel stressed, bored, weak, or tired in the workplace, you may be experiencing the effects of your health habits. If this sounds like you, it may be time to boost your energy on the job. Follow these tips to improve your health in the workplace to help you feel energized, focused, and ready for whatever the day brings.

1. Eating Habits. Whether you’re looking to lose weight or just maintain good health, your eating habits can have a strong impact on your wellness and health. Before you head out to your favorite joint for lunch, keep these tips in mind for a happier, healthier you.

  • Don’t skip breakfast.Many of us skip breakfast because we don’t schedule enough time to eat in the morning. Eating a healthy breakfast can help you start the day right and avoid getting hungry before lunch. Also, it can help you stay focused and energized. Some great ideas for quick and easy breakfasts include: peanut butter and waffles, oatmeal, fruit and cheese, yogurt, or a strawberry smoothie. Making time for a healthy breakfast is also a great way to stay satisfied and avoid the usual office doughnuts.
  • Pack a healthy lunch and avoid eating out. Although eating out can be fun, only do it once in a while, and save the opportunity for a special occasion like catching up with a friend or celebrating a colleague’s birthday. On other days, pack your own lunch for work. Doing so allows you to pack healthy food options. Pick foods like salads and fruits that are packed with nutrients to help you function well in the workplace and not leave you feeling heavy and sleepy. And, as an added bonus, packing your own lunch can help you save money!
  • Snack healthy.Snacking doesn’t have to be bad, as long as you’re eating the right things. Be careful to avoid vending machine snacks at work. Although they are tasty and easily accessible, they are usually full of sugar and saturated fats. If you like to munch on food while you work, bring healthy foods from home. Nuts are a great choice because they contain unsaturated fats that help decrease bad cholesterol levels. And, if you do give in to the vending machine’ call, look for the healthier choices like animal crackers instead of chips.
  • Drink plenty of water. Drinking plenty of water will keep you feeling hydrated and refreshed. It will also help regulate your body temperature and avoid harmful effects from dehydration like headaches, dizziness, and tiredness. Many experts recommend drinking six cups of water daily.

2. Mental Health. The way we think can determine the way we function. When you’re stressed at work, it can be hard to concentrate on the task at hand. So, help relax your mind with these tips.

  • Get enough sleep.How much sleep you get can determine how your body and mind perform throughout the day. So, get enough rest to help you function at your best. Experts recommend that adults get seven to eight hours of sleep each day.
  • Listen to music.Listening to music can have a soothing effect and can enhance your mood at any given time. So, plug in your headphones and listen to your favorite tunes to help you focus and block out any distractions. Music that is uplifting and relaxing is a better alternative than music that evokes anger and stress or makes you feel sleepy. Also, be sure to use headphones so the music itself doesn’t distract those around you or prevent you from hearing a phone ringing or someone asking you a question.
  • Read a motivating quote. Quotes can be inspirational, wise, or even funny. Pick a quote a dayand reflect on it. It may just change your outlook on things!
  • Use your vacation time. Make use of your vacation days when you can. If you have the time and your work schedule allows, take a break from work to do something fun or relaxing. This will enable you to come back to work feeling energized and refreshed.

3. Personal Health. According to a survey by the University of Arizona, the average desktop has more bacteria than any bathroom surface. And, when working with others, you’re sure to come in contact with germs. Guard against sickness like the common cold or flu with this advice.

  • Wash your hands and use hand sanitizers.Your computer mouse, keyboard, and phone can harbor huge numbers of germs. Protect yourself and others by washing your hands and using hand sanitizers in the workplace. This will help eliminate germs that can make you sick.
  • Clean your work area. Although many companies hire custodians to clean office space, take the responsibility to also clean your deskand pick up after yourself. If you don’t take the necessary precautions to clean your work area regularly, it can become a breeding ground for bacteria. Use disinfectant wipes to wipe the surface of your desk, keyboard, monitor, telephone, and anything else you may use while you work.
  • Take vitamins. Multi-vitamins rich in Vitamins C and D can help build your immune system. If you’re not sure what to take, ask your doctor which one is suitable for you.

