Take Control of Your Email at Work

Six Steps to Increase Productivity, Minimize Clutter
by Margaret Steen, for Yahoo! HotJobs


Email makes workplace communication faster and more efficient -- but it can also be overwhelming.

Almost two-thirds of executives list email as their preferred method of communicating at work, according to an OfficeTeam survey -- a number that has almost doubled in the past decade.

"Email is front and center today," said Diane Domeyer, executive director of OfficeTeam, a division of staffing company Robert Half International. "Still, there can be too much of a good thing."

Experts offer the following tips for making email work for you.

* Send less. This doesn't mean you should forego important memos or leave people out of the loop. But you should think twice before you hit Send, especially if you're replying to everyone in a large group.

"Eighty percent of email is totally necessary," said Mike Song, CEO of Cohesive Knowledge Solutions and co-author of "The Hamster Revolution: How to Manage Your Email Before it Manages You." The key is to identify and eliminate the remaining 20 percent. "A lot of people will just hit 'Reply to All' to say thank you to somebody. And sometimes that person will hit 'Reply to All' and say you're welcome. It really gets in the way of getting things done."

* Set a schedule. Turn off the "ding" sound that alerts you to incoming mail. Figure out how frequently you need to answer your email: once a day? Three times a day? Then set aside time to read and reply to messages.

"It's easier to manage your email in chunks of time rather than continuously throughout the day," Domeyer said. For example, you can read and reply to email first thing in the morning, once in the middle of the day, and once at the end of the day.

* Use the technology. Use a good spam filter to remove the truly unnecessary mail. Also, set up folders for low-priority messages, such as notes from your professional association. You can check these folders as often as necessary -- once every few days, for example.

* Organize it. Make folders for your email so you can move messages out of your inbox once you've read them. This will make the messages in your inbox seem less overwhelming. It will also help you find messages later when you need to refer to them.

* Don't be too brief. It's good to make your emails as short as possible -- and especially tempting when you're typing on a PDA. But if you're replying to an email that mentions several ways to handle a problem, for example, and you reply with "sounds good," you may soon receive yet another email, asking which solution you think sounds good.

* Know when not to email. There are times when talking to someone, either in person or on the phone, is the better option. "If you have a difficult or challenging situation to resolve, better to do that in person," Domeyer said. "You'll find it to be more efficient and much more likely to be resolved in a satisfactory manner."

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Create a Winning Job-Search Game Plan

Turn Former Errors Into Accomplishments
by Carla-Krystin Andrade, for Yahoo! HotJobs


Microsoft founder Bill Gates said, "It's fine to celebrate success, but it is more important to heed the lessons of failure." In other words, even our worst job-search errors are the training ground for greater success.

With that in mind, try this exercise: Draw four columns on a blank sheet of paper. Use the following four questions to pick yourself up, dust yourself off, and get back into the game with a winning plan.

Column 1: Last Year's Misses

Without pausing to analyze, make a list of your actions that you felt hindered your career last year. Remember to examine every area of your job search, including: interviewing, networking, and your resume.

Column 2: Hit or Miss?

Now, take a step back and look at each of your actions from an outsider's viewpoint. Did it really derail your job search or is it just something you feel badly about? For example, your lingering embarrassment at spilling your coffee during an interview doesn't mean that this is an error you need to fix, unless you repeatedly spill your coffee.

On the other hand, not knowing the meanings of buzz words you used on your resume is something you need to correct. Go through each item in Column 1. If it truly requires a change, then jot "change this" beside it in column 2.

Column 3: Can I Fix This?

What is in your control to change? Be realistic. You can change your habit of turning up late for interviews. You cannot change the fact that you got fired from your last job because of a personal conflict. Increase your chances of success by focusing your attention on the things that you can change. And put a check mark for each of those in column 3.

Column 4: My Hits for This Year

Here is the turning point. Review the list of things to change that remain after questions 2 and 3. Identify a positive behavior to replace each of them and write these in Column 4. For example, do you arrive at interviews inadequately prepared? Then identify a more positive action to take and write a measurable, achievable, realistic, and time-based objective to guide your change, such as, "Starting this month, I will spend at least an hour preparing for each interview."

Now, make this plan work for you. Circle the three positive changes from Column 4 that are most important to you. Write them on a cue card or some other place where you can easily review your turnaround plan every day. In addition, give a copy of this list to someone you trust and ask him or her to hold you accountable for making at least one change by the end of the year.

Then watch your hits add up.

