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The Admin’s Niche ISSUE

06

July 2010

The Admin’s Niche (previously known as the Coffee Break Ezine)

In this issue

is supplied by the Institute for Certified Administrative Professionals

Planning a trip for your Boss. The Checklist

Pg 2-3

Email Hoaxes

Pg 4

Goats that climb trees

Pg 4

World Cup Rankings: Spain’s star rising

Pg 5

011 615 2868 www.competencyservices.co.za

Email in the Business World

Pg 6

How to maintain silence in the work place

Pg 6

10 Body language blunders

Pg 7-8

How to look confident

Pg 8

What to Capitalize in a title

Pg 9

Nibbles of Knowledge

Pg 10

“He is a wise man who does not grieve for the things which he has not, but rejoices for those which he has.” ~Epictetus~ (c. 55 - c. 135 AD) was a Greek Stoic philosopher. The name given by his parents, if one was given, is not known. The word epiktetos in Greek simply means "acquired."

CONGRATULATIONS goes to ... Lorraine Mubayi CAP Dawn Williams CAP Kathleen Brink CAP Phidelia April CPS For passing the May 2010 exams You worked hard - wear your rating with pride WOWEE the first 6 months of the year have flown past, the Gautrain is running, the Soccer World Cup is almost over and soon the Tri-Nations Rugby will start and before we know it - we will be meeting the NEW PA of the YEAR for 2010. This month’s ezine is full of a variety of articles, ranging from communication information concerning the world cup soccer to goats that climb trees (my interesting tit bit that made me giggle, so I hope it puts a smile on your face) The soccer has had such a huge impact on South Africa, while chatting to a friend I learnt that in the first two weeks of the world cup, over one billion rand was spent by tourists! We have now reached the semi finals, and as predicted the teams are a shock, no Italy, no England and no USA!! Best of luck to all the teams left (my money is on Germany) Back to business, the first article of July’s Ezine is a handy checklist for assistants when planning a trip for their boss - this list can be adjusted and used to assist all trips, whether near or far.

I love communication (probably why I studied it) and I came across an article which I feel will help clear many miscommunication problems. Body Language. Not many people realise how much body language affects the communication between people. Go to page 7 and try spot some body language blunders you may make on a daily basis. If any article ideas pop into your head, please let me know by sending me an email to prcommunications@capinstitute.co.za. If you would like to write an article that is aimed at helping administrative professionals do their jobs more effectively or advance their career, or perhaps you had a moment of creativity, please feel free to e-mail the article to me on: prcommunications@capinstitute.co.za If the article is approved and appears in the Ezine, you will be named as the author. Till next month …

Kelly CAP, The Editor


Planning a Trip for Your Boss: The Checklist By: Currin Berdine and Anna Yu / AdminSecret Adapted from: http://adminsecret.monster.com/training/articles/337-planning-atrip-for-your-boss-the-checklist Follow our four important steps to ensure planning a trip for your boss goes smoothly:  Step 1: The Pre-Trip Discussion  Step 2: Booking the Flight  Step 3: Arranging the Hotel and Transportation  Step 4: The Final Step; Go Over the Details with Your Boss Step 1: The Pre-Trip Discussion When you start your administrative work for anyone, you need to find out about their travel habits and preferences. Even if your boss isn’t travelling anywhere for months, you should sit down and speak with them about arranging trips almost immediately. First, who knows if an unscheduled meeting across the country is going to pop up, and you need all their information immediately. Secondly, knowing your bosses’ preferences might give you insight to their overall work personality and procedures, which can come in handy with other situations. (For example, morning or night person? Is he always demanding first-class or is he stingy in coach? Etc.) Every manager is different, so be sure to carefully note their tendencies.

  

  

What you should find out in the pre-trip meeting: When does he/she prefer to fly? Mornings? Early Afternoon? When does he/she prefer to arrive at a destination? Is he/she a member of any frequent flyer programs, special military groups, age groups, etc. that could alter the prices or arrangements of the flight? Do they have an overall preference for any particular airline? Does he/she always carry on their luggage or do they check it? Do they only want direct flights or do they mind layovers? Are there any airports they prefer to have a layover

