Author Archives: kate

Nov29

How To Become More FulFilled and Productive

Posted on by
How To Become More FulFilled and Productive

When the work from home movement first started, everyone was excited. We didn’t have to contend with long hours of commute and being stuck in terrible traffic. We could prepare a healthy breakfast at home instead of grabbing a 500 calorie bagel and overpriced designed coffee on our way to work. It takes all of 15 minutes to go from “just woke up” to “virtual meeting ready.” We loved the idea of being able to reclaim our time back while social distancing.

However, work demands are now going back to normal. Some of us have started going back to the office. Some of us have retained the ability to work from home. And some of us get to enjoy the best of both worlds with a hybrid work set-up – some days going to the office and some days working from home. 

However, the threat of the virus has not waned. Just recently, Europe has seen another spike in their COVID-19 cases making it the onset of the 4th wave of the pandemic. This means that our worries are far from over and it’s taking a toll on a lot of employees. 

There’s been a lot on our minds lately, from keeping ourselves and our loved ones safe, to worrying about work and responsibilities. It doesn’t help that because of digital technology, most of our workdays are spent jumping from one virtual meeting to the next. This is why a lot of employees report burnout and depleted energy levels. 

If you think of your energy levels as a rechargeable battery, they only last so long before they need to be recharged. It doesn’t help that energy-depleting behaviors like worrying, consuming bad news, having health risks, focusing on negative thoughts, and having a bleak outlook abound in this pandemic era. 

Some simple changes to our daily routine can help recharge our depleted batteries. Here are some examples:

  • Getting enough sleep
  • Incorporating movement into your day
  • Eating a balanced diet
  • Taking breaks
  • Staying away from the news
  • Looking for good news
  • Focusing on one task at a time
  • Meditating
  • Journaling
  • Spending time with loved ones
  • Reading
  • Practicing gratitude

Among these tips, the most helpful in recharging your batteries is spending time with loved ones. An often-quoted “75-Year Harvard Study” shows that the secret to leading a fulfilling life is having quality relationships. It’s not about having 20,000 friends on Facebook. It is the quality of your close relationships that matters. Simply put, good relationships keep us happier and healthier.

If you’re facing burnout or if you find yourself being overwhelmed with worry and negative thoughts that are affecting your work and wellbeing, take time off and spend it with loved ones. If you can only do one thing to improve the quality of your life, it is this. So, find ways to strengthen and improve your relationships and create a tribe that will support you and helps you thrive.

What tips do you have to become more fulfilled and productive? Remember to work smart and be a blessing to someone today. Stay safe and healthy!

Written by Jaie O. TheHelp

Nov22

Micromanagement and Working From Home

Posted on by
Micromanagement and Working From Home

Remote working or working from home was supposed to be a short-term solution to the threat of COVID-19. It allows employees to work remotely in order to reduce travel and congregation thus, reducing the spread of the virus and the risk of contracting the disease. Back in March, when the pandemic sent us all into lockdown and the work from home experiment started, businesses and organizations had no idea if the move would be successful. Fast-forward to today, remote work has turned into a long-term solution and a possible work option.

Still a lot of employers struggle to adapt to the fact that they are no longer able to walk over to an employee to check in and see how tasks are progressing. Here are some tips to help better manage remote workers:

  1. Offer trust and flexibility – in this context, trust is about making sure that you give your direct reports the resources (such as tools, information, access, and guidance) that they need to get their work done – and then, be able to get out of their way. The best way to offer them trust is to allow them the flexibility to choose when and how they want to get the job done.
  2. Give them autonomy – allow your direct reports to be able to direct their own lives. Giving direct reports autonomy over their projects not only encourages them to see the project through to completion, but also encourages them to give their best because they have ownership and accountability. You hired them, after all. So, assume that they are competent to deliver while encouraging excellence. Trust that they will be able to get the job done.
  3. Be an example – don’t just talk the talk, but walk the walk. If your company is big on work-life balance as stated in your mission-vision, you have to lead by example. Show your employees that you value and even encourage time off. And don’t just preach about it, you have to actually take time off yourself. Be public when you do it as well so that employees can see that you have a work-life balance, and it’s not just platitudes.
  4. Communicate well and often – too many one-on-ones can feel like micromanagement, but too little can also be a problem, too. Without proper communication, remote workers are left to assume that they are on the right track and won’t be able to course-correct until it’s too late. So provide regular feedback. Schedule regular check-in calls and make it a video call – not a phone call. So many things will be missed if you are unable to see facial expressions and body language. Use your regular catch-ups to check in on how they’re doing and also chat about non-work related things that aren’t too personal. It’s a way to build rapport and also get feedback on what’s going well or if they have pressing concerns.

