Roundtable: How can your organization improve productivity and staff inclusion? (Acknowledgement of work undertaken)

 Acknowledgement of work undertaken.

This is the last in this series of roundtables: how can your organization improve productivity and staff inclusion?

It is important that as leaders we acknowledge the work undertaken by our teams. To achieve a desirable outcome, it takes a team of people who input their ideas, skills, and talents.  We, as leaders, should not take all the credit for a team effort.  Unfortunately, that is often the case, and you will find that people will either discontinue to engage and ‘just do their basic job’, or they will leave to find a workplace or team that appreciates and acknowledges the work they undertake.

As a leader, it is an important skill to learn how to acknowledge the work undertaken by our team members. It shows you appreciate them; you value the people on your team, and it reflects your values. If you recognize and acknowledge the work undertaken by your team, they will grow in confidence, and positive relationships within the workplace, and be motivated to continue learning, engaging, and improving.  

You may choose to verbally acknowledge or celebrate with the team.  There may be an occasion to provide a certificate of acknowledgement or an award.  For example, you may have part of your team who have worked especially hard on a project that has won an award.  Why not have them take the stage to receive the award on behalf of the organization instead of yourself?  This sends a message that they are valued within the workplace, and you are humble enough as a leader to allow the appropriate people worthy of praise.

While it may be more personally gratifying to garner their acknowledgement of work undertaken, you will find by cultivating a culture of respect and trust, by acknowledging the team members work undertaken, your organization can become a place where people want to come under your leadership and guidance.

What are some ways you can acknowledge the work undertaken by your team members?

Birthdays

How do you feel about birthdays?

It's an interesting topic to observe.  Throughout much of my life, I have worked on my birthday, either in a paid role or a not-for-profit role.  It's been rare that I have been 'off work' on my birthday.  

Last year was an exception and one I really enjoyed. My birthday (the actual day) was day one of a trip to Cape York, traveling along with friends as we explored the remote stretches of Far North Queensland! I had requested and been granted leave for this trip.

However, in all my years of work, both paid and unpaid, I have never taken the day off, just because it is my birthday.  Through the years, I have observed that many people call in 'sick' or just don't turn up to work, because they are celebrating their birthday. Some I have spoken with say, it's their right.  Now, I understand that for some people, their birthday is highly valued, but what they may fail to understand, is that not coming to fulfill your employment contract, simply because you want to celebrate, puts strain on the employer and your fellow co-workers.

So how might you celebrate your special day of birth and still be considerate of others?

• communicate with your employer. If you want the day off work, negotiate the time through annual leave or a rostered day off.
• negotiate time off during the day if you are having lunch with family or friends.
• plan time to celebrate after work with family and/or friends.

What I have written may cause some readers to 'get their backs up'!

Just not turning up to work, creates concern and potential resentment.  Birthdays are important, however, so are fulfilling your commitments to your workplace (whether paid or voluntary) and clients.

Philippians 2:3-4 says, "Do nothing out of selfish ambition or vain conceit. Rather, in humility value others above yourselves, not looking to your own interests but each of you to the interests of the others." (NIV)

Celebrating our birthday by serving others - now that is something to think about.

Providing tips to working from home

One of the joys of working from home is that you are in 'your space'.  However, working from home also means organizing, creating a peaceful space to allow creativity and thrive, and keeping it simple.

There are challenges to working from home.  

Simple points such as:

• not being distracted by clutter, noise, or household jobs,
• being present in getting your work completed and not distracted by scrolling on social media,
• ensuring your family and friends know that you have set times when you are working, and not available to socialize, even though you are physically at home,
• keeping your space clean and tidy so that distractions of clutter or accumulation of piles don't deter you from completing assigned workloads.

How could you minimize distractions?

• Set time aside weekly to clean your office space and go through any piles of accumulated paperwork, etc,
• Set time aside daily to ensure that you have completed simple tasks before you begin working in your home office.  (Making your bed, cleaning the bathroom and kitchen, vacuuming, etc)
• Set your break times and take them.  For example, morning tea or lunch.  Do not bring your lunch back to your office.  Take time to eat away from your laptop and desk.  This might mean you have your lunch on the back patio or sit in the sunshine for 10 mins.
• Once you have completed your assigned work for the day, leave your office tidy and close your equipment, just as you would when leaving the workplace office.

These are just some ideas.  You will have more ideas that you can implement.

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.

Preparing Your Report

Currently, I'm preparing progress reports for upcoming meetings. As this year progresses, I have been considering how to achieve a concise, straightforward way to ensure that each report delivered covers relevant information. If you are reporting to different organizations and in different portfolios, then ensuring you are communicating clearly and concisely will help make better use of your time.

