Following up Post Meeting

 One of the key points I have learned over the past 30+ years of working in the N-F-P areas and participating in meetings is that having an ‘Action Sheet’, or ‘Follow-up post meeting’ sheet for the different people involved is a very helpful document.

So, what I am talking about?

You attend a meeting, take notes, type minutes, correspondence, etc. as a secretary.  You send out the final minutes, and a week before the next meeting, one of the managers/directors, etc. will contact you asking what they were supposed to complete before the upcoming meeting? So, you scurry through the last set of minutes trying to note where they were assigned tasks and then collate all you’ve found to send to them.

One way I have learned to overcome this issue from many years of experience writing minutes is to have an ‘action sheet’ where I note the tasks to be completed by different portfolios/managers as I am finalizing the minutes to be sent out.

You may have one sheet and note all actions with the name of the assigned person and perhaps a ‘tick box’   next to their name; alternatively, you may choose to have a sheet per portfolio/manager and list for them all their assigned tasks.  It would be very helpful to them if you also include where in the minutes each task has been assigned to them.

Example:

Name of Portfolio:                           XXXX XXXXXXXX

Minutes of Meeting:                       XX – XX XXXX

Tasks Assigned:

             Item #                                 Task: ______________________________________________

             Item #                                 Task: ______________________________________________

 

This step in your finalizing minutes and post-meeting steps will assist, not only you but also the portfolios/managers who have been assigned tasks.

You may think, well it’s their responsibility, and that is true, however, as the secretary/administrator, it helps you to be a positive communicator.

 

 

Roundtable: How can your organization improve productivity and staff inclusion? (Being open to ideas from staff)

 As a leader within your organization, you must encourage and enable ideas from your staff or team.  As your team collaborate and discuss projects or ways to improve the business, they raise ideas that you have not considered.

To be open to ideas from your staff or team, will require you to be respectful, listen, accept criticism, acknowledge others' input, and allow participation.  You will need to be humble and gracious towards your team and ensure they feel safe to express ideas and are aware that they will be acknowledged and heard.

Collaboration with your team can enable innovative ideas and concepts to be discussed, experimented, or implemented and draw everyone together to work at their best and edify each other along the journey.

Being open-minded to ideas brought forward by your team helps you learn and expand your knowledge base. You improve your skills and together the team can discover further opportunities to grow and expand. Your relationship with the team can become more respectful and you learn empathy.  It is worthwhile to build trust, affinity, and harmony among your teammates.  As their leader, you set the attitude and culture of the work environment.

So, this week, how can you be open to ideas from your staff or team?

How are you tracking in 2023?

At the beginning of a new year, many people make resolutions.  The reasons to make a resolution/s vary from changing careers to losing weight or becoming healthier.

Interestingly, reading the article from finder.com.au   I noted that having or increasing their families isn't a resolution.  Buying a home is not in the top five activities. However, eating more healthily and saving more money are at the top of the list.

So how are you tracking in 2023?

Our resolutions often are made to improve our physical or financial needs.  But what about our spiritual needs? 

'It takes wisdom to build a house and understanding to set it on a firm foundation; It takes knowledge to furnish its rooms with fine furniture and beautiful draperies. It’s better to be wise than strong; intelligence outranks muscle any day. Strategic planning is the key to warfare; to win, you need a lot of good counsel.' Proverbs 24:3-5 (The Message)

Proverbs 21:2 says, 'A person may think their own ways are right, but the Lord weighs the heart.'

we need:

• The Lord in our lives.  That is a personal relationship with our Saviour, Jesus Christ. Find out more here.
• Wisdom - we find this by reading and obeying Scripture.
• Allowing the Lord to direct us by the Holy Spirit.
• Living out our faith each day (not just the day you go to meet with fellow believers).

So often, we make resolutions to change something about ourselves or our situations. However, change starts within our hearts and minds, and flows out in our actions.

