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.

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?

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.

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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.

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.

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.