Leadership Winter 2015

LEADERSHIP Winter 2015

New Manager’s Tutorial pg. 4 Managing Your Workspace pg. 11

k t-the-Des A id o v A How to Injuries ob ffectivnes J E g in t ri W Descriptio ing Multitask n o p ri G Getting a

Leadership Winter 2015

MINES & Associates 10367 West Centennial Road Littleton, Colorado 80127 800.873.7138 www.MINESandAssociates.com

A word from your Account Management Team...

Welcome to the Winter 2015 issue of Leadership!

With another calendar year coming to a close our last issue of Leadership for 2015 brings plenty of resources to help you close out the year strong. From writing effective job descriptions to help multi tasking, these articles should help boost your productivity. Not enough? Well, then check out our tutorial for new managers and guide to conquering that mountain of paper work you don’t want to think about and more.

And as always, if you find you need any support this winter, you don’t have to be left out in the cold. Please call your Employee Assistance Program at 1-800-873-7138.

To your health!

– The MINES Team

. . . . . . . . C redits . . . . . . .

Krames Staywell A New Managers Tutorial pg. 4 Getting a Grip on Multitasking pp. 6-7 Conquering the Paper Tiger pg. 10 Wellness Library Health Ink and Vitality Communications ©2015 How to Avoid At-the-Desk Injuries pg. 5 Business.usa.gov ©2015 Writing Effective Job Descriptions pp.

8-9 Life Advantages - Author Delvina Miremadi ©2015 Managing Your Workspace pg. 11

2015 Awareness is the name of the game in 2015! We here at MINES believe the first step to enhancing your wellbeing is becoming aware. By becoming aware you not only become cognizant of new ideas and open your mind to the world around you, but you also open your eyes to see yourself in a new light as well. Total Wellbeing will continue to bridge the gap between our potential and optimal wellbeing by bringing light to the 8 dimensions of wellness: Physical, Occupational, Intellectual, Environmental, Financial, Social, Spiritual, and Emotional Wellness and expanding your awareness of ways to support these dimensions in your life to help you promote your own Total Wellbeing.

Total Wellbeing

Focus on Awareness

Physical Spiritual Intellectual Social

Total

Emotional Financial Occupational Environmental

Keep an eye out on MINES & Associates in 2015 as we explore the awareness landscape. From financial planning to social influence, physical wellness to emotional health, all aspects of your life are connected and can affect your wellbeing. Let us help you stay on top of this constantly shifting world and make your wellbeing easier to focus on than ever before.

Share

Your Own Perspective In the spirt of awareness in 2015 we want to hear from you. We want to know about the things you do to support your own happiness and wellbeing. So please share your stories, whether they are success stories or struggles you have faced. We will be featuring some of your wellbeing stories in our publications to inspire and let others know that they are not alone.

Email your wellbeing story to: communications@minesandassociates.com

Wellness Webinars

Support from the experts

Wellbeing

Join our partner, Brown Richards, for any of their monthly webinars. 2015 will cover great new topics ranging from organizing your life, facts about Alzheimer’s, family cultivation, eating right, and much more!

Visit our website to learn more, or register for upcoming events at www.minesandassociates.com/webinar.

Is there a topic you’d like to see us explore? We’d love to hear from you.

Shoot us an e-mail at communications@minesandassociates.com and let us know what you’d like to see.

www.MINESandAssociates.com | 800.873.7138

A New Manager’s Tutorial Your boss has just rewarded your dedication and hard work by giving you a managerial position. But, you have never managed before, and you don’t know where to begin.

“New managers often suffer because they haven’t had good role models and have experienced training that only helped in their prior job,” says Alan Weiss, Ph.D., president of Summit Consulting Group Inc. in East Greenwich, R.I., and author of The Unofficial Guide to Power Management.

Here are some tips to transform your panic into progress as you begin your new career as a manager.

Be effective, not popular

“Managing is about effectiveness, not about being liked,” emphasizes Dr. Weiss. You can drive yourself crazy if you try to please all your employees all the time. Instead, focus on communicating with clarity, firmness, and fairness, realizing you may not be able to give your employees exactly what they want all the time.

Understand expectations

Employees also have different work expectations. Some prefer a structured environment, while others want more freedom. Some like to work in teams, while others work best alone in a quiet office. Some need a lot of recognition for their work, while others prefer to stay out of the limelight.