Do you want to change a habit? There needs to be an action, not just a thought.  To make a change, real change in our lives means being consistent and practicing. Becoming consistent and practicing can be uncomfortable, even challenging. 

Determine to make small, specific steps that build from nothing to something.  For example, you may want to read the whole Bible in one year, yet reading the long lists of names and laws becomes tedious.  You may choose to download an App and action a reading plan that has audio as well as a short devotional which takes 5-10 mins whilst you are having morning coffee to begin your day.

You may like to increase your savings so create a savings tracker, and an account where each week a small amount of money is deposited.  Being able to start an i-saver account in your online banking is so easy in today's world.  This is just one example for you to kick-start ideas.

As you reflect on where you began in January 2023 to now, make some notes and observations on your journey.  How will you adjust what you are doing to reach the resolution?

How are you tracking in your life, in your goals, and in your faith in 2023?

Involved, Invested and Excited

Recent articles that I've read advise against multi-tasking.  If you are multi-tasking, you are likely to become less efficient in your job/role. 

I smiled, reading these articles and social media posts.  One question I had was, 'Do any of these writers have experience as receptionists or front office staff'? 

Working for many years in both front of the office and in the back of the office, I am aware of the different demands on how you manage your time and tasks.

Introducing streamlined processes is not to be less efficient.  Streamlined processes are to ensure that the work requiring detail and research is given sufficient time and diligence. However, if you are tasked to prepare detailed reports, and ensure that the reception area, phone calls, and emails are dealt with simultaneously, then it may become difficult to accomplish all tasks in a timely manner without either a less-than-acceptable report, or staff becoming frustrated and flustered, which unfortunately, shows up with complaints from clients, who do not see the workload imposed upon the staff member trying to juggle many tasks concurrently.

Regardless of whether your staff is paid or volunteers, it is in your interest as an employer, office manager, or volunteer coordinator to ensure that those in the reception areas have support.  Have you ever entered a business or organization and spoken to the receptionist, only to feel that (a) they don't care, (b) they don't value the business/organization, (c) they treat you with the barest civility.

Why does this occur? On occasion a person may be employed who does not care about their job, it is simply a form of income for them.  However, my experience has shown me that most people do want the best for the business they work for, and they do care.  What has happened that your reception staff begin to show otherwise?  

• lack of communication within the workplace,
• managers not rotating staff so that they can accomplish all tasks,
• piling too many tasks on one or two people,
• expecting tasks completed in periods not allowing for continual interruptions due to being at front desk,
• expecting staff to work without breaks or work overtime without compensation,
• expecting staff to take work home to complete tasks in their own time,
• not providing staff with appropriate breaks,
• not working with staff to have streamlined processes,
• not listening to staff who raise concerns or encounter abuse from clients and co-workers,
• your staff/volunteers become burnt out, anxious and exhausted.

Streamlined processes may include:

• emails being assigned to different managers/staff, relevant to each role,
• work being assigned to appropriate managers/staff instead of just one or two staff,
• rotation of staff - i.e. allowing reception staff to have a break from the front desk to the back desk to work on reports, etc that require full concentration, without interruptions,
• any abbreviations used in the workplace are communicated to all staff so that everyone knows what is being communicated.

Supporting your staff and volunteers in practical, caring actions will help them to be involved, invested, and excited about their roles and assisting clients.

How can you streamline processes and assist your staff/volunteers to be invested in the organization you are all part of?

How To

 As a 'seasoned adult', I've had many years of experience in areas of not-for-profit, as well as paid employment.

Having trained several incoming staff through a variety of various positions, I noted it can be difficult to pass on all information that the incoming staff member may require.

Trivial things such as where floral arrangements/wreaths are purchased, or what to remember at various times of the year may not be recorded in the job guidelines but are intrinsically part of the role.

That's where a "How To" document might be helpful.  In this document (which I refer to as a 'living document), you note small incidentals, timelines, and practical notes that can assist the incoming staff member as they learn about what is required, especially after you are no longer working in that area. Looking back, I now realize that such a document in my early years of working in both paid and N-F-P work, would have been invaluable.

