I Think I Need a Binder

Great, my pages are loose, I can't find my notes, my interview is in ten minutes! Sometimes I just wish I was able to prepare before cramming everything to the last minute. To hand in something don't last minute and feel you're just handing in a pile of chicken scratch.

Why is it Important?

Chicken scratch you've been handing in? Yeah, that's not going to cut it in the business world. Professors and teachers often stress about format format FORMAT! It's something we learn throughout our life and that when presenting something professional, there's usually a set of rules. 

Now why do we have these formats? It's simple, so that everyone is on the same page and can easily compare what is well done and what is not. Think about reading a text book now if all the words are backwards it would be extremely difficult to read and understand it because the format is incorrect. 

In a business environment, your boss is expected for you to format everything according to a set of rules. This establishes:

1. Clarity and flow
2. Comparability with other documents
3. Attractiveness (who would bother reading pages full of mess?)
4. Reliability as an employee

What to do?

• Check your work frequently 
• Do it ahead of time to leave you time to edit
• Ask others to read it over (more insight)
• Ask questions

Meagan Templeton , (2012), 5 Ways to Improve Your GPA This Semester [ONLINE]. Available at: http://www.hercampus.com/life/academics/5-ways-improve-your-gpa-semester [Accessed 01 March 13].

Guffey, M. E., Rhodes, K., & Rogin, P. (2011). Business Communication process and product. Toronto: south-western.

SMILE!

Ever felt a service was ten times better with a smile than with a blank face? Facial expressions really tell us a lot about the impression you're trying to convey. The customers do not really care about your personal feelings but their own and how you are going to satisfy their needs!

Why is it important?

Facial expressions can really tell many things even if you haven't spoken yet. It is the body language that you're giving off to others. In a business scenario, your peers are most likely looking at you when they're talking to you and if there's any change of expression from what they said there may be some problems. A smile is usually better than a blank face! Obviously speaking, when it's not good news it's not wise to smile. The expression from your face and others, sets off the mood of the situation. Undesirable expressions from you may result in being treated differently in the future. Aside from knowing your own company's set of norms, there may be some cultural differences between yours and others. An example can be in China where they usually would show a poker face. Understand that this may not be to insult anyone but an etiquette of which to show respect to you.

I Can't Control Them!

It is understandable that sometimes your emotions gets the best of you. The best solution is :

1. to remain as calm as possible not letting emotions manifest
2. Be professional as you can 
3. Do not jump into conclusions ( their norms may be different)
4. Try to smile frequently when necessary 

Business Pundit, (2012), How to Read Body Language and Facial Expressions [ONLINE]. Available at:http://www.squidoo.com/how-to-read-body-language-and-facial-expressions [Accessed 01 March 13].
ThinkShock, (2011), Can't Control your Anger? [ONLINE]. Available at:http://articles.timesofindia.indiatimes.com/2011-03-07/holistic-living/28235458_1_anger-real-issue-personal-attacks [Accessed 01 March 13].
Guffey, M. E., Rhodes, K., & Rogin, P. (2011). Business Communication process and product. Toronto: south-western.

That's offensive

Like said on the previous post, gestures are actually really important. One slip of the hand and there goes your business. We are becoming more diverse in business and being able to contact one another in real time rather than just writing letters. When I travelled overseas, some people would point with their middle fingers not knowing it was offensive, luckily I was aware of this or else...

Real time
Few years back, we didn't have webcams to contact each other. We depended on writing letters, phone calls or emails. Now that we are able to actually see the people not only should we be careful how we word what we say but how we physically present ourselves. We've been dependent on calling, emailing or mailing few years back but now it's become more real time and personal where others can see and hear you from different parts of the world.

Remember...
An example can be the way you eat your food. Yes that's right how you eat your food can tell others how you think of it. In America, slurping your food is a rude gesture where as in Japan or China it's not. Slurping your food in Asia in general, shows that you're enjoying the food! Remember not to take offence if you hear it from people over seas. We are becoming more multi cultural and sometimes it would mean accepting new customs.




Matts class, (2010), Gesture and Body language [ONLINE]. Available at:http://th4englishb.blogspot.ca/2010/05/gestures-and-body-language.html [Accessed 02 March 13].
Guffey, M. E., Rhodes, K., & Rogin, P. (2011). Business Communication process and product. Toronto: south-western.

Need some space?