Since 1989, Carla-Krystin "CK" Andrade has helped job hunters worldwide win jobs and achieve their career goals through her website, www.stressfreezone.com, books, and seminars. Her latest books are "Kick Start Your Job Search, Now!" and "How to Win the Job Search Game."

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What the Boss' Body Language Says

by Pat Mayfield, for Yahoo! HotJobs

Most employees pay attention to what the boss says, while the savvy employee also pays attention to how it is being said. Bosses can be good at using -- not just reading -- body language, which may be one of the reasons they got to be boss in the first place.

Often the body changes quickly if the boss likes or does not like what he saw or heard, or if she is uncomfortable in what she is saying to you. So watch closely -- it happens in a nanosecond!

Here are some ways to help interpret the boss' body language:

Body Stance and Posture

Positive:

* Physically on the same level (sitting or standing).

* Directly faces you.

* Comes into your office rather than just standing at the door.

* In a group, sits or stands close to you.

Negative:

* Does not face you directly.

* Stands and looks down on you. (Ever have a boss who never sits?)

* Places both hands on his hips to create a wingspan. (Even the big guys and gals who don't need more "space" may do this.)

* In groups, avoids you, sits with others, or does not introduce you.

Eyes, Head, and Face

Positive:

* Looks you directly in the eye.

* Muscles around the eye are relaxed.

* Facial muscles are relaxed. Lips are their normal size.

* Pleasant face and friendly smile.

Negative:

* Rapid eye movement, does not look at you; has a cold, glaring, staring, or glazed-over look.

* Blinks more than normal.

* Raises one eyebrow as if in disbelief or doubt.

* Facial muscles are tight; lips thin out.

* Jaw muscles and clenched, and temple or neck veins throb.

* Smile is stiff and forced.

Hands, Arms, and Gestures

Positive:

* Hands are in view, opened, calm.

* Arms are open (but may be crossed in a comfortable position).

Negative:

* Hands are not in sight -- in pockets, or under the table or desk.

* Hands (in sight) are closed or in a fist; fingers tightly clasped.

* Arms are tightly crossed (defensive or protective position).

* Points or wags his or her finger aggressively.

* Drums his or her fingers or fidgets nervously.

Remember, sometimes body language is not about you. Bosses have their own issues and you might just be in the line of fire. Observe many situations and look for consistency for the full story.

Pat Mayfield is the president of Pat Mayfield Consulting, LLC, based in San Francisco and Pleasanton, California. She specializes in sales and marketing solutions, working with companies of all sizes.

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Teamwork Tips to Make You an MVP at Work

by Doug White, Robert Half International


Whether you're on the playing field or huddled with coworkers in a pivotal meeting at the office, this old maxim holds true: There is no "I" in team.

Robert Half International recently asked senior executives to name the most critical characteristic of being a team player. Forty percent of respondents said "meeting deadlines" is vital to team play, while 25 percent believed avoiding office politics is of the utmost importance. "Is pleasant to work with" (20 percent) and "supports his or her manager" (13 percent) rounded out the list.

Become your office's Most Valuable Player (MVP) by keeping the following teamwork-related tips in mind.

Keep your eye on the ball.

Scrambling to wrap up your part of a group project as the clock winds down hurts both your team and your professional reputation. If you've been called for "delay of game" because of blown deadlines, it's time to develop a new strategy. Help yourself and your colleagues by identifying and prioritizing your most pressing demands each day. Then, avoid the urge to multitask and focus on tackling the assignments that have the biggest impact on team initiatives and the bottom line.

Punt the politics.

Gossip exists in nearly every workplace. But that doesn't mean you have to play the game. Rise above the fray by avoiding the rumormongers at the water cooler. While it can be beneficial to be aware of the political undercurrents at your organization, skip the mudslinging sessions in favor of open communication, respect and diplomacy.

Don't get into the blame game.

Nobody likes a Monday morning quarterback. If a colleague makes a mistake that affects the entire team, don't jump on the bandwagon. Instead, put your energy into helping correct the problem so that everyone can move forward. Moreover, when you fumble, be accountable for your actions and own up to the error.

Share the glory.

Play fair and give credit where it is due. If your manager singles you out for stellar work on a project, be sure to offer public kudos to those who helped you. There's no better way to build rapport, foster goodwill and gain allies than by honoring the unsung heroes in your group.

Finally, be willing to take one for the team. Whenever your schedule allows, score points by pitching in to assist overworked coworkers. By maintaining a can-do attitude and consistently going the extra mile for your teammates when they are being blitzed, you'll ensure there is no shortage of helping hands available when you need backup.

