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I Got a Promotion! Now What Should I Do?

By Miranda Wilson on Monday, August 16, 2010

All your hard work has paid off. Your manager has noticed your attention to details, skills, and abilities. You are being promoted and will receive a pay raise and a new job title. Sounds good, right? Congratulations are in order, but if you are concerned about what your new promotion entails, here is some advice to help ease into the transition of your new job role.

Maintain open communication. Anytime you take on more work responsibilities, it’s natural to have some questions about your new role or need some guidance. In most situations, managers will give you time to get adjusted to the changes. To help ensure that you don’t fall behind on tasks, be sure to talk with your manager about things you don’t understand, prioritizing tasks, how you’re feeling about your new advancement, and the progress you’re making. Keeping the lines of communication open is important.

Set goals. In order to get where you want to go, you first have to know how to get there. This applies to your daily workload. When you take on more responsibility, more work naturally follows. Make an outline of your goals for the year, quarter, or month. What do you want to achieve in your new role? Talk with your manager regarding what your objectives are and what it is you want and need to accomplish. This is a way for you to track your success over time. It also allows you to quickly report on your progress to your team and managers. And, don’t forget to outline your goals for the week to help give you direction and manage your time.

Develop your skills. Although you have received a promotion, this doesn’t mean your career stops here – unless you want it to. When you get a promotion, it’s usually because a manager has recognized your outstanding work ethic. Continue this momentum after your promotion. Seek out new training and learning opportunities to grow your skills and gain more knowledge. Remember, “Knowledge is power – the more you learn, the farther you go!” Some examples of ways to develop your skills include: reading blogs about your field of interest, subscribing to newsletters, attending monthly networking meetings or training seminars, or taking a class at a local vo-tech or college. Just be sure to discuss your training plan with your manager first. By staying motivated and driven, more opportunities are likely to come your way in the future.

These are some basic tips to help you continue to climb the career ladder. A promotion is usually a great sign that your employer respects and values your work and abilities. Whether you just received a promotion or one is in the future, use this information to help you reach the top.

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

How to Write a Business Proposal

By Miranda Wilson on Monday, August 9, 2010

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.

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 Miranda Wilson on Monday, August 2, 2010

As 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.

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

Hold the Phone: The Line Between Personal and Business

By Miranda Wilson on Tuesday, July 27, 2010

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.

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

What’s the Worst that Can Happen? Saying No to Projects

By Miranda Wilson on Monday, July 19, 2010

You agreed to lead staff meeting this morning. It’s your day to go on a lunch run for everyone. You have a conference call with a client right after lunch. You have three back-to-back meetings from 2:30 to 4 p.m. You agreed to help distribute the office mail. And, to top it all off, you’re working the weekend shift to help out a co-worker who’s sick. Just the thought of all you have to do is overwhelming. It’s not a bad thing to want to be a “super employee,” but when you try to take on everything by yourself, you quickly start to feel like you have too much to do and not enough time to get it all done. If this sounds familiar, you could be overcommitted at work.

Juggling tasks and demands is a big part of any job in any workplace, and the art of time management is an important skill to have as an employee. But, when you get bombarded with projects, how many times do you agree to do something else when you’re already maxed for time? To effectively manage your workday, you have to learn the art of saying one little word: “no.” Although “no” can be a scary word to say, it’s much worse to over promise and under deliver. The art of saying “no” is all about how you approach it and how you say it. Here are some tips on how to make your “no” effective when you can’t say “yes” to everything.

Track your project workload. Always know what projects you’re working on, when they’re due, and how much time you’re spending on them. This keeps you aware of what projects you have already said yes to and whether or not you can take on anything else. If your boss wants to assign you four new projects with an immediate deadline by maintaining a project list you can show him whether or not that can be accomplished with your current workload. If it’s not, ask if you can work out a new project deadline so you can have the necessary time to make the project the best it can be, rather than doing something quickly and filled with errors.