Ever felt like someone was a bit too close to your comfort zone? This is your territory and it plays a huge role in business. It can go both ways, either you're giving sufficient amount of space for the person to feel content or too little and they would like to step back a bit!

Territory can be ownership for a space, item or yourself and when someone violates that you would most likely take it the wrong way. In a business scenario, this can lead to arguments, decline of a job, or overall awkwardness between the team! Aside from actually coming up too close to the other person, taking possessions of the person can lead to uncomfortable behaviour. Don't you feel mad at times when someone takes something of your own and you just met this person?
So please be aware of these little things that can give off a bad impression.




Esther Lin, (2012), Stann and Bisbing get too close for comfort [ONLINE]. Available at:http://www.titocouture.com/stann-and-bisbing-get-too-close-for-comfort/stann-and-bisbing-get-too-close-for-comfort/ [Accessed 01 March 13].
Guffey, M. E., Rhodes, K., & Rogin, P. (2011). Business Communication process and product. Toronto: south-western.

I'm scared

Break out of that shell of yours! We all know how difficult it may be for some to feel confident of themselves. Talking in front of the many people who will be critiquing your performance is hectic! But this is a business environment and unless you show some confidence, it will be really difficult to show what you're made of.

Why is it important?
Your posture tells a lot about yourself to others. It shows how comfortable you are with the audience or listener. If you show little interest to include your audience in your presentation, it shows lack of interest. But big confident movements to include people and ask questions really shows how you may be able to connect with them. Actions do speak louder than words and if you are able to show self confidence, the audience will  know you stand out.


What to expect?
This skill does not come over night for those who are not at that stage yet. It takes a lot of practice and self motivation. Aside from this, there will be a lot of cultural differences. Be sure to research your gestures that will not offend anyone! Check your ego before you enter that door because a lack of knowledge is a bigger threat.







Time Management Ninja, (2012), 10 Reasons Why Confidence Leads to Success [ONLINE]. Available at:http://timemanagementninja.com/2012/07/10-reasons-why-confidence-leads-to-success/ [Accessed 01 March 13].
Guffey, M. E., Rhodes, K., & Rogin, P. (2011). Business Communication process and product. Toronto: south-western.
 .

I'm LATE!

Sounds straight forward isn't it? We've been taught how to be on time and that tardiness isn't a polite manner. We've been accustomed to this norm throughout our education to teach us that with such tardiness, comes consequence. That feeling of asking for a late slip or attending detention as a kid was not fun! Now that you're old enough to work, being late is a huge deal! It means not getting paid the amount of hours if you were on time. But that is just being generous. This can lead to being laid off and potentially harm your records if they do get passed to your next job if you ever get one!


Why is it important?
Being on time to many people is simple as running operations smoothly. If one person is late, sometimes the job can't be done at all! The team depends on you to be on time so that everything goes as planned. Don't be self centred and remember that there is a sense of responsibility.

Time tells us about how much we care about the situation or person. Some cultures may view it as rude or just perfectly normal.


Solutions?
You've most likely heard of this many times in school. "why don't you plan ahead of time? Why didn't you do this earlier?" This is true! But sometimes it's being late can't be helped. Just remember that there has to be a legitimate reason to be late such as a death in the family. I have lost count the amount of times I heard people say "I was sick". It is best to plan ahead and be on time than leaving things last minute!






Scott J, (2010), Time and Translation [ONLINE]. Available at: http://translation-blog.trustedtranslations.com/time-and-translation-2010-12-27.html [Accessed 01 March 13].
Guffey, M. E., Rhodes, K., & Rogin, P. (2011). Business Communication process and product. Toronto: south-western.

Who are you looking at?

Don't you hate it when you're talking to someone and you're unsure whether they're even paying attention? Eye contact is one of the main factors to show how much a person can pay attention. It often gets annoying when people stare too much or not look at all when I'm talking to them. It's our society's norm that whenever someone's talking that you should be looking at them and engaged. Sometimes I just want to turn their head at me just to get their attention.

Ouch

The mentality of the speaker is that whenever a listener is not giving eye contact, they feel ignored! Now majority of the time this isn't the case, there are several factors why a person may not be giving eye contact but the main reason seems to be nervousness. 

Much like presenting in front of people, it is pretty difficult to maintain eye contact. But if you don't keep eye contact, the audience won't feel involved. Same goes with the audience if they are not looking at you they're simply not paying attention most of the time!



What Can I Do?