Robert Half International is the world's first and largest specialized staffing firm with a global network of more than 350 offices throughout North America, South America, Europe and the Asia-Pacific region. For more information about our professional services, please visit www.rhi.com. For additional workplace articles and podcasts, visit www.workvine.com.

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Pros and Cons of Working for Start-Ups

by Larry Buhl, for Yahoo! HotJobs


WANTED: Flexible self-starter to wear many hats. Must thrive on uncertainty. Low pay, no benefits, and may work nights and weekends. Exciting learning experience and huge growth potential (if the company succeeds).

Working for a start-up company takes a certain intestinal fortitude. You could end up being employee No. 2 of the next hot tech company, or you could end up job-hunting again in a few months. Fulfillment depends on how comfortable you are with risk and uncertainty, according to Penny Morey, founder and CEO of RemarkAbleHR.

Possible Rewards

Morey, who has consulted with many start-up companies, told Yahoo! HotJobs that job seekers should consider a small start-up if they want:

    * To see business ideas develop.
    * To contribute to those ideas and chart a course of action.
    * Collaboration with creative, enthusiastic professionals.
    * Changing demands and a flexible, changing, schedule.
    * Greater autonomy and authority.
    * A quick education in how a business works.
    * The potential for large financial rewards.

Don't Forget Downsides

Downsides, she said, involve frequent confusion about who is in charge of what, how to solve problems without precedents, and the possibility of working with founders "in over their heads" who may act unprofessionally. "Employees also can be overwhelmed by how much needs to be accomplished in the time available and may not know exactly where boundaries are on a daily basis," she said.

Plus, while you could get rich if the company takes off, one financial mistake can doom the company. "If you want to work for a start-up, you must be courageous and very, very flexible. Otherwise, stay in corporate America and be happy," she said.

Of Benefits and Boundaries

Suzanne, a corporate communications producer in Chicago, jumped at the chance to work for a seasoned husband-and-wife team when they started a company. At first she enjoyed the lack of corporate protocol and structure, but soon began to long for professional detachment.

"I ended up being part of their marriage," she said. "I worked out of their house, and when they fought with each other, I got sent to my room -- literally -- and there was no HR department to intervene."

Shawn Linnell, a Wisconsin distributor of tooling components, says his two employees benefit from scheduling flexibility and instant feedback in seeing the fruits of their efforts.

"The biggest downside is I can't offer benefits," he said. "Most small businesses can't, because they don't have economy of scale that comes from a large pool of employees."

What You Should Know

For a job seeker looking at a small start-up company, Morey suggests finding out:

• How long the top management team been in charge and how well they get along.
• The source of the company's funding and the projected growth.
• What a typical day is like.
• The plan to improve the benefits program.
• How employees progress in pay increases and whether there is a bonus or incentive pay program.

Some of those issues should be clarified even with a well-established employer, Morey added. "But with a start-up, often there is less in writing. Some may not even have a well-designed offer letter. So, if you don't ask for specifics, you may find yourself unpleasantly surprised once you are on board."

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A Good Impression Is in the Details

4 Presentation Hints for a Good Job Interview
by JoAnn Greco, for Yahoo! HotJobs


As the presidential candidates answer endless variations of the same questions in pursuit of the ultimate government job, we can't help but be reminded of our own often-torturous experiences on job interviews.

If, like the candidates, we could review our performances on tape, what might we see?


Watch and Listen to Yourself

"Verbal fillers are the No. 1 problem," says Randy Bitting, cofounder of InterviewStream, a Web-based service that gives job seekers the chance to tape and watch themselves in mock interviews.

"People are so used to texting and emailing in short phrases that they can get stuck putting together a few complete sentences," he observes. "It's better to opt for silence while you gather your thoughts, especially if you're nervous."

Of course, nervousness can also generate over-talking. "We have a bar running along the bottom of the screen as you're being recorded to mark the passage of time," Bitting says. "We strongly suggest that respondents limit their answers to two minutes, at most."

Watching yourself on tape is also a good way to monitor things like dress -- too much cleavage, too-short cuffs -- and gestures, Bitting adds. "People don't realize how many times they scratch their heads or flip their ties."

Maintain a Conversation

Mastering the art of presentation goes hand in hand with carefully packaging the content of what you want to get across. "The key idea is to remember that an interview is a two-way conversation designed to determine if there's a mutual fit," says Rob Sullivan, a Chicago-based career coach and author of "Getting Your Foot In The Door When You Haven't A Leg To Stand On."