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in (or ones they would rather avoid?) Do they have a preference as to modes of transportation? Meaning, would they rather travel in a commercial plane or a private plane? Also, once at their destination, do they prefer to ride in cabs, town cars, limos or rent their own car? Where do they like to sit on planes? Aisle, middle or window? First-class, business-class or economy? Do they have any requests for food preferences or allergies? Airlines today cater their meals to Kosher, Vegetarian, Vegan, Non-Dairy, etc. How much are they willing to pay/ how many frequent flyer miles are they willing to use to cater to all these preferences? Similar questions should be asked regarding hotels and accommodation:  Is he/she a member of any frequent guest programs, special military groups, age groups, etc. that could alter the prices or arrangements of the booking?  Do they have an overall preference for any particular hotel?  Do they request any specific amenities at the hotel? For example, do they need wireless access? A gym or pool? A restaurant or Continental breakfast?  Do they have a preference as to modes of transportation? Once at their destination, do they prefer to ride in cabs, town cars, limos or rent their own car?  Where do they like to stay within a hotel? Smoking or non-smoking room? On the first floor or the penthouse?  How much are they willing to pay/ how many hotel program points are they willing to use to cater to all these preferences?

If you take the initiative to find out the answer to these important questions before your boss even asks you to book a trip, you are ahead of the game. It will

not only show your dependability and responsibility, it will make your job a whole lot easier down the road. Step 2: Booking the Flight The day has arrived – your boss has requested that you plan a business trip for him. Where do you go from there? First, analyze what you know about the dates. Second, take into account the departure and arrival locations. If you boss is travelling for an important meeting and has to cross time zones and is flying for a long time, be sure he has plenty of time to relax and rest before the big day. Travelling can be exhausting, so take this into account. Third, use a search engine to find flights that match your calculated schedule and also match your bosses’ preferences. The sooner you book the flight, the better times will be offered and the lower the cost. If your boss is a member of a frequent flyer program, give that airline preference – even if it costs a bit more money.

Fourth, once you book the flight, call the airline your boss will be flying with – especially if he/she is a member of a frequent flyer program. Be sure they have registered, that he/she will be flying with that airline and on what flight. If you boss prefers to fly first class, check how many miles he/she has available and how many it will take to upgrade. Most bosses allow you to do this at your discretion but you should have a good idea of what is appropriate. Also during this call, be sure they are in the aisle or window, that their meal is catered to them, etc. Continued ….


Planning a Trip for Your Boss: The Checklist Step 3: Arranging the Hotel and Transportation First, take into account the purpose of the trip – going to an important conference. Be sure your bosses’ hotel is as close as possible to the venue. Usually, this arrangement is the case. However, if you boss is very particular about where he likes to stay, then book him at that hotel. Be sure to let him know that the hotel is X number of miles from the conference, so he should plan that into his trip.

internet and be sure it has excellent reviews across the board. Just in case, you might want to shop around for this type of service. Call a couple of places and compare rates and transportation amenities. Once you’ve found the best offer, finalize the details with the company. Send them your boss’s complete and detailed itinerary, including flight numbers, airlines, hotel location, etc. Find out the name of the driver(s) that will be transporting your boss and all of their contact information. Cab/Taxi

Additionally, if you boss is a member of a hotel rewards group, give preference to one of these hotels, unless there are none anywhere near the conference location. Second, arrange transportation for your boss to and from: the airport, the hotel, the conference, and any other places they need to be. Depending on what your boss requests, this can vary greatly. Below are some of the options and how to manage the details: Personal Driver/ Town Car If you boss already knows a company in the area, then get that information from him. If not, contact an admin at the company or organization to which your boss is travelling. Their administrative assistant can probably give you good references. If this fails, then try looking up a place on the

If your boss opts to hop in a cab, be sure he can do it easily. If he is going to large airport during normal flying hours, there should be plenty of cabs outside at the taxi stand. If he is traveling to a smaller airport, a small city or town, or during off-peak times, call a cab company the day before he is scheduled to arrive. Let them know when he should be coming out of the airport (take exiting the plane, getting luggage, etc. into account) and his full name. An hour or so before he is due to arrive, call the cab company again to confirm. Also, tell the dispatcher what terminal or baggage claim area he’ll be coming out from. Give the cab company your boss’s cell phone number so they can call him where they are waiting. Renting a Car If your boss wants his own wheels for the trip, then you should reserve an accommodating car. Go on a rental car

company website and shop around for the best deals. When deciding which car to order, consider the details. Does your boss choose safety over luxury or speed over a roomy interior? Think about the car he drives and what would make him most comfortable. Also, try to choose a colour similar to the car he drives, because then he will instinctively be able to spot it in a parking lot. Furthermore, think about the type of location where he’ll be driving. In a major city, opt for a smaller car where driving and parking will be easier. If your boss is travelling with a lot of luggage or has to accommodate other passengers, be sure the car has ample space. The Final Step: Go Over the Details with Your Boss Be sure every detail is printed off easily for your boss to read and take with him on the trip. Include:  Airline: Carrier, terminal, gate, seat number, etc.  Transportation: Any useful numbers, names, companies, etc. Let your boss know he can call you anytime during his travels to help with whatever details he needs. Just because he isn’t in the office, you are still the support system, and should consider yourself the ultimate personal travel agent. Bon voyage, boss!

