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Tag#personalassistant

Ergonomics: your health and safety

Failure to observe ergonomic principles may have serious repercussions, not only for individuals, who could develop illnesses like repetitive strain injury, but for whole organisations. They can be held responsible if they do not enforce ergonomic principles, or at the very least suffer a high level of sickness absence.

How good should be your Voice quality at work?

It may be necessary to have a microphone to make sure you are heard by everyone, depending on the numbers in the room, the acoustics and the volume of your voice. Everyone needs to be able to hear you well so you have to project your voice to the back of the room. Your voice should not be monotonous as it would be boring to listen to and you will appear unenergetic and lacking in confidence.

How important is having eye-contact during presentation?

When presenting you should try to keep eye contact with each delegate for about five seconds, or until a message is completed. The benefits of good eye contact are that:

 You will make a connection with each person and they will feel included and involved.  You encourage the audience to participate.
 You appear more in control, and less nervous or uncertain.
 You will establish a two-way communication and you can

Principles for preparing your presentation

Remember that verbal and non-verbal communication work together to convey a message. You can use non-verbal signals and gestures to reinforce and support what you are saying, especially when presenting. You project credibility through your body language, voice quality, gestures, eyes and posture.

Time Management Briefly explained

Manage your time by prioritising your workload using the task prioritisation matrix, and understand the difference between the important things and the urgent things. Motivate yourself to reach the deadline by being clear that: ‘I have to do this task because… by (such a time)… and why it’s needed by that time is because…’ Ask yourself if you are working on the right thing at the right time in the right way and eliminate procrastination. Organise yourself and your boss so that you are able to meet deadlines by following the e-mail guidelines, using the power of the subconscious to help you be creative and get rid of your negative gremlins. Stretch your goals, which in turn increases your self-belief and your confidence, and have fun to decrease stress levels.

Advice on stress from around the world

When my to-do list is getting out of control, I visualise a field of sheep with a pen in the middle; each ‘To Do’ is represented by a sheep. Get them in the pen – that’s ok; if they are running around outside the pen – that’s ok because you know they are there; they are hiding behind trees – that’s ok too because you don’t know they are there so stop stressing!

How to manage your work stress?

There is a difference between being prepared/organised and being stressed about something that might go wrong, that might happen, that might… I think the motto here is: ‘Don’t worry about things until they actually go wrong, but do think ahead and make contingency plans to make sure everything happens the way you want it to, even if it does end up being “plan B”!’

Top-10 ways to save time dealing with e-mail

Top-10 ways to save time dealing with e-mail
Here are 10 ways to impress your boss with your e-mail management skills:
 Don’t be a slave to the new e-mail notification(s) such as the ping, the box that flashes across the screen telling you that you have new e-mails. Switch them off so that you are not distracted, then check for new e-mails when you are ready.
 Avoid dipping in and out whenever possible. Instead set aside specific times for dealing with e-mail.
 Handle each e-mail once and follow the four Ds principle deal with it, delete it, delegate it or defer action.

Top tips for managing deadlines

Deadlines are critical for management in any field. They are the best helpers in achieving both large and small objectives. They affect productivity and motivate teams.

However, it’s not a good idea just to set arbitrary deadlines for all of your projects. All deadlines must be strategic and deadline-driven management teaches how to do it professionally.

How to overcome procrastination?

Everyone has put off a task at some point in their life. (Take, for example, this article that I had planned on posting yesterday…) But have you ever wondered why you — or others — procrastinate? While some view it (in themselves or other people) as laziness, there might be something else at play.

In psychology, it has long been believed that people who procrastinate have a faulty sense of time — that they think they will have more time to get something done than they actually do. While that may be true for some, more recent research suggests procrastination is linked to difficulty managing distress. Specifically, it seems that task aversion is to blame — that is, when people view a task in an unpleasant manner (“It will be tough, boring, painful…”), they are more likely to put it off.

How to avoid 'interruptions' at work?

Learn to manage interruptions by being assertive, using body language and so on. For example, if people come to your desk to chat when you are busy, then you have to tell them that you’d love to come and see them later but just now you have to meet a deadline and need to get on with your work – and check they are not busy when you want to see them. …

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.