There are numerous ways to draft your report. You may choose to use paragraphs, bullet points, or sub-headings.  Some organizations may have a proforma template that each person or departmental manager uses.

From writing many progress reports over the years here are a few tips I have learned that might be helpful to consider:

• address report to the appropriate manager or board.
• be concise.
• be current (don't write on events or projects that are out-of-date, unless the historical value adds to the report).
• ensure you address the areas over which you manage.
• if part of your report, ensure any problems or challenges are noted and what you have done to address the issue, or what assistance you are seeking.
• include any future planning for your area of management.  This may also include advising staff leave, travel plans, and project deadlines.
• choose an easy-to-read font in a suitable size.
• do not use slang or cliches.
• do not include favorite quotes, etc.  Usually, reports are business based, even in not-for-profit, so keep your report looking clean and professional.

Recording Minutes of a Meeting

Some people may ask why recording notes (minutes) of a meeting are important. The recording of decisions made provides a written record that can be referred to in the future, provide approval for actions to be implemented, and is kept as a historical reference.

The ability of the person to take minutes should be recognized. The ability to write or type notes while being immersed in the discussion, requires the minute taker to be prepared, well-organized, and multitasking.

Accurately recording all decisions made, ensures a documented reference for the group or organization of actions to be undertaken and completed.

The person taking minutes should record in a way that is not biased and provides enough information to show why the decision was made yet be concise. The ability to listen well and type/write quickly is essential.  If the meeting is over several days, or there are numerous items to be discussed and resolved, having a second person take notes is helpful. The notes can then be collated into one document post-meeting.

Writing/typing more information than you will include in the final set of minutes helps the minute taker to ensure they have captured all essential information.  It is much easier to reduce what is noted in minutes than to try and remember what is missing.

www.canva.com

Some suggestions that may be helpful to those assigned to take down minutes:

• Ensure distractions (mobile phone, apps, etc) are turned off or silenced.
• Save your work regularly if typing. I cannot stress the importance of this! If you have typed hours' worth of information but have forgotten to save the file and lose all you have worked on, it is frustrating and embarrassing.
• Be prepared - have all essential tools on hand and ready.
• Listen carefully.
• If unsure about the wording of a proposed resolution or minute to be noted, ask. Refer to the Chairperson for clarification.  Ensure you have accurately recorded both the person moving motion and the person seconding the motion.
• Take more notes than you will require.  It's easier to delete than remember.
• Have final draft completed as soon as practical post-meeting and send to Chairperson/assigned person for approval.

These suggestions are simply learned from many years of experience in undertaking such roles.

An accomplished minute-taker ensures that important decisions are accurately recorded. I encourage you to not be overwhelmed when minute-taking.  It is a valuable skill to learn and accomplish.

Designing A Workspace that Inspires both Work and Passion

 Do you see your business or job solely as a means of generating income, or do you view it as a pursuit of your passion? 

This is a critical question to consider when it comes to designing a workspace that is both functional and inspiring. A workspace that is purely functional may not provide the level of motivation and creativity necessary for pursuing a passion, while a workspace that is solely designed for aesthetics may not be practical for generating income.

If you have clients presenting to your premises, is the workspace functional, tidy, welcoming, or cluttered, disorganized, and uninviting?

If your business is online, what do people see behind you as you communicate with them? Tasteful, inspiring backgrounds or chaotic, muddled piles and paperwork?

Therefore, balancing functionality and creativity is essential to creating a workspace that is conducive to both work and passion. Whether you are generating an income, studying, assisting Not-For-Profit organizations, or paying the household accounts, having a workspace that is inspiring and welcoming will help to ensure productivity rather than procrastination.

Here are a few ideas to achieve this balance:

• Incorporate natural light to brighten up your workspace and improve both your mood and those who attend to the office.

• Add plants to create a calming atmosphere that promotes focus and creativity.

• Utilize colours that promote productivity such as green, blue, and orange.

• Personalize your workspace with items that inspire creativity and motivation.

In the end, the goal is to create a workspace that supports all aspects of your work, whether it's generating income or pursuing your passion.

If You Fail to Plan, You Plan to Fail!

 You've read the saying, "If you fail to plan, you plan to fail!

Being organized and ensuring you have your day planned out, helps in planning to succeed, instead of planning to fail. Over many years, I have watched many people both succeed and fail.  Some tell me, "I just go with the flow!", or "I can't plan past the new couple of days, it's just too far." 