“Live life fully while you're here. Experience everything. Take care of yourself and your friends. Have fun, be crazy, be weird. Go out and screw up! You're going to anyway, so you might as well enjoy the process. Take the opportunity to learn from your mistakes: find the cause of your problem and eliminate it. Don't try to be perfect; just be an excellent example of being human.” ~Anthony Robbins~ born 29 February 1960; is an American motivational speaker and writer

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Email hoaxes: What is true and what is not. By Kelly Williams CAP, Institute for Certified Administrative Professionals

Email communication has fast become the medium by which people use for various purposes. Most businesses communicate ideas, meeting times, and important documents through this medium. Advertising agencies have also used this medium to advertise new services/products to consumers via email because of its effectiveness and because it is a cost effective way of reaching target audiences quickly. However, some individuals have misused this communication medium and have begun to abuse it. Pranksters have invented what is known Email spoofing. Email Spoofing is a term used to describe (usually fraudulent but can sometimes be legitimate) email activity in which the sender address and other parts of the e-mail header are altered to appear as though the email originated from a different source. Email spoofing is a technique commonly used for spam e-mail and phishing to hide the origin of an e-mail message. I have recently been bombarded with emails about sick families, dying

daughters, fathers in car crashes all stating that if the email is sent forward to x amount of people, x amount of money will be donated. The sad thing is some of these are true cries for help, but most are just spam sent to you by email pranksters. Here are a few examples of what I have received recently:

“the big screen”. The petition has over 800 signatures on it. Later on that day, I received a reply from a recipient of that email stating it was a hoax and she attached the links proving it; www.snopes.com/inboxer/petition/ gayjesus.htm. Over 800 people sent the electronic email to dozens of their friends, only filling up their servers and wasting time and their internet CAP.

1. Debbie Schwartz

3. Win a laptop/cell phone/holiday

Debbie Schwartz is a single mom with 4 kids, one who is comatose and a premature baby with Down syndrome, and an ill granny. The story touches the heart of every mom who reads it. This email proposes that every time it is forwarded 15 times, Debbie will receive 15cents towards paying her huge hospital bill off. However, www.truthorfiction.com reveals the opposite.

I am sure most of you have received one or many of these from a company. An email stating if you forward the email to 12 friends, with an email address in the “cc” field you will be put into a drawer to win a laptop. Most of these come with the subject line: This is not a joke! Some have even stated that an astronomical amount of money magically appeared in their bank accounts after they forwarded the email to friends. These are not true, and in fact are practical jokes created to waste your time, your internet cap and mess up servers around the world.

2. Corpus Christi Religious groups were outraged when they discovered that there was to be a film released depicting Jesus and his disciples as homosexuals. To show their outrage an electronic petition was started to ban this film making it to

Do not become a victim of these emails, Google “email hoax buster” and you will find many sites dedicated to eliminating these emails.

Goats That Climb Trees Adapted from: http://www.interestingfacts.org/fact/goats-that-climb-trees

Goats can climb trees! In Morocco goats climb Argan trees to consume delicious berries which are similar to the olives. Local farmers follow these goats because fruit of the Argan tree has the nut inside which is used to make delicious cooking oil. Interesting fact (besides the climbing goats) is that Morocco goats spit or excrete these nuts, which then farmers use to make the Argan oil. However, Argan trees are close to extinction because of the tree wood harvesting. Some organizations are trying to promote Argan oil to became marketing success in order to preserve these weird trees. We all hope that these goats will continue their climbing adventures.

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World Cup rankings: Spain’s star rising Adapted from http://g.sports.yahoo.com/soccer/world-cup/news/world-cup-rankings-spains-star-rising--fbintl_rorankings062910.html David Villa's goal against Portugal pushed Spain into the quarterfinals. (Laurence Griffiths/Getty Images)

Brazil retain its place in the No. 1 slot. As the tournament enters its most critical stage, anything can happen.