This document can be continually changed and updated by those referring to it so that as functions, timelines, and things change in your role, there is an up-to-date place of reference. It is an intentional document and one you are continually updating.

Such a document might seem to be a waste of your time, however, once you are not in that role, it can assist the new person, especially if they cannot contact you. Such a document, alongside the PD and PG, can stimulate conversation and help with communication in the working environment.

One way you might like to begin your "How To" document is by going through your Position Description (PD)/Guidelines (PG) and making notes on the small points that are not listed in these documents.

In some roles, knowing the manager's coffee preference can help set a more positive start to the working day!

Small incidental points, which seem trivial, can help create a positive working environment, or cause dysfunction as people become frustrated because the previous staff member "knew", but the new member of the team does not.

How can you create a "How To" document today and into the future, for when you train someone in your role?

How do you handle emails?

Have you ever opened your email inbox and then groaned as you read the volume of messages?  

One complaint many business operators, managers, and N-F-P volunteers make is about the numerous emails they receive. Life is busy without the endless stream of emails, often having nothing to do with the day-to-day running of the organization.

You ask for one downloaded report from a specific website, and suddenly you are inundated with emails from that company providing 'offers'. You volunteer and take on a position within a not-for-profit organization and again, you become overwhelmed with emails.

How do you manage the volume and work out what is necessary to respond to?

You may like to consider having sub-folders within your email inbox where you quickly look over emails and then assign them to the appropriate sub-folder in order of importance.

For example, you may choose to have an "Action Now" sub-folder, or several project folders. There are many ways to organize your inbox so that you are not overwhelmed.

• Quickly scan through your inbox.
• Place emails into sub-folders according to the importance of responding. What do you need to respond to today, and what can wait until tomorrow, or be actioned later?
• create a list (either paper or digital) if you find this helpful, to tick off or remind yourself.
• unsubscribe from digital newsletters, catalogs, campaigns, etc that you are no longer interested in.
• every now and then do a thorough clean out of your inbox. You may like to file important emails, but deleting out from your email system will assist in only keeping what is important.

You may choose to have an administrative staff work through your inbox and assign appropriate emails to managers, staff, or tasks.  Then you can focus on the key areas of your role without having the overwhelming volume of emails to work through.

Rest

Recently I read a devotional about the importance of sleep. You can read it here.

Reflecting on this devotional, about the importance of rest, brought a realization that whilst we need to ensure we work and meet our obligations and commitments unless we are well rested and refreshed, our ability to do all we've committed to will be comprised.

After so many years of running on almost empty, health and the ability to rest well becomes compromised. Once this occurs, it is difficult to maintain keeping up with commitments, resentment can occur, and work performance and health are impaired.

Psalm 3:5 says, "I lie down and sleep; I wake again because the Lord sustains me."

What are some ways we can ensure we are having adequate rest?

• Say No.  There are times when we need to say no. Without refreshment, we cannot fulfill the commitments made. So, review your commitments to helping others, and do a few well, instead of having resentment trying to do many. Be polite in declining requests and be prayerful about what you are to do and what you are not to do.
• Mark your diary by planning time out.  Block sections of your diary out, even on the occasional Saturday! Take this time to rest, to do something different with the family.  For example, you might like to visit a new attraction, or take a family drive, or have a picnic.
• Spend time reading the Bible and praying.  Exodus 33:14 tells us, The Lord replied, “My Presence will go with you, and I will give you rest.” Taking time out to be in the Lord's presence and resting in him helps us to (a) draw closer to the Lord and know him better, (b) not worry so much because we are assured in him, (c) we can be rested and refreshed in his presence.

Now if you are so tired that you have trouble staying awake, you're not going to be able to pray well or make good decisions. If you are running on empty trying to work, care for your family, ensure your home is tidy and meals are on the table, and try to meet commitments within the community, then some tough decisions might have to be made.  