Others tell me how they have planned out their goals and what actions will need to be undertaken up to a year or more ahead so that they have the best possible chance of success.  The difference between these two types?  

Simply, it's having an action plan in place and ensuring that they consistently work towards the goal they have set rather than "let's hope for the best".

This quote, I think sums up 2023 for me and part of what I want to achieve: 

"To be successful at anything, you must simply be what most people aren't: Consistent." (Anon)

How can you begin to plan for success instead of failure?

• Set aside time each week to dream, research, and plan the activities you want to achieve.
• Determine what activities are urgent, short-term planning, and long-term planning.
• Begin collating what you need for short-term and long-term plans. E.g. you decide to apply for a housing loan. In undertaking this process, documents will need to be gathered and certified, book an appointment with an authorized broker or local bank.
• Action urgent jobs promptly; don't leave until the last minute.   Ensure the work undertaken is your best.
• Have a notebook or daily planner sheet that you can tick off jobs as they are completed.
• Don't be overwhelmed; break the jobs down into manageable tasks. I have found this helps manage stress and anxiety levels, especially when undertaking a role or request that I have never done before.
• Review, review, and review documents and information before sending.  This saves time and embarrassment.  
• Have regular times that you are at your desk, so people know when they can contact you.
• Plan time to rest and have a break.
• Take care of yourself.

(Canva)

Embracing Change?

Over the past few months, significant changes have occurred in our family life. Changes in employment, our youngest graduating from High School, and myself, taking up a new Not-For-Profit executive position.

Change can bring the feeling of being uncomfortable and challenging, and certainly cause you to either embrace it or hide away.

Undergoing change in your life is not comfortable. Often friendships formed in the workplace, and other organizations change, even end. Relationships change. Finances change. Family life changes.

Recently, I have been reflecting on how to embrace the changes positively. Is this easy? No. But to live life to be effective means being willing to change, even when your mind is screaming NO!

To begin this process, I have begun:

• Getting up earlier in the morning and having breakfast (or a cuppa) with my husband.
• General House tidy-up (making the bed, cleaning bench tops, washing, dishes, general household duties).
• Set time aside for reflecting on God’s Word.
• Deal with urgent emails, accounts, and the import “To Be Done” items on my list.
• Set time aside later in the day to read, rest, pray, and visit.

It is so easy to fall into procrastination or become overwhelmed.

Iveth Luna (song “In You” sings, I can do all things...even when the darkness comes, even when the mountains tower...in You (the Lord).

That is how I get through each day - with the Lord. If the past few months have taught me anything, it is I cannot get through the changes without the Lord

As organized as one tries to be, unless the Lord directs our path, the journey will be rough. The path may have stones that irritate you because they get in your shoe, or there may be a block on the path, your health may be under attack, or your family life has changed. Whatever the situation, the constant presence, and love of the Lord is comforting and reassuring

What changes can you make today to start each day more positively?

Planning, Listing, Learning!

Those who know me, they will understand that I am usually organized. I have lists everywhere, a planner colored for the month ahead, a diary (digital and/or paper) reflecting what's coming up, where I need to be, what needs to be purchased and bills to be paid.

It's Important to Plan

With the busyness of life in our modern society, it is important to plan - at least have some idea of what's coming up, what bills need to be paid, and what appointments must be attended.

It's easy to say, "well, I get to that when I feel like it," and for some, I guess that works. 

However, having a plan of action helps to lower stress levels, and ensure we get to those important appointments and events on the right day and at the right time. Can you imagine missing your child's special day at a school event or forgetting an important medical appointment?

Planning can be simple, or, depending on your work, voluntary positions, and demands on your time, more complex.  By planning at least, the basics, you can find ways to free up portions of your time so that you can invest in family, learning, relaxing, spiritual growth, and assisting in the community.

Lists

Over the years, lists...yes boring lists...have been my go-to, the lists ticked off have provided reassurance and have sometimes been used to prove that certain jobs have been completed. More than once, producing my list has proven that time-sensitive deadlines were met.  

Just having a tick-and-flick list can ensure you accomplish what's necessary to be completed on a certain day or meet a deadline. Ticked-off lists help to visually show there has been movement on the given task and give a sense of accomplishment.  You can use a list to break down a large job into smaller blocks of work, so you are not overwhelmed.

Learning

Never stop learning! If you stop learning, you are not breathing! Learning is life-long.  Perhaps taking on a new role is daunting but gather around yourself trusted people to affirm and encourage you as you step out.