Know your job priorities. What key tasks are you responsible for in your current job? In your job description, what goals were outlined for your career? Those goals and projects are usually your main focus. But, you will have times where you do need to help out a co-worker with some of their tasks or take on a special project that has nothing to do with your job. It’s never OK to use the excuse of “that’s not part of my job.” A team does have to give and take, but if special projects are taking over your work schedule and you’re not able to complete your core tasks, something needs to give. For instance, if a manager asks you to pick up their dry cleaning, it might be time to have a chat with your boss about what projects you can gracefully decline. If someone other than your manager asks you to take on a project, tell them, “thank you, but I will have to check with my manager before I know whether or not I can do this project.” If you don't know what the priorities are for your job, check out the Tough Conversations podcast series to learn how to approach your manager.

Maintain your ethics. In the workplace, not everything you do is going to get you ahead of the game. Never under any circumstances should you do anything that compromises your integrity. For example, if a co-worker asks you to lie to your manager to cover up a mistake she made, that definitely justifies saying “no.” Sometimes saying “no” may make you the unpopular person, but it’s better than jeopardizing your values and losing your job. Don’t let individuals bully you into saying “yes” to something that’s against company policy or makes you feel uncomfortable. If someone asks you to do something questionable or illegal, tell them “no” and explain that you feel uncomfortable with that. If you continue to be asked to perform that task, contact your HR department.

Keep things relevant. Obviously if you don’t know how to do something, don’t just agree to take it on. If you find yourself in the situation of not knowing how to complete a project because you don’t have the skills, let your manager know your concerns. It’s better to decline the project rather than try to take it on and hurt your career in the process. Most managers and co-workers would be appreciative and understanding of what you can and cannot do. Instead, they should look at that as a learning process for you under the guidance of someone more experienced. In the event that this happens to you, explain that you would like to take on the project, but do not have the necessary skills to complete it. You could also let them know you’re interested in learning how to do that particular job, but you would feel comfortable with some training or supervision first.

“No” doesn’t have to be a bad word, as long as you can logically show why that is the best answer in a situation. Just keep in mind that as you continue to grow and develop in your profession, you will be expected to take on more duties. As your schedule gets busier and your projects increase, be sure you’re in control of your projects and your workday so they don’t control you. Follow these basic tips to empower you to say “no” when necessary.

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

Getting to Know the C Suite – Advice for Dealing with Upper Management and Executives

By Miranda Wilson on Monday, July 12, 2010

When you think of working with upper management or executives in your company, does it make you feel slightly nervous or make your heart start to beat fast because they hold so much power over your career? When you get into the work world, there will be times when you have to interact with executives on projects. So, make the most of the opportunities to impress your company’s management with these tips.

Be respectful of executives and their time.
When it’s time for you to meet with the vice president of marketing or the director of operations, be sure you are prepared for the meeting. People who work in upper level positions have a lot to focus on and a lot of meetings to attend. So, don’t waste their time. If the leader requests the meeting, ask in advance about what you need to bring. Be sure to research your topic of discussion, identify key talking points, and prepare a PowerPoint, Excel spreadsheet, graph, or document for the meeting as needed. Prepare questions you need answers to. Make it a point to be over prepared and have more knowledge about the meeting than you plan to use. And, always thank them for their time at the beginning and end of each meeting.

Reserve time on their schedule.
As mentioned above, managers and executives are busy. Be sure to reserve the appropriate amount of time on their calendar for your meeting with them. You may need to coordinate with an administrative assistant. If so, be sure to go through the right channels to book the correct time and space needed to meet. You can’t just walk into an executive’s office whenever you want to meet. To get their full attention and ensure uninterrupted time, be sure they receive and accept a meeting request. You may also want to follow-up with their assistant on the day of the meeting to make sure they are on schedule. Be flexible with your time when dealing with executives because something might happen prior to your meeting that requires you to reschedule with them for a later time.

Know how to address them.
Do you address executives formally as Mr., Mrs., or Miss, or do you call them by their first name? This is something that may differ across the board depending on your company’s culture. At times, you might have an executive who is really personable and likes to joke around with everyone. But, if you address them informally, it could be offensive to them. You might have a Generation X manager who is more laid back and wouldn’t ever dream of anyone addressing them with a formal title. To be on the safe side, always address executives formally on the first meeting. From there, they can let you know a little more about their personality and specifically how to approach them in the future. After your meeting with them, if you’re still not sure how to address them, follow the lead of those around you, and when in doubt, be more formal.