Regular one-on-one lunches with your employees will help you to understand their personality styles as well as their work expectations and personal goals.

Manage your time

“Invest in your best people and don’t be usurped by attention to your remedial performers,” says Dr. Weiss. In business, time is money.

Instead of using your time trying to transform poor performers into dynamos, give them simpler tasks they can perform well, then spend your time and effort building your best people.

Do the right thing

“Ethical conduct doesn’t exist in operations manuals or the legal department. It exists in your own value system. Always ask yourself, ‘What’s the right thing to do?’,” says Dr. Weiss. “This will not only be best for your company but also will help you avoid sleepless nights.”

Appreciate your employees

Managers and supervisors who show their appreciation to their employees will find their employees willing to go the extra mile. Take a minute to write a note of appreciation, create a certificate of progress, or give a small gift or award.

Keep a daily journal

What worked? What didn’t work? What got accomplished? What were you happy about? Frustrated about? This will help you analyze your problems as well as see your progress.

Find a mentor

“These times are too complex for trial and error or gut feeling. Don’t reinvent the wheel. Find someone who’s successful and respected to guide you,” says Dr. Weiss.

Maintain perspective

“Don’t worry about your next job or promotion or about future raises,” says Dr. Weiss. “Worry instead about delivering value to the customer and support to your subordinates. If you do those two things well, all the rest will happen, too.” M

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Leadership Winter 2015

How to Avoid At-the-Desk Injuries

Your office cubicle doesn’t look like a dangerous place. But if your computer, chair, and other parts of your workstation aren’t positioned properly, you can end up with sore wrists or a backache or other physical problems that may keep you on the injured list.

Ergonomics is the science of fitting work environment to the worker. With more and more people setting up home offices or sharing cubicles, paying attention to ergonomics can help keep you healthy and productive.

According to the National Institutes of Health (NIH), repetitive motion injuries top the list for office injuries, with the wrist the most common body part affected. The next most common area affected: the head, neck, shoulders, and back.

The NIH says there are some key factors to keep in mind when setting up a workstation, or looking at your own office cubicle. And there are steps you can take to minimize the possibility of injury through repetitive movements.

How to work at your workstation

Are you at risk?

•

At the moment, there are no national standards for ergonomics, but OSHA is developing standards for business and industry. Public hearings were conducted this fall on a proposal that would require employers to set up ergonomics programs to prevent workstation injuries. The final rule is expected to be released in 2016.

•

• • • • • • • •

When you sit at your desk, your back and thighs, and your thighs and calves, should be at a 90-degree angle. If your legs are too short to keep them at a right angle, you should rest your feet on a small stool or box to boost them to the correct height. Don't cross your legs.

Your upper and lower arms should also be at a 90-degree angle. Your wrists should remain in a neutral position, with no bending up, down, or to the side while typing, experts say.

Wrist rests should be used only when you're not typing; using a wrist rest while typing puts a bend in the wrist.

Try not to rest your wrists or forearms on hard surfaces. Don't rest your arms on your chair's armrests while typing.

Don't type with a heavy hand. Use a light touch on your keyboard.

If you share your cubicle with another worker, make sure you readjust the workstation to your needs when you start to work.

Although it might seem easier to leave the adjustments alone, experts say in the long run your health may suffer.

Decide what office equipment you use frequently and place it near you, so you won't have to reach far.

Your computer monitor should be 18 to 24 inches from your eyes. The top of the screen should be at eye level, experts say. If your monitor needs to be higher, you can raise it with a special stand or lift.

When you use the computer mouse, make sure your wrists are straight and relaxed. Move your whole arm when you move the mouse, rather than just your forearm.

When you use the phone and type or write, don't cradle the receiver between your head and shoulder. Use a headset or a shoulder support for the receiver.

Try to plan your day so that you aren't overloaded with computer work in one part of the day and idle in another.

Planning ahead will also help reduce stress.

Are you at risk? You are if you find yourself repeating the same motions over and over during a workday, experts say. If you work in an awkward position or need to repeatedly lift heavy objects, you are also at risk. In addition, OSHA has identified two main job areas that have produced many WMSDs (Work-related Musculoskeletal Disorders) -- production operations in manufacturing, and manual work in general industry.