Do you have tips to better manage remote workers? Share them with us in the comments. Remember to work smart and be a blessing to someone today. Stay safe and healthy!

Nov15

5 Best Practices For File And Folder Naming

Posted on by
5 Best Practices For File And Folder Naming

I don’t know about you, but I get slightly annoyed when I receive files named “resume.pdf” or “document.pdf.” I think it’s lazy practice and could lead to other users being unable to find pertinent files, reports, and resources. If you’re in a highly collaborative environment like me, files that don’t use good naming conventions are a disaster waiting to happen. It makes it hard to collaborate and just wastes a lot of time. Having good naming conventions is not only good practice but also a courtesy to teammates and other stakeholders.

Here are 5 best practices for file and folder naming:

1. Use abbreviations

Shorten the file or folder title as much as possible by using standard abbreviations such as Dec for December and Corp for Corporation. This ensures that you can still add relevant information to the file or folder name without having it read like a novel.

2. No cryptic codes please

While we’re on the subject of abbreviations, please don’t shorten file and folder names to something only you can understand. Use standard abbreviations – emphasis on “standard”. Don’t make up abbreviations or file and folder codes that don’t mean anything to everyone else, such as “dckt243-1abc.pdf”

3. Be as descriptive as possible

Have you ever received a file named something as generic as “resume.pdf?” How did that make you feel? Yeah, me too. It’s good to know what the file or folder contains without even having to open it. So be descriptive of the file or folder name. A good example is: Horizon Hotel Business Optimisation Proposal – ANX Corp – 2021.pdf

4. Use title casing

Title casing means you have to capitalize every first letter of every word as if it were a title – which it actually is.

5. Use sequential numbering and version numbers

Sequential numbering means you have to use 01, 02, 03, or 001, 002, 003 instead of just 1, 2, 3. This means you have enough room for numbering files or folders that are part of a sequence. This is useful for employees’ files, invoices, or reports in a series. Version numbering means adding V1, V2, V2.1, etc. to files that will likely have multiple iterations, such as marketing copy, blog posts, or articles.

Not all organizations will have the same naming conventions because we all work differently. In order for everyone to get into the habit of correctly naming files and folders, encourage everyone in the team to use company standard naming conventions. This would mean that you will have to create a custom document that details your company’s standard naming conventions along with suggestions for best practices. Using these standard naming conventions ensures that other collaborators need not go into a scavenger hunt every time they need to access a file or folder and that they, in turn, make it easy for others to access files they have created. 

Do you have other tips and best practices for good file naming conventions? Share them with us in the comments. Remember to work smart and be a blessing to someone today. Stay safe and healthy!

Written by Jaie O. TheHelp

Nov8

Do You Struggle With Time Management?

Posted on by
Do You Struggle With Time Management?

Time management seems like a pretty straightforward concept. It’s about using your time efficiently in order to complete a task by a self-imposed or externally set deadline. In theory, it is a simple, executable concept. In practice, well, that’s another story.

If you’re someone who struggles with time management, you are not alone. Some of the most seasoned managers sometimes struggle with time management, too. In fact, this UK study shows that fewer than 1 in 5 people (18%) have a proper time management system. An overwhelming 82% of respondents do not use a time management system at all. They just use a to-do list, their email inbox, or nothing at all.

The internet has a wealth of hacks, tips, tricks, and systems all designed to keep us on track of time and efficiency. It isn’t the lack of information that keeps people from managing their time successfully. It boils down to creating good habits and awareness. Time management is not a one-off thing that you can learn and master after taking a course. It takes work, forming good habits, and practicing those good habits.