A positive environment where you are encouraged to experience innovative ideas and challenges can bring a spark that fans into a flame of creativity.  Imagine what your creativity can bring to a not-for-profit group or your workplace? You may just have the idea they need to progress into a new and exciting pathway of growth!

Planning, having a list, continuing to learn - living life to make a difference!

Canva 2022

Teamwork

 Teamwork.  We often hear this word, read about the importance of it and in our workplaces are encouraged to participate in it.

What is Teamwork? The Cambridge Dictionary tells us, "the activity of working together in a group with other people, especially when this is successful."

Teamwork isn't always easy.  Some people find it much more appealing to work alone, whilst others relish the opportunity to work with others.

Teamwork, when everyone in the group chooses to participate and work together, can lead to creative and successful outcomes.  To achieve successful outcomes, all participants need to intentionally  ensure a numbe of actions occur.

1. Turn Up on Time!  Meetings (either in person or online) to brainstorm, collerabrate, and compile are important and it is very frustrating if participants are late joining the meeting or not turn up at all.  If you are part of a team of people, then TURN UP! Turn up to participate, turn up on time, be proactive.

2. Do Your Part!  Your contribution is important.  Ensure you complete the assigned tasks ontime and to the best of your ability.

3. Ask for Help! If you are overwhelmed or struggling, then reach out to the team and ask for help.  That's not, I don't want to do the task or I haven't ensure enough time.  It's asking for help when I've tried and need someone to review or assist.

4. Affirm Each Other!  Encourage one another and affirm the team members abilities and skills.

5.  Celebrate Your Success and Milestones!  Don't forget to celebrate together the milestones achieved and successful outcomes.  When things don't quite go to plan, find what to celebrate and then how together work out the issues that still require resolution.

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?

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.

Tidy Workstation - Helping You Focus

How do you feel when you walk into a room that's cluttered and chaotic?  Do you feel like you can focus, or do you feel overwhelmed?

A tidy workstation or office helps us to focus.  We don't become distracted by the clutter, the "I must attend to that".

Simply having a clean desk, jobs sorted, drawers tidy help us to focus on the immediate task at hand.

Some suggestions:

• a basket/box for mail in and out,
• clipboards for jobs in progress (alternatively you may choose folders, marked desk trays),
• Monthly planner (to see what is coming up and to note deadlines),
• current year calendar,
• notepad,
• printer paper in easily accessible drawer/shelf,
• pens, highlighters, rulers, etc in a tidy drawer,
• Important documents (birth certificates, marriage certificates, passports, certificates, etc) in a folder.  I have made one for each of my children so that they can simply collect their folder and have all the relevant documentation available easily when they need to complete Identification/applications for loans, business, education, etc.

People have different ways of using their office/workstation space.  You may prefer paper; others prefer to have everything digital.  When you find what works the best for you, keep the flow going.  

In today's digital world, it's important to have a back-up.  If you have had children completing senior schooling then you will know what happens when their assignment is suddenly "lost"! Having a backup hard-drive or cloud storage will help lessen the stress that comes when you suddenly need to send an urgent email or upload a document to an online application. Ensure you have strong passwords and software protection.

A tidy workstation is important and makes working less stressful.

Break It Down, Don't be Overwhelmed

 In your daily work life, it's easy to become overwhelmed. 

Expectations are high.  Demands are constant.  People phoning, attending to the front desk (if you have a 'shop front'), everyone wants their questions they asked today answered yesterday.

How do we cope? Stress is a huge factor in today's work place.  We were told that computers and going digital would make work easier; however, many can attest this is not what has happened.

A few tips I'm learning:

Break it down.  What has to be accomplished first? Is there a few small jobs on your list that can be done easily and quickly? Which jobs will take longer and do they need to be done today or later in the week?

Plan your day.  Some people find daily planners helpful or creating tasks with deadlines.  Some may find a list for each day helpful or notes in their diary.  Whatever works best for you.

List.  I am a 'lists' person.  I love lists.  Probably drives everyone around me crazy.  I love routine and planning what needs to be accomplished.  However, life and work life don't usually run naturally on lists. You will need to account for sudden change and the upending of your plans.

Breathe!  Take a moment and just breathe.

Complete a task that helps you calm down.  For me, its digital filing - crazy I know, however it's a routine of doing the same actions.  You may find making a pot of tea or taking a 5 minute walk helps.

Move!  Don't sit in one place.  You need to move.  Have your printer or photocopier away from your desk so you must move.  Administration and secretarial roles are often sedentary.  Lack of movement, or routinely doing the same movements can lead to muscle aches and pain.

Remember, today is just one day.  

Breathe...just breathe