Realize that ergonomics is more than proper desks, chairs, and lighting. Air quality, as well as noise, can contribute to a poor work environment. If your office is particularly cold or hot, make your own adjustments by wearing layered clothing (to keep warm), or using a portable fan (to keep cool).

And make sure that you use your office equipment properly. "If you have adjustable equipment, adjust it," says Susan Fleming, spokeswoman for OSHA's ergonomics program. "Employers spend a lot of money to make furniture comfortable, yet employees don't adjust them." M

“Are you at risk?

You are if you find yourself repeating the same motions over and over during a workday...”

Exercises and stretches • • • • •

Take frequent breaks; move around at least once an hour.

Stretch while seated at your desk, get up and stretch.

Close your eyes and then refocus them on objects farther away from your computer screen. Don't forget to blink your eyes.

Change postures regularly.

If you develop an ache or pain from movement or activities at work, see your doctor. Don't ignore the pain.

Experts say that the longer you wait, the harder it may be to treat an overuse injury.

Winter 2015 Leadership

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Getting a Grip on Multitasking A job that requires you to multitask has many facets -- and you’re responsible for keeping all of them functioning at a high level. Being responsible for a range of activities and projects keeps your job interesting but it also can make you feel overwhelmed. It takes skill to be successful at a job with many priorities. You must be organized, good at managing time, and proficient in setting priorities.

The following recommendations can help you increase your chance of being successful at every aspect of your job.

Analyze

The first step is to analyze your job. You need to know which tasks are required, and how to set priorities in getting them done. You also need to allot the appropriate amount of time to each task.

To begin, take two lined pieces of paper and title them Urgent Tasks and Plan-Ahead Tasks.

Urgent Tasks are those that must be done immediately, such as answering the phone, taking care of customers, and dealing with the daily crises that are inevitable. List all of these on one sheet of paper.

Plan-Ahead Tasks are anything you can schedule in advance, such as writing a report, attending a meeting, or planning for a new product or service. List all of these on the second sheet of paper.

Prioritize

Next, rate the tasks on each page as A, B or C, with A being the most important ones. This takes some thought, and you may want to get your supervisor’s input.

Plan-Ahead tasks that are important for your company’s future success also should rate an A. These are tasks such as developing a new product or doing market research.

The problem is, these important tasks can easily be set aside to take care of the more pressing ones. But it’s essential to find time to do them, or your company’s future may be at risk.

“Being responsible for a range of activities and projects keeps your job interesting but it also can make you feel overwhelmed... It takes skill to be successful at a job with many priorities. You must be organized, good at managing time and proficient in setting priorities.”

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Leadership Winter 2015

Analyze Schedule

Prioritize

Schedule

The next step is to schedule these tasks on your calendar. To make it easier to organize your tasks, use four different colors to highlight them on your two lists, based on their frequencies: • • • •

Daily Tasks = Yellow Weekly Tasks = Green Monthly Tasks = Blue Yearly Tasks = Pink

With your calendar and your two pages of tasks, set aside blocks of time for performing each task. Use the same color you used on your lists to highlight on your calendar the block of time for each task. That way, you’ll be able to see at a glance if it’s a daily, weekly, monthly or yearly task.

First schedule all of your A tasks, then the B’s, followed by the C’s.

Using your calendar enables you to see if you have enough time to do all the tasks assigned to you. More than likely, you’ll discover you don’t have enough time to do everything, so here are some options:

• Armed with your task lists and your calendar, go to your supervisor and together work out a doable plan.

• Search for ways to do some tasks more efficiently.

• Look for unnecessary tasks that can be eliminated. Look at those you rate as C and determine if they’re necessary.

The more tasks you have, the more essential it is to plan. Set aside time each week to plan the next week. Look at your calendar and make any necessary adjustments.

Ensure success

Even after your plan has been put in place, it has to be managed. To do so, check your task list each week for items that can be eliminated or time frames that need to be expanded or shortened. If you do a little fine-tuning, your multiple priorities will cease to be a source of stress or frustration. M

“The more tasks you have, the more essential it is to plan. Set aside time each week to plan the next week. Look at your calendar and make any necessary adjustments... Even after your plan has been put in place, it has to be managed.”