To understand why we all struggle with time management, let’s look at 2 things:

1. The real value of time

Time is an abstract concept. The only way to measure productivity is if we meticulously track the time we spend working to complete one task. This is unrealistic and, truthfully, wastes more time than doing the actual task itself. Timers, trackers, and schedules can’t account for how much time is spent on asides like distractions and essential prep work. 

If you think of time as a resource (like money) this can shift your mindset to being more mindful of how the time you spend completing a task can actually affect the rest of your work schedule moving forward.

2. Tools and technology

The digital age ensures that we are well-equipped with tools that can help us manage our workloads more easily. However, technology also presents opportunities for distraction. And it’s not just social media. It can also be: 

  • Digital tools that don’t fit your workstyle or not appropriate for your job
  • Tools that have more bells and whistles than needed
  • Tools that have a steep learning curve
  • Systems that are not user friendly or outdated
  • Tools that provide more distractions than solutions

If you’re spending more time learning how to use the tool than actually getting some use out of it, then it is time to re-evaluate the technology you’re using to supposedly work faster and more efficiently.

So, in order to reframe our concept of time management, let’s look at time as a resource and ensure that the technology we use to manage our time is actually essential and appropriate. Do you struggle with time management? What are your tips on how to properly manage your time at work? We’d love to hear them. Share them with us in the comments. Remember to work smart and be a blessing to someone today. Stay safe and healthy!

Written by Jaie O. TheHelp

Nov2

What Is Zoom Fatigue And 3 Ways To Help Your Team Overcome It

Posted on by
What Is Zoom Fatigue And 3 Ways To Help Your Team Overcome It

Fatigue, Merriam – Webster defines it as “weariness or exhaustion from labor, exertion, or stress.” Another more apt definition is “a state or attitude of indifference or apathy brought on by overexposure.” We’ve been constantly exposed to unprecedented disruptions that being tired is part of the new normal. This pandemic has left us in different states of fatigue that has spawned a few Covid-19 era terms such as: lockdown fatigue, Covid fatigue, and the newest addition to this trend, Zoom fatigue.

Due to remote work and virtual learning, the use of video conferencing platforms such as Zoom, Google Meet, Microsoft Teams, Skype, and similar platforms have skyrocketed since the beginning of the pandemic. The feeling of being anxious and overwhelmed, and generally being tired of jumping on back-to-back calls for work or for school has been coined as Zoom fatigue. This term was coined because Zoom has been the most popular platform. However, this can happen on any video conferencing app.

If you think you or anyone from your team (or even your classmates) is experiencing Zoom fatigue, here are 3 ways to overcome it:

Pad your calls

If you’re using a booking link at work, pad your calls 5 to 10mins in between. This will ensure that you get a 5 to 10min break in between video calls. If you don’t use a booking app, you can manually block off time in your schedule for short breaks. Be absolutely protective of this break and let everyone know that you’re serious about not taking calls during this time. Suggest alternative times for people who push back. If you absolutely can’t get out of back-to-back meetings, consider taking mini audio-only breaks by minimizing the window, moving it behind another application, or (if permitted) turning off your camera.

Practice the 20-20-20 rule

Constant staring at the screen makes us hyper-aware and self-conscious. Without visual breaks, our brain can grow fatigued. In order to refocus, you must also give your eyes a break by trying out the 20-20-20 rule. It goes like this: For every 20 minutes you spend staring at a screen (any screen), take 20 seconds to look at something that is 20 feet away. This optometrist-vetted rule can help reduce eye strain, relax the eye muscles, and improve your eye health. 

Stick to the agenda

If you are hosting a meeting, send a well-prepared meeting agenda beforehand. This ensures that everyone attending the meeting knows what to expect beforehand. It also helps to keep you accountable for sticking to the agenda and making sure it does not go overtime. An agenda also helps set the efficiency of the flow of the meeting and shows that you respect other people’s time.

If you’re attending the meeting, hold the organizer accountable for sticking to the agenda and suggest that you practice timeboxing if you suspect that the meeting can go overtime. 

Have you ever experienced Zoom fatigue? How do you deal with it? Share them with us in the comments. Remember to work smart and be a blessing to someone today. Stay safe and healthy!

Written by Jaie O. TheHelp