Category: Executive

How does your desk improve your performance?

Keep your desk tidy and be able to find files, folders and information quickly and easily (a tidy desk gives you a tidy mind). Your desk should also be ergonomically tested so that it is laid out in the best way to help with your time management. For example, if you are right-handed your phone should be on your left-hand side and a pad and pen should be on your right. This enables you to be able to pick the handset up easily and quickly with your left hand, leaving your right hand free to find your pen and pad to write messages without twisting your body.

What are your ‘Time thieves’?

You need to identify the time thieves and take control of them, delegate them or eliminate them. One way to identify them is to keep a time log of how you actually use your time. This would be more detailed than your to-do list as it would include things like chatting to the assistant in the next department for 20 minutes or fixing the photocopier that is always breaking down. Analyse your time log, reflect on what you have discovered and think about what changes you can make to improve your time management.

Why prioritising the workload (with different methods)

Prioritising should take into account your goals and objectives. Carmen Pérez Pies, National Chairperson of European Management Assistants, Germany advises: ‘Constant communication and updates with your boss is imperative so that you can align your priorities to match theirs.’

How important is Time management

Stress is what we feel when we cannot cope with pressure. It can cause damage to your health and your relationships both at work and at home. Having controlled pressure, in contrast, helps to raise adrenaline levels, gets your brain working and gives you energy.

E-mail rage in conflicts

To deal with conflict, think through the reaction you want to give, take time to review the situation, try to put your emotions to the side and consider the outcome you desire. If, for example, you are about to send an angry e-mail reply to someone, then you should stop and think about picking up the phone and asking for a meeting with the person concerned. You should decide on a mutually convenient time, date and location. The meeting place should be in a neutral, private place, not in your office or in the other person’s as this gives a psychological advantage.

Change the way you react by using affirmations

You have to remember that you cannot fundamentally change people, though you can influence them to change their behaviours (and to do this you have to constantly communicate with them and feed back to them). You can, however, change yourself, and using affirmations is one way to do this. We use affirmations because our brains will respond to whatever we tell them. The affirmations go into our subconscious part of the brain where our deep-seated beliefs are kept.

Beware of giving too much empathy, Avoid apologising too much and, Gaining clarity

Empathising and putting yourself in other people’s shoes is to be recommended. However, you have to be careful that you do not neglect your own needs and feelings if you empathise too much, as this can lead to your becoming passive or timid.

Strategies to help you deal with conflict and difficult characteristics of bosses

Difficult people are not born difficult; they create and learn how to express these attitudes and behaviours, and because they are ‘learned’ behaviours we can influence them to have better ones. Separating the behaviour from the person is the key to a successful working relationship.

Ground rules for discussions

Realise that the disagreement may be a good thing – a chance to clear the air, to solve a problem, to move things on and give you the opportunity to correct something that could have had dire consequences.

Think before you speak: simple and to the point

You should think carefully about what you want to say and how you want it to come across. You need to keep your communication simple and concise, getting to the point whether you are communicating by e-mail, telephone, or face-to-face meetings. However, you must take care not to be perceived as aggressive when being concise, especially in e-mails. As a rule you should never enter into conflict situations when using e-mail.