Winter 2015 Leadership 7

Writing Effective Job Descriptions A job description describes the major areas of an employee’s job or position. A good job description begins with a careful analysis of the important facts about a job, such as the individual tasks involved, the methods used to complete the tasks, the purpose and responsibilities of the job, the relationship of the job to other jobs, and the qualifications needed for the job.

It’s important to make a job description practical by keeping it dynamic, functional, and current. Don’t get stuck with an inflexible job description! A poor job description will keep you and your employees from trying anything new and learning how to perform their job more productively. A well-written, practical job description will help you avoid hearing a refusal to carry out a relevant assignment because “it isn’t in my job description.”

Realistically speaking, many jobs are subject to change due either to personal growth, organizational development, and/or the evolution of new technologies. Flexible job descriptions will encourage your employees to grow within their positions and learn how to make larger contributions to your company. For example: Is your office manager stuck “routinely ordering office supplies for the company and keeping the storage closet well stocked “ or is she/he “developing and implementing a system of ordering office supplies that promotes cost savings and efficiency within the organization?”

When writing a job description, keep in mind that the job description will serve as a major basis for outlining job training or conducting future job evaluations.

A job description should include a: • Job Title

• Job Objective or Overall Purpose Statement - This statement is generally a summary designed to orient the reader to the general nature, level, purpose, and objective of the job. The summary should describe the broad function and scope of the position and be no longer than three to four sentences.

• List of Duties or Tasks Performed - The list contains an item by item list of principal duties, continuing responsibilities, and accountability of the occupant of the position. The list should contain each and every essential job duty or responsibility that is critical to the successful performance of the job. The list should begin with the most important functional and relational responsibilities and continue down in order of significance. Each duty or responsibility that comprises at least five percent of the incumbent’s time should be included in the list.

• Description of the Relationships and Roles the occupant of the position holds within the company, including any supervisory positions, subordinating roles, and/or other working relationships.

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Leadership Winter 2015

When using job descriptions for recruiting situations, you may also want to attach the following: • Job Specifications, Standards, and Requirements - The minimum amount of qualifications needed to perform the essential functions of the job, such as education, experience, knowledge, and skills. Any critical skills and expertise needed for the job should be included. For example, for a receptionist, critical skills may be having 1) a professional and courteous telephone manner, 2) legible handwriting if messages are to be taken, 3) the ability to handle a multiple-lined phone system for a number of staff members, and 4) the patience and endurance to sit behind a desk all day.

• Job Location - Where the work will be performed.

• Equipment to be used in the performance of the job. For example, do your company’s computers run in an Apple or Windows environment?

• Collective Bargaining Agreements - Agreements and terms that relate to job functions, if applicable, such as when your company’s employees are members of a union.

• Non-Essential Functions - Functions which are not essential to the position or any marginal tasks performed by the incumbent of the position.

• Salary Range - Range of pay for the position.

Keep each statement in the job description crisp and clear: • Structure your sentences in classic verb/object and explanatory phrases. Since the occupant of the job is your sentences’ implied subject, it may be eliminated. For example, a sentence pertaining to the description of a receptionist position might read: “Greets office visitors and personnel in a friendly and sincere manner.”

• Always use the present tense of verbs.

• If necessary, use explanatory phrases telling why, how, where, or how often to add meaning and clarity. For example: “Collects all employee time sheets on a bi-weekly basis for payroll purposes.”

• Omit any unnecessary articles such as “a,” “an,” “the,” or other words for an easy to understand point description. Using the above example, the statement could have read, “Greets all visitors and the office personnel to the building in a friendly and a sincere manner.”

• Use unbiased terminology. For example: use the he/she approach or construct sentences in such a way that gender pronouns are not required.

• Avoid using words which are subject to differing interpretations. Try not to use words such as “frequently,” “some,” “complex,” “occasional,” and “several.” M

Winter 2015 Leadership 9

Conquering the Paper Tiger If your desk is covered with papers, files, catalogs, and mail, it’s easy to get discouraged as piles seem to grow on their own.

“When your workspace is a mess, the basic disorder can begin to symbolize your other feelings as well -- as though you’re weighed down by everything else in life,” says Stephanie Winston, author of “The Organized Executive.” “On the other hand, a desk where all the papers have been dealt with sends a very different message of order, discipline, and calm.”

