Category Archives: Administrative Support

Nov15

5 Best Practices For File And Folder Naming

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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?

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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

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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

Oct25

The Top 3 Most Haunted Places In The US

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The Top 3 Most Haunted Places In The US

Right now, the scariest thing we’re all facing is the raging Covid-19 pandemic. But, with Halloween upon us in a few days, it might be a good idea to take a break from worrying over the pandemic for a while and have some fun. 

We won’t be holding any costume parties for a while or until we get the pandemic under control. But we can always look for ways to get into the spirit of the season. Everyone loves to read a good ghost story, right? Let’s take our minds off the pandemic for a while. There’s no time like today to take a virtual tour and visit some of the most haunted places in the US.

San Antonio, Texas

The setting for one of the deadliest battles in the US, San Antonio, Texas is a hotbed for ghostly hauntings. There are many reports of apparitions of army men who fought for the independence of Texas from Mexico in the historic ‘The Battle of Alamo.’ You can also hear chanting and horse’s hooves in the prominent hotels around the area. It is said that the number of paranormal disturbances has actually increased over the years. Among the most haunted sites are: 

  • The Menger Hotel – that has the reputation of being the ‘Most haunted hotel in Texas’ 
  • The Crockett Hotel – where there are sightings of the Alamo Defenders in and around the hotel, and; 
  • The Emily Morgan Hotel – which once housed a morgue and a psychiatric ward.  

Hollywood, California

Good old Hollywood is the site for so many spooky stories, including celebrity hauntings. Here is no shortage of urban legends about celebrities who died and supposedly haunt the places they used to frequent. In fact, the Hotel Roosevelt has the most star-studded line up which includes celebrity ghost sightings by famous actors such as Marilyn Monroe and Montgomery Clift. Another haunted site that is a favorite of ghost hunters is the Queen Mary, a cruise liner that was turned into a hotel. Its Stateroom B340 has been the site of so many hauntings that management decided to close it off for a number of years.

Waynesville, Ohio

Waynesville has been called the most haunted town in Ohio, and for good reason. It is the site of 30 haunted houses. Yes, 30! It’s so haunted that The Museum at the Friends Home offers regular Ghostly History Walking Tours of many of those haunted locations. Among the many haunted sites in Waynesville, Ohio are:

  • The Hammel House in downtown Waynesville which houses the infamous room number 4, site of a gruesome 19th-century murder.
  • The Friends (Quaker) Meeting House, where a ghostly figure of a woman stares eerily from the white brick building’s windows.
  • The burial grounds at High Street, where you can hear the pained cries of the long departed.

Do you have any ghost stories or experiences? Share them with us in the comments. 

Happy Halloween! Remember to work smart and be a blessing to someone today. Stay safe and healthy!

Written by Jaie O. TheHelp

Oct18

Remote Work Is Not For Micromanagers

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Remote Work Is Not For Micromanagers

A lot of people are still working from home after the Covid-19 Delta variant has poured cold water over employers and employees “return to the office” plans. One positive thing about this exercise is that it proves that remote workers can be as efficient (or even more efficient) as on-site employees. It breaks down the notion that work from home employees are harder to manage than those who work in the office. It also demonstrates that not only is remote work possible, but should actually be part of a company’s business continuity plan as best practice.

We’re looking at a couple more years of remote working. Two at the very least. Or until almost everyone gets vaccinated. This does not bode well for managers who like to micromanage their employees and see what they’re working on at all times. Managers should accept the fact that they would have to relinquish some visibility over the tasks they have delegated to their work from home employees and trust that they will get it done. How can managers do this? The key is to establish a supportive company culture that prioritizes trust and psychological safety.

This might sound simple in theory but might be hard to implement if micromanagement is firmly embedded in the business. One of the best ways for managers to show that they trust their work from home employees is to give them the flexibility to choose how they get work done. Give them the means to be able to do their work like access to software, tools, information, a knowledge base, feedback, and guidance. Keep lines of communication open and have regular catch-ups to give instructions or feedback. Once you give them what they need to get their work done, the next step is to get out of their way.

Managers should also prioritize psychological safety. This means creating a space where every employee, working from home or otherwise, feels comfortable giving feedback, sharing ideas, skiing questions, and generally just being themselves. Also, allow room for growth. This means giving employees the space to make mistakes and allowing them to recover and grow. Managers can do this by publicly celebrating with their team – not just the wins and accomplishments but also the missteps and learning experiences. 

With the pandemic still raging on, now is not the time to look over the shoulder of your employee and check on every detail of the work they are doing. The best leaders show empathy and compassion as we go through these very challenging times. Give employees the skillset to accomplish their work and trust that they will deliver what they say they will deliver. Cultivate a results-based culture where you focus on what is achieved instead of how many hours were worked.

Do you have experience working with micromanagers? How did that turn out for you? 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