I am not saying that we don't contribute, or that we expect others to do everything for us.  To be able to make balanced, wise decisions, engage with others, work well, and pray we need to ensure we are having refreshing rest so that we can accomplish all that needs to be achieved.

How do we communicate effectively?

How important is communication? The dictionary defines communication as “a process by which information is exchanged between individuals through a common system of symbols, signs, or behavior”, “a verbal or written message”, and “a technique for expressing ideas effectively”.

Communication is an essential skill, not only in your personal and community relationships but also in your workplace.  Do you stop and truly listen to those around you?  If you remain quiet and listen to what your colleagues and work friends talk about, it may surprise you that communication, or lack of it, is often referred to.

How can communication in the workplace improve?  If you are an employer, director, manager, supervisor, or team leader, make time in your diary to ensure you meet with your staff/team.  Don’t talk down to them, ask them questions about how they view the company/business/organization, ask them how they view communication between the different areas of the business.  You may choose to do this individually, in small teams, or as a whole group.  Note, however, that some people will not engage if they feel threatened.  If people in your organization are not engaging in the conversation, it may take some time to build a relationship where they feel they can speak without fear of losing their job.

We do not know what all our team members are going through outside of the workplace, sometimes managers and supervisors are unaware of what’s happening in the workplace. You need to be listening, aware, and taking note of your team and how they interact with you and each other.

The skill of communication doesn’t just apply to the workplace.  It applies to all areas of our life – family, friends, marriage, relationships, social interactions.  The ability to communicate well, not just hear noise, but listen with intention, and engage in meaningful conversation assists you in understanding your partner, children, and colleagues much better.

How do we communicate effectively?  Listen – don’t just hear what you want to hear, don’t just hear the ‘noise’ people make; really listen to what is being said. Lead by example – if you want to improve communication, then show how; read about how to improve and practice by action. Learn – accept criticism and correction. 

Be Intentional

What comes to mind when you hear the word ‘intentional’? 

Do you think, being purposeful, or taking a deliberate action that lines up with your beliefs, and values?

Many people have heard or read the verse from Proverbs 16:3, which states, “Commit to the Lord whatever you do, and he will establish your plans.”

One passage that has been important to me is from Philippians 4:6-7, which states, “Do not be anxious about anything, but in every situation, by prayer and petition, with thanksgiving, present your requests to God. And the peace of God, which transcends all understanding, will guard your hearts and your minds in Christ Jesus.”

If we are not intentional then we simply flounder, make sub-standard decisions that cause distress to those around us, and make a mark against our character.

Being intentional, as stated in the dictionary, says “done with intention or on purpose”.

So, what does this mean for you and me? Are we intentional? Does what we do matter?  I believe that being intentional is important.  We should be intentional in our faith, friendships, relationships, workplaces, and aspects such as communication, kindness, work ethic, and mental and physical health.

Each moment being positively intentional adds up to create an affirmative outcome.  Do you commit your time wisely in undertaking your work, whether paid or voluntary, to achieve a productive outcome that benefits the business or organization? Do you use and plan well with available resources (staff, volunteers, products, equipment) to achieve the best result possible?

If we seek to be intentional, then first commit to becoming:

·        Wise in our planning,

·        Communicate with clarity and encouragement,

·        Meet deadlines and reporting timelines,

·        Be accountable,

·        Be kind.

Staying Organised In A Chaotic World

Have you noticed how easily you can be distracted by news, social media, messenging and general life?

We all have busy lives.  Often we are simply trying to get through the day - complete work deadlines, make the NFP meeting we've committed to, get a  meal on the table, ensure the children's homework is done.

One way I have found to stay organised in the chaos is to simply take 10 minutes every few days, sit down with my diary (online/paper/planner, whichever works for you) and check through the week.  

• What is coming up - meetings and events?
• What do I need to purchase - grocercies, gifts, etc?
• What bills are due - vehicle registration, electricity, mobile phone account?
• What deadlines do I need to meet for work or N-F-P committee?
• What jobs need to be completed around the house?