“When your workspace is a mess, the basic disorder can begin to symbolize your other feelings as well -- as though you’re weighed down by everything else in life,”

Ms. Winston suggests the following decision-making process for clearing your desk:

Learn to TRAF

You can make only four decisions about a piece of paper: toss it; refer it, meaning pass it along or discuss it with someone else; act on it personally; or file it. Ms. Winston calls this the TRAF system.

• Toss. “I seriously encourage you to toss as many papers as you reasonably can,” she says. “If you’re not certain if you should, ask yourself if you can find a duplicate in the unlikely event you’ll need it. If you can, then throw it away.”

• Refer. This means there’s someone else you want to share this information with, so you’ll refer it to them. “To make it easier to deal with ‘refers,’ make a file folder for each of the people you frequently interact with -- your boss, your assistant and a few coworkers -- and drop the refer documents in each person’s folder as you come across them,” Ms. Winston says. When you have time, pull out one of the folders and cover several things at once with the person.

• Act. This is the category for all the notes, memos, and mail you receive that you need to personally respond to in some way. “Keep all your action papers in one place and schedule 30 to 60 minutes each day to deal with them,” says Ms. Winston.

• File. File-as-you-go is the best way to prevent a buildup of articles and materials you eventually intend to file. But be sure to make the file headings clear and easy to remember.

“It’s the small decisions you make that often have the most effect on your time management, efficiency, and productivity,” says Ms. Winston. “In fact, if you spend 15 minutes a day TRAFing the current day’s incoming mail, memos, and faxes, you’ll soon have gained mastery over your clutter.” M

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Leadership Winter 2015

Managing Your Workspace Becoming successful in the workplace depends heavily on your ability to stay organized. By keeping your workspace organized, your personal papers filed, and your work-life under control you will be better able to keep up with daily tasks, get to meetings on time, and meet important deadlines. Below is a check-list of tips and techniques that can help you get organized and rise to the top!

Organizing Daily Information • • • • • •

Don’t get bogged down in the little details. Keep your eye on the big picture.

Read summaries and briefs to get a quick understanding of larger topics.

Use technology to your advantage and to save time.

Organize materials into categories you can track.

Act on every lead and bit of information you can grab.

Don’t be afraid to skim information to determine if there’s value in what’s there and if it should be filed or forwarded on to someone else.

• Be realistic in regards to your needs, schedule, and availability.

• Be ready to delegate when appropriate.

• Set aside time each and every day to read and respond to e-mails.

Organizing Your Messages • • • • • • • •

Handle paper only if you have to. If it’s a letter or a bill, handle it as soon as possible.

Sort your mail by category, priority, or action.

Get rid of periodicals you’ve already been through.

Write notes in the same place, every time. Don’t use scraps of paper that can be lost.

Keep paperwork in bins or easily reached files. Don’t set it aside on your desktop.

Keep desk clutter to an absolute minimum.

Clear out your in-box every day before finishing the workday.

Make cleaning your workspace the last thing you do every day.

• • • • • •

Block out a time each and every day for quiet planning.

Only allow emergency interruptions to get in the way of your duties.

Keep an appointment calendar that’s big enough for you to track all of your tasks.

Make a simple chart and log that you can use to track your daily, weekly, and monthly performance.

Organize your workspace by keeping the tools you use everyday within easy reach.

Delegate tasks to those who can fill in. Train someone to assist you with your workload. M

Staying Organized

Winter 2015 Leadership 11

A note to Supervisors...

From time to time, situations arise when a supervisor is not sure how to respond to a particular behavior.

The Employee Assistance Program is available on a 24/7 basis for consultation on issues such as: referring an employee to the EAP, how best to respond to and manage difficult behavior in the workplace, and whether training or some other form of group intervention (such as an organizational intervention or a conflict resolution) may be helpful for a particular situation. The EAP can serve as an ally to anyone who is working with a troubled employee.

• 24/7 supervisor consultation regarding problems in the workplace

• Assessment of behavioral risk on the job • Return-to-Duty conferences

• Advisory services in writing, revising, and implementing policies

• Supervisor and Manager training

• Unlimited formal Work Performance Referrals

• Coaching for management and leadership skills

• Conflict resolution for supervisor-employee problems

MINES believes that employees are an organization’s most valuable resource.

Your EAP is always available to provide you and your employees with support.

The MINES Team

Questions? Reach us at 800.873.7138 | www.MINESandAssociates.com