PRETORIA, South Africa – David Villa is not even the richest and most famous player in Spain’s attacking line, let alone the Spanish team. Yet what Villa lacks in celebrity attraction he more than makes up with his performances on the field.

Yahoo! Sports’ World Cup rankings

No player at this World Cup has been more productive than Barcelona’s new signing as Villa racked up the winning goal in a 1-0 victory over Portugal that sent Spain hurtling toward the quarterfinals. Spain advances With four goals and the most enterprising and innovative thinking of any man in the tournament, Villa is the primary reason why Spain has recovered from its dismal start to the World Cup to restore its place as one of the favorites. The 28-year-old has exceptional feet with the ability to turn any defender and create shooting space for himself. While Liverpool star Fernando Torres has looked shaky alongside him, Villa has been the shining light that has given Spanish fans hope of going all the way to the July 11 final. Brazil and Argentina are leading the charge for the South American nations as both showed exceptional form in the round of 16. However, the Spanish challenge has hit top gear over the last three games and cannot be ignored. The latest round of our World Cup rankings ahead of the quarters sees

1. Brazil (last ranking: 1) – Head coach Dunga has had his share of criticism, but he’s molded together a side that is producing a spectacular brand of soccer. Magnificent skills and attacking flair doesn’t stop them from being defensively resilient.

2. Spain (3) – That dismal opening defeat to Switzerland is now long forgotten and the Spaniards are starting to sense they can win back-toback major tournaments. The European champion has steadily built momentum.

3. Argentina (2) – The Maradona show keeps on rolling and it is going to take something special to stop this juggernaut. Lionel Messi continues to impress and you sense this is a team with much improvement left in it.

4. Germany (6) – This young side has coped outstandingly without Michael Ballack, but a huge test lies ahead against Argentina. Miroslav Klose is at the peak of his powers and the team showed its counter-attacking threat by decimating England.

5. Netherlands (4) – The Dutch have looked typically stylish and efficient and will like their chances against Brazil. But Robin van Persie’s touchline argument with coach Bert Van Marwijk was a bad omen for a team that so often collapses mentally.

6. Uruguay (8) – Diego Forlan is far from being the only star on a side that owes just as much of its quarterfinal berth to Luis Suarez. Two-time champion Uruguay has grown in confidence with every game.

7. Ghana (13) – The last remaining African team has pride and passion on its side and is physically imposing. A great opportunity to become the first African semifinalist ever will undoubtedly spur the Black Stars on.

8. Paraguay (9) – The South Americans have somehow managed to scrape their way into the quarterfinals by scoring only three goals in four matches. The Paraguayans’ offense looked especially impotent against Japan.

GOOD LUCK TO ALL THE TEAMS PLAYING! MAY THE BEST TEAM WIN

Its Semi-Finals Time!! 2 July 2010 Uruguay

vs

Ghana

Netherlands

vs

Brazil

3 July 2010

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Argentina

vs

Germany

Paraguay

vs

Spain


Email in the Business World Adapted from: http://www.deskdemon.com/dnet/userpage.php?page_id=249

15 years ago, the idea of the internet playing a role in the business world was unheard of. Today, corporations use the internet extensively, finding in it quick ways to relay information without interruption. This has caused email to have an essential role for all business communications, and has made it instrumental in promoting aspiring employees from the lower echelons of a company to the topmost rungs of the corporate ladder. Despite this, many still do not understand that business emailing demands a different protocol from personal emailing. The first and perhaps most important point of business emailing protocol lies not within the body of the email itself, but within the subject line. A proper email should contain a proper subject line, which in turn should consist of a direct reference to the email's subject. While this may sound

simple, it is often neglected and subject lines such as 'Hey, Bob!' or 'Got Time For...' constantly find their way into the lower levels of communication. More acceptable titles might include 'Regarding TPS Reports' or 'RE: Medical Leave,' which give the recipients some way to mark the purpose of the email. Subject lines do not have to be grammatically accurate sentences, but they must be well formatted, and well thought out. Secondly, it is considered improper to use non-traditional abbreviations for work. It is important that LOLs, ROFLs, BRBs, and IMOs are kept out of business communications. Some bosses or coworkers may be fine with this form of communication, but most are not. If there is any possibility that a boss or client might read the email, then it should be kept free of acronyms that may confuse or offend. Finally, the third principle of business emailing dictates that speech should be kept formal at all times. A formal

method of writing (with periods, proper capitalization, and spellchecking) is often the quickest way to