You may have other questions that need to be addressed and noted into your diary. That's what a diary or planner can assist you with. Helping to keep you focused and organised so that by the end of the week, you're not feeling completly overwhelmed.

What steps can you take to plan your week more effectively?

Don't forget to schedule some time for you!

Some Things Have To Change

 Life happens...change is inevitable. Change comes, whether we are ready or not. Sometimes it's in our control, usually, we have little or no say in change.

How do we cope? Do we accept change or reject it? What is the impact on our lives, our careers, and our beliefs?

There are a few points that we do know:

1. Change will come whether or not we accept it or reject it.

2. Change may impact our lives, but we can learn to be adaptable.

3.  Change may be difficult at the moment, but the doors open to new possibilities, and new career choices.

4. Change is not something anyone wants to go through; our faith and beliefs are strengthened when we draw near to the Lord instead of pulling away.

Some verses to help:

• Psalm 51:10
• Philippians 4:13
• Proverbs 18:10
• Psalm 91:2 

Change brings about growth - in our character, in ourselves, in our faith and beliefs. We may not have much say, but how we respond will show either a positive or negative stance as to who we are. 

Whilst change will occur, there are some things that we can hold onto that are not changing:

 - God never changes;

- God's Word never changes, we grow and change as we read and apply the Words of the Bible to our lives;

- We are constantly changing; even if we think we are not;

-  Like the annual cycles of the seasons, life is a constant change.  How we embrace change will either help us flourish or flounder.

What will you choose?

Check Twice, Measure Once

 Have you heard the quote, "Check twice, measure once"?  I'm told that's what woodworkers do when they are working.

It's the same with planning an event.  Whether it's an event for work, community, church or family, we can use the same idea.

By "checking twice" and "measuring once" we can reduce potential situations that are created because it was overlooked or note considered.

So how can we "check twice"?

• make a list of what needs to be actioned - each job no matter how small or large;
• delegate to different team members if need be;
• make a list of items that are needed and don't just think about food but items such as tables, chairs, cutlery, crockery and even notepads and pens.  Everything you can think of.  It's easier to cross of the list than try to remember;
• think about who is attending (and ensure they are invited) and what their needs may be (access, parking, food allergies/intolerances;
• create a check list so you can tick each job/item off.

"Measure Once":

Whilst we might think, let's go with the flow, is ok and that is fine for something informal; taking the time to put pen to paper and ensure you don't forget important points in the planning will save time, stress and potential difficult situations that could have been avoided.

Planning and Preparation

 When you have a busy period, what's your "Go to"?  

For some of us it's a list (or several), scheduling tasks, a diary (paper or digital), maybe sticky notes.

I am a list person.  I make lists for all sorts of jobs.  It may be planning an event (or even a BBQ), meeting deadlines for acquittal purposes, ensuring that people are contacted for meetings, making sure that travel itineraries are submitted on time.

Whatever your reason, having some form of reminder is helpful, especially in today's fast-paced; information overload world.

Learning how to use technology to assist you and make life easier is a must.  Scheduling emails, texts and reminders can mean that your time is better utilised so that deadlines can be met, reports or documents reach the recipients on time.

You may find that a simple list, or scheduling reminders can help free up your valuable time.

A monthly planner, a few highlighters and a decent pen, plus a few minutes each week can make the difference between fluster and focus.

Have Your To Do List ready!

Be Kind. You Don't Know What Someone Else Is Going Through.

 In today's fast paced world, people can often forget that our words, tones, language and actions may either help or hurt another.

Too often, we're all about us. Getting to work, completing the workload, meeting deadlines, achieving outcomes, making a profit, proving why we should have the coveted position or be in leadership.

More often than not, there are those around us who are forgotten, used or ignored in our ever chasing, ever climbing to be on top of the pile.

To be kind does not take a lot of effort.  However, being kind may mean having to adjust our attitude, thoughts and actions.  You don't know what someone else is going through.  Your kindness may in that moment be the factor that changes their next decision.