A good formula, Sullivan continues, has you doing most of the talking for the first two-thirds of that conversation, and then ceding the floor to the interviewer. "That's your chance to ask lots of questions, which people tend to forget to do," he says.

Assemble a list of talking points and make sure you get through them, adds Sullivan. "If you realize that this person's asked you one standard question after the next -- What's your greatest weakness? Where do you see yourself in the next five years? -- look at your watch and say, 'I notice we're running out of time. There are a few things that I'd like to share with you. Is that OK?' Make their job easier for them."

Have Your Story Ready

It's at this point that you dazzle with your "story," as Sullivan calls it. That's different from the "elevator pitch," the 30-second encapsulation of who you are. "Your story is not about your sales records or your business generating prowess," Sullivan says.

Instead, ask yourself what's excited you in your career, what you've done on your own initiative, what's energized you? What stories can you relay that show your passion, initiative and resourcefulness?

"If you think about what's better because you were there, like in the movie 'It's A Wonderful Life,' you'll come up with some compelling anecdotes and you'll stand out," Sullivan says.

Skip the Scents

Just make sure the impression you leave is a good one. "It can't be said enough, but skip the perfume," Sullivan adds.

"This is not a date, and a lot of people are extremely sensitive to smell. If you give me a migraine headache, I'm not going to remember a word you said, and I'm not going to like you."

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What to Do When Your New Job Is a Nightmare

by Caroline Potter, Yahoo! HotJobs

You just started a new job. It's like a dream come true -- except when it's not. What's a professional to do when she accepts a job that seems like a living nightmare? Read on for solutions and advice from a career coach.

1. Assess the Situation (and Yourself)

There are a lot of different reasons why your new job may seem less than ideal. Perhaps your boss is a micromanager. Maybe your duties are different than what you'd thought they'd be. Or a client may have jumped ship, leaving you and your coworkers suddenly scrambling. Consider what's making you miserable before taking any kind of action.

Lynn Berger, a Manhattan-based career coach and counselor, agrees. "I think you have to really scope it out." She urges her clients, "See if there's any way you can take any self-responsibility for this. Also, ask yourself, is there a way you can grow from this? Maybe you've never worked for a boss with a particular personality type, but you may be able to deal with it over time and learn from it."

2. Open a Dialogue

If your supervisor seems happy with your performance while you're not happy in the position, it may be very easy to start a conversation about what's making you miserable. She may be willing to shift your responsibilities or provide you with additional support.

If your boss seems displeased, it can be a bit more difficult, says Berger, a member of the International Coach Federation. "You've still got to open a dialogue, and the earlier the better." She urges dissatisfied employees to talk to management, saying, "Get clear on what you need from them and what they need from you."

Are you without the proper tools and support to do your job? "Throw it out there to your boss and see if he will help. You have to let people know what you need," advises Berger, a graduate of Columbia University.

If you can't talk to your boss because she's the root of your problem, Berger says, "Check it out with other people you work with. Watch how they're handling this person. And if you find out from coworkers that everyone else who's had this position has been out of there in three months, that could be very revealing."

3. Patience Is a Virtue

When Berger works with clients who fear they've made a mistake in accepting a new job, she reminds them, "It takes three to six months until you're comfortable in a new job. There are going to be growing pains, especially if you haven't started a new job in a long time."

New job starters, she says, should be prepared for a bit of anxiety as they roll up their sleeves and dig in to a new position. "It's overwhelming! You're going to be exhausted and you need to give yourself room around that."

While you're ramping up, "Observe as much as you can and not only learn the job, but learn about the company and the way it works, the way things are done," she says. That can go a long way in helping you feel more comfortable.

4. If You Leave...

Do you still feel like you have to leave? Berger tells workers to ask themselves, "Is this a perceived nightmare or a real nightmare? If you're a victim of verbal or physical abuse at work, no one should have to live that way."

However, even if you're not subjected to those horrors, you may still feel as though you're in a nightmarish situation. If you feel you've given it time and your best efforts, you may choose to move on. "No one should feel tortured or sick over a job," concedes Berger.

When looking for another position, you can explain your brief time in this job by saying, "I realized early on this wasn't the right situation." Berger says that job seekers should make the experience seem as positive as they can. Also, she wants professionals to learn from their mistakes. Before accepting another offer, "Ask questions. Visit the company a few times. Speak with employees there. Make sure you understand the full scope of the position and what the day-to-day will be like."

"You never want to regret that you walked away from an opportunity too quickly," Berger says. "As long as you know you gave it your best shot and tried, that's what really counts."

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