Latest news and views from Conference Genie

Keeping the fine balance between making a good impression on the Boss and being the office “brown-noser” requires becoming aware how to use everyday circumstances to your advantage without offending other co-workers.

Try these tips and see you can’t make a favorable impression on the whole office so that not only your coworkers – but hopefully your Boss — will notice.

1. Time Management

Correctly handling your time means not only that you not for punctual for appointments, but that you use your interface time — especially with the Boss — wisely by having a written agenda of items you need to discuss. Of course, be flexible and personable if the proper conditions arise, but make it clear that you have a no desire to waste anyone’s time.

Time management skills also include knowing when to offer to show up early or stay late  because it will benefit the team effort, but be sure not to use this tactic for self-glorification or you run the risk of being labeled a “brown-noser.”

2. Tidiness

Helping keep not only your area, but the whole office, tidy is a subtle way to show that you have responsible attributes and respect for others. Take a moment to straighten supply cupboards, groom plants, wipe down kitchen surfaces and police common food areas.

This is not to say that you should become everyone’s maid or create the impression that you are a “clean-freak.” But you can make substantial “brownie points” by subtly maintaining a nice office atmosphere for everyone.

3. Proofreading

Checking your work thoroughly before presenting it for review is a crucial factor in maintaining a sterling reputation with your Boss and coworkers. With the advent of sophisticated word processors and spreadsheets, spelling, grammatical and mathematical errors are easy to locate and correct.

But extra care should be taken to thoroughly review documents for format errors, incomplete thoughts or incorrect facts. If possible, ask another person to proofread your work before submitting it for a final review since there are inevitably mistakes that the author does not catch.

4. Details

Many Bosses have so much to handle that they have to rely on their employees to keep up with all the day-to-day intricate details. To make an excellent impression on your Boss (and everyone else), create a work system where you can access information quickly upon request. Also devise filing and database systems that can be easily cross-referenced when those strange questions come up that require a quick answer. The habit of maintaining a daily log of duties that you perform is an excellent way to keep track of the type of details that so often get lost in the shuffle.

5. Appearance

Everyone radiates a certain “field of energy” that is determined only in part by their wardrobe and hairstyle. A big part of personal attraction revolves around the type of emotional field that others feel around you.

Therefore, cultivating the ability to respond to a variety of situations with a positive attitude creates the kind of field that people — even the Boss — will look forward to interacting with. This is not to say that your personal grooming should not be its a very best and appropriate for the situation, but even the best dressed person can set up a repulsive field when they are angry, frustrated or pompous.

Here are some of the most annoying and embarrasing habits of Video conference calling. Make sure you don’t get caught out!

The Mute Button

It’s important to remember whether your mute button is on or off. As a facilitator, you must give the respondent time to take the mute off and answer.
The responders must use the mute button when not speaking and remember to put the sound on when necessary. Don’t mutter into the microphone or talk to yourself. Always assume they can hear you. Limit sidebar conversations within the room and pay attention to the speaker.

Gestures

Be aware of every single gesture you make. Talking with your hands might be acceptable when in the room with other people, but watching it on video can make others nervous or dizzy.

This is especially true when lagging video may only catch a few movements and makes the image at the other end of the conference jumpy and disjointed. Gestures may also give someone a bad impression of you, so try to isolate any bad habits, like scratching your nose, ahead of time to keep them from creeping into the video conference.

Forgetting Introductions

You may not see everyone at all times during a video conference. Introductions make people feel more like they know who is talking. Make nameplates with at least 4 cm letters for easy reference.

When more than one location is involved, make a plate with that name, also. Address everyone directly when asking questions. “Mike, did you have those numbers?” “Susan, can you tell me…?”

Something Else in Your Mouth
Food, gum, or other items that might otherwise occupy your mouth are a definitely no-no during video conferencing. While you might not always have the camera on you in some larger meetings, no one wants to look over at you and see your jaw working.

The kindest assumption they can make is you’re attempting to talk and not being heard. At worst, they see your open mouth and what occupies it during their possibly lagging connection.

Time

Begin and end all video conferences on time. This is respectful to all attendees, because they definitely have other work to do even if they are not scheduled for another meeting.

It also lets them know what to expect. If someone constantly drags meetings from a half hour scheduled to two hours actual time, no one wants to go and their attention wanders. Adults are alert for 30 to 45 minutes at a time; schedule appropriately.

The modern workplace has more options for communication than ever before and yet still people misunderstand each other. In fact, many companies are hampered by information overload, leading to lost productivity and innovation. With these simple tips, you can ensure effective communication.

1. Meet Face-to-face

Talking to someone face-to-face is the most basic, and still the most effective, means to assure mutual understanding. Body language and voice inflection cannot be judged through e-communication, so if there’s someone with whom you often have communication issues, try meeting in person. Face-to-face check-ins actually strengthen relationships and make digital communication even more effective.

2. Listen

People tend to speak and then think about their next statement, rather than listening to responses. This creates a situation ripe for miscommunication. Make sure to be an active listener. Try asking questions and restating the other person’s meaning in your own words to ensure you understand.

3. Common Ground

If there is a difference of opinion, focus on the common ground, those areas where you can reach agreement. This will make for more productive problem-solving, rather than a divisive argument.

4. Reason over Emotion

When people do disagree, emotion can make communication even more difficult. If people are angry, others automatically get defensive and nothing will be accomplished. Try to keep some emotional distance from the situation, especially if the other party lashes out. Remember not to take this personally. The emotion likely stems from frustration or fear, not necessarily from you.

5. Use Technology Wisely

Everyone has sent an e-mail they wish they hadn’t. When e-mailing, people tend to lose inhibitions and get into conflicts much more easily. Those conflicts can quickly spiral out of control. Technology is an essential tool in today’s workplace, but remember to consider the people with whom you’re communicating. Don’t overwhelm them with lots of e-mails or interrupt with instant messages if you don’t get an immediate response. Above all, remember to be clear and concise. Use technology to confirm simple facts; have sensitive discussions in person.

6. E-mail Clarity

When sending an e-mail, keep it focused on one topic, issue, or question. Make sure the subject line clearly reflects this. Recognize the recipient can’t read your mind, so supply necessary details. Re-read everything.

7. Reply-all

Use reply-all sparingly. Workers get an average of 200 e-mails a day, in addition to all other forms of communication, so getting buried is easy. Make sure to check the recipient line before you hit send on any e-mail.

8. Instant Messaging

Instant messaging is instantaneous, but it also easily creates misunderstandings. Don’t become impatient if people don’t answer immediately. And try not to be abrupt. IMs don’t have conversational cues like face-to-face talks.

9. Acknowledge Mistakes

Make sure to acknowledge mistakes, but don’t be accusatory. Treat mistakes as learning experiences. They are inevitable and being upfront about them will foster a more productive environment.

10. Quality over Quantity

More communication does not mean effective communication. Focus on clarity and conciseness. Your coworkers will thank you for it.