When work and life get busy, it’s easy to get your health off track. But by following these easy tips you just may even outlast the energizer bunny to keep going and going at work.

Disclaimer: These general guidelines do not constitute medical advice. Please consult with a physician to determine best health practices for your needs.

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At Work Cube Life My Entry-Level Life New Job Tips The Daily Grind

Have You Seen My Stapler? The Rules of Office Supplies

By on Monday, August 2, 2010

rules of office suppliesAs an employee, you need specific tools to get your daily work done. Pens, highlighters, notepads, staplers, folders, and the list goes on and on. Maybe your company provides you with these supplies. Maybe your company doesn’t. Either way, here are a few tips to keep in mind about workplace office supplies that will help you keep the peace at work, maintain good relationships with your co-workers, and avoid asking the question, “Um, excuse me … have you seen my stapler?”

If you have to borrow something, ask first. Maybe you really can’t find your stapler and you do need to borrow one for a major stapling project. Before you grab the first one you see, be sure to ask if you can borrow it. It’s important to be respectful of your co-workers’ desk space – it’s their territory. Keep in mind how you would feel if you went to grab your tape dispenser only to discover that your co-worker borrowed it a few days ago. To avoid workplace drama, it’s always better to ask to borrow something, especially if it’s for an extended period of time.

Return what you borrow. The rule of thumb to remember is that if you borrow something from one of your co-workers, be sure to return it back to them in a timely manner AND in the same condition it was in before you borrowed it. Be respectful of others’ property.

Don’t take office supplies home. If your company keeps you stocked with office supplies, that doesn’t mean you can take some home for your personal use. It’s easy to drop a pen in your purse or put one in a pocket and walk out of the office with it. But, after time, those little things start to add up and can start costing your company big bucks. Make it a point to keep your office supplies at the office and purchase your own personal office supplies to use at home.

Learn the policy for re-ordering. So, what do you do when there are no more tissues or you can’t find a highlighter in your entire workplace? Is there someone in your office who’s in charge of buying more office supplies for the whole team? Or is it an every man for himself mentality? Be sure you know what to do so that when you run out of sticky notes you don’t get stuck empty handed.

Label items you bought. If your work doesn’t pay for your office supplies, label the items you buy. Put your initials in marker on the bottom of each item, that way if something does get lost, others will know that it belongs to you. This will help prevent debates about who owns what.

Office supplies seem like such a minor part of the workday, but employees can be a little particular when it comes to these tools. Keep these tips in mind to help ensure your workday runs smoothly.

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At Work Cube Life My Entry-Level Life New Job Tips The Daily Grind

Hold the Phone: The Line Between Personal and Business

By on Tuesday, July 27, 2010

EntryLevelLifeButton_A Today it seems impossible to find someone who doesn’t have a cell phone of some kind. It’s also becoming impossible to find someone who’s not on their phone all the time. Your company may or may not have policies that forbid cell phones at work, so be sure you know the rules. If your company does allow you to have cell phones at work, there are some important things you need to be aware of. In a recent survey conducted by Express on smart phones versus workplace etiquette, 59% of voters said that most people are irresponsible with their smart phone use while at work. Phones can be an easy distraction, but follow these tips to help stay focused on the tasks at hand during your work day, and make sure your phone doesn’t become a distraction.

Keep it quiet. When you get to work, turn your cell phone to silent or vibrate mode. This will prevent your ringtone – however great you think it might be – from blaring across your workplace, alerting everyone that you’ve got an incoming call.

Limit your personal phone calls. If there is a reason you have to accept or make a personal phone call at work, keep it short and sweet. Don’t make too many personal calls at work because that will take time away from doing your job and might create a negative situation between you and your manager.

Excuse yourself. If you work in close proximity with your co-workers, like a cubicle, and do get a personal phone call, quietly step out to take it. Go to a quiet spot where you can possibly shut a door to keep your conversation private. Having a phone conversation could distract your co-workers and not everyone in your workplace wants or needs to hear your conversation.

Keep it tucked away. It’s not necessary to take your phone with you everywhere you go throughout your work day. Unless you are expecting an emergency phone call from someone, it is better to leave your phone in a secure place, like your desk, keys, or locker.  If someone does call and you’re away, they can leave you a message and you can call them back at a later, more convenient time. By leaving your phone behind during a meeting, it won’t be a distraction to you or others if someone calls you.

Create texting ground rules, too. Different generations have different expectations, so be mindful of others’ communication preferences. Be mindful that when you’re engaged in face-to-face conversations with co-workers, it’s important to give them your full attention. Make it a rule to not text at the same time you’re speaking with them.

Be cautious about smartphone apps. Smartphones are growing in popularity, and what they are capable of doing is quite impressive. With a smartphone, you have the ability to download applications for games such as Words with Friends – a scrabble game you can play with co-workers – or for social media tools such as Facebook and Twitter. However “cool” these apps might be, they can cost your employer a lot of money in lost productivity if you’re more focused on your smartphone through the day than your job. Be responsible with your time while on the job and save your smartphone fun for your free time, such as lunch, breaks, or after work.  

It’s important to know about cell phone etiquette in the workplace. Always be aware of your personal phone usage and be sure that you’re getting your work completed first and foremost.

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At Work Cube Life New Job Tips The Daily Grind Work/Life Balance

Meeting Notes: How to Write them Well

By on Friday, July 23, 2010

Have you ever been overwhelmed during a meeting because you couldn’t keep up with the discussion and still take notes? Or, have you gotten frustrated because you couldn’t understand or even read your meeting notes afterwards. If you’re not accustomed to taking notes, it’s important to learn how to write clear, organized, and detailed notes for every meeting from brainstorming sessions to board meetings.

Note taking is important because it helps you keep track of tasks and important information you’ll need to remember later. But, it can also be a little frustrating, especially if you aren’t a fast writer or if you don’t know what information to write down. To help you get the most out of the notes you take at your next meeting, follow these easy tips.

Remember the 5 W’s. Your notes should contain general information you can use as a reference when necessary. So, think like a reporter and don’t forget the 5 W’s when you take meeting notes.

  1. Who. Write down who was present at the meeting so you know where to go if you have questions or follow up information.
  2. What. Write down what the meeting is regarding.
  3. When. Take note of when the meeting took place, including date and time. This is especially important when you know you’ll have multiple meetings for an ongoing project.
  4. Where. Briefly note where the meeting was held to help jog your memory for details about the meeting later.
  5. Why. State why the meeting is important, including the purpose and determined goals.
    Having the following information may also be useful to you in case you have to give an account of the meeting, need to inform an absent team member about the details discussed, or when you need to refer back to the goals and objectives.

Focus on what’s important. In order to take clear and detailed notes, you need to understand what works for you. Being conscious of your writing pace will help you record the more important things as opposed to irrelevant things. It is impossible to catch everything that is discussed in a meeting, so you should listen more than you write. By carefully listening, you will ensure that you take down the most relevant information. Be sure to write things you know you will need to act upon later or specific information like dates, times, names, and places.

Use action words to write your notes and symbols. If the notes are for your personal use only, you don’t necessarily have to write full sentences. As long as you can understand them later, you’re successful. For example, if you were reminded of a task you were previously given via e-mail, instead of writing the task all over again, you can make a little note to yourself to check your e-mail. This will save you the time of writing too much down and becoming overwhelmed.

In addition to using action words, come up with a group of symbols to highlight information you don’t want to miss. Try using a star to mark information you need to remember or a checkbox or action items that you need to attend to. This will make your notes more organized and easier to understand later.

Don’t forget your ideas and questions. When taking notes, write any ideas or questions you may have in a designated section. This is important so you don’t forget what you want to say. It will also prevent you from interrupting or cutting somebody off during the meeting. By making notes of questions and ideas, you will remember them when it’s your turn to speak.

Create a to-do list. Have a to-do list in your notes. Specify who is responsible for accomplishing what tasks and the deadlines for each task. Don’t forget to add your action item symbol when the task concerns you. After the meeting is over, make sure to insert your tasks into your calendar or schedule so you can keep track of your to-do list in one location. This will help you actually remember to accomplish them.

Taking notes doesn’t have to be a pain. Just remember to cover important topics and write in a clear and succinct manner.

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