Always be honest and act with integrity.
When you’re in a meeting with upper management or executives, always be honest about what you know and don’t know. If, for example, someone unexpectedly asks you to report on the specifics of a project or how much something will cost and you don’t know the answer, don’t try to make something up to look good. Be up front and honest and let them know you don’t have the answer for them, but that you will research it and get back to them quickly. In most cases, they will respect you for your candor. Either way, it’s better to be honest than to fudge the truth and get found out later.

Know your next plan of action when you leave the meeting.
Before the meeting is over, make sure you are aware of the next steps you need to take to complete a project. Know your key action items and any upcoming deadlines. If you are not clear about something, ask for clarification before the meeting is over. If you have any questions, be sure to ask. Sometimes you might be fearful of asking an executive a question because you’re afraid of what they will think of you. But, by speaking up and asking thoughtful questions, you’re letting them know you want to do a good job.

It’s important to realize that although those in upper management and executive positions hold some significant power within the company, they are still people too. There’s no reason to get worried about interacting with them. If you do get the opportunity, it is a sign that your employer trusts you and respects your work, and it’s an opportunity to learn from the very best in your organization.

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

Dreaded Friend Requests: Who You Don’t Want to Befriend Online

By Miranda Wilson on Tuesday, July 6, 2010

With the growing popularity of social media sites like Facebook and Twitter, it’s not uncommon for friends to send you a friend request or follow your tweets. It’s OK to have be friends with your co-workers, but allowing co-workers to see your online social networking sites should be approached with caution – especially when dealing with Facebook, because it began as a site mostly for social purposes. Some employees don’t have a problem with co-workers being able to see their personal information or pictures posted on sites like Facebook. Others, however, want to keep clear separations between their professional and personal life.

Regardless of what you decide when it comes to your co-workers and social media sites, here are a few examples of who you should not befriend online.

Name: The Prying Boss
About Me: I have the power to hire and fire you. I may be in charge, but I like to snoop into the lives of my employees too much for comfort.

Interests: Checking your social media sites when making a hiring decision, I also like to read updates and make inappropriate comments about your weekend extracurricular activities.

Reason not to befriend: They’re a snoop. Plus, they’re your boss. Do you really want him or her to have access to information about your personal life?

Name: The Office Flirt
About Me: I’m single and ready to mingle. I enjoy long walks on the beach, cooking, and am looking for someone from work – or anywhere – to share my life with. I may have been told that my actions make others feel uncomfortable, but I still do them anyway.

Interests: I enjoy leaving suggestive comments on co-workers Facebook walls and digging up dirt on people’s dating history. How you doin’?

Reason not to befriend: They probably want to know if your status is “single” or “in a relationship.” To just be on the safe side, deny their friend request or add it to a completely limited profile that restricts access to personal details.

Name: The Office Gossip
About Me: I have never met a stranger. I can talk to anyone, and am just a people person. I am a wealth of knowledge about the workplace, and always find a way to get in on everyone’s conversations to find out all the latest news about what’s happening and what’s about to happen.

Interests: Snooping, prying, spreading rumors, creating rumors, and being in the know.

Reason not to befriend: That status and new picture you posted on Facebook could become the topic of discussion at every water cooler across the office.

Name: The Office Spy
About Me: I’m not a gossip, but I like to know things for my personal benefit and power. I am described as being like the wind – I’m everywhere at all times. I like to think of myself as the private eye of the company.
Interests: Stockpiling information resources for a rainy day when I might need them.

Reason not to befriend: None of your information would be safe. Every small detail about you could be uncovered and put into a database, only to show back up at a later day and time when you’re least expecting it.

Because of these types of people, it's important to know what your social media sites reveal about you. If you do get a friend request from one of these characters, the best way to handle the situation is to address it politely. Let them know you appreciate the gesture, but prefer to decline their request.