Ways that helped me get over the awkwardness of staring or not even looking at someone are:

1. practice looking at someone's forehead...it's a start
2. look to the side and back to break awkwardness
3. try not to stare too long
4. practice in front of a mirror
5. keep your head up 
6. try not to fiddle around

Norms
China for example would consider no eye contact to be a lot more respectful than staring at someone. They believe it may be a bit uncomfortable for some people especially females.

living well education, (2012), communication breakdown [ONLINE]. Available at:http://livingwelleducation.com/communication/index.html [Accessed 01 February 13].
Jeff Weaver, (2013), presentation [ONLINE]. Available at: http://www.headingfortheexits.com/the-hfte-guide-to-giving-effective-presentations/presentation/ [Accessed 01 March 13].
fullmetalcynic, (2012), POSTS TAGGED ‘CHINA’ [ONLINE]. Available at: https://fullmetalcynic.wordpress.com/tag/china/ [Accessed 02 March 13].
Guffey, M. E., Rhodes, K., & Rogin, P. (2011). Business Communication process and product. Toronto: south-western.

Where's my Space?

Space is a big part of how others would feel around you. It is the atmosphere and how comfortable a person may feel. I always feel more included when everyone is facing each other equally. This is where body language kicks in...

Arrangements
Facing your back when someone is talking isn't ideal especially when there's a formal meeting with your team. To feel more included, instead of sitting all in one row a simple circular placement is best. Others around you can feel equal from the enclosed space. Now imagine just a row of your team members. Don't you feel an unequal share of power with those sitting on the far side? With a circular surroundings, your members are bound to communicate more efficiently.

Now arrangements of furniture or items can change the way others will perceive how formal or serious the circumstances may be. Beanie or colourful sleek chairs gives off a more relaxed surrounding. Great example would be Google headquarters where the place feels like home! With a more serious setting of black, brown, and white furniture reflects a more formal environment much like an office or meeting room. Decorations such as wall paper can reflect the way people will feel. If you were to interview someone would you have a game console in the meeting room? Well it would be extremely difficult to concentrate if someone is playing Call of Duty! 

Google Headquarters

Then again...Google a successful company is able to establish a new norm for their workers but still obtain high efficiency. 

One thing is for sure, it's always best to establish a minimal as to how serious you will have to be to get work done. I tend to slack off or get distracted when things are out of place that doesn't fit my working environment. STAY FOCUSED!

joe ks, (2010), <em>Google innovations keeps office work from being drab and boring</em> [ONLINE]. Available at: <u>http://www.joe-ks.com/archives_feb2009/GoogleHeadquarters.htm</u> [Accessed 02 February 13].
alexandra reid, (2012), <em>Google innovations keeps office work from being drab and boring</em> [ONLINE]. Available at: <u>http://francis-moran.com/index.php/marketing-strategy/social-media-strategy-why-meeting-in-the-real-world-matters/</u> [Accessed 02 February 13].
Guffey, M. E., Rhodes, K., & Rogin, P. (2011). Business Communication process and product. Toronto: south-western.

So you think you're classy?

Are you or have you ever panicked about an interview or a formal event? People don't realise how difficult it actually is to be professional. It isn't as simple as dressing up nice and expecting a good impression. Though there is the verbal aspect to professionalism, the physical aspect is just as important.

It's surprising to see the lack of proper body language many present without having a clue. For interviews, many don't understand why they aren't getting the job thinking they've presented themselves well. The interviewer will always look how well the person displays themselves before, during and after the interview. The first handshake does tell a lot about the person. A firm handshake shows confidence and professionalism whereas a sloppy handshake shows a timid shy person. You have to remember that you will be potentially representing their company or team.  The little things do count such as arriving early or on time shows how important the job is to the person.

Things to look out for is:

1. Space
2. Eye Contact
3. Timing
4. Territory
5. Posture 
6. Gesture
7. Appearance
8. Facial Expression
9. Business Documents

I will be explaining further about these in my later posts!





vanessa, harris. what is professional approach?. N.d. scarlettlibrarianWeb. 26 Jan 2013. <http://scarlettlibrarian.wordpress.com/2010/08/14/what-is-a-professional-approach-part-1/>.
How to become a professional crafter – standing out from the hobbyist. N.d. family bugsWeb. 26 Jan 2013. <http://familybugs.wordpress.com/2012/04/29/professional-crafter/>.

Guffey, M. E., Rhodes, K., & Rogin, P. (2011). Business Communication process and product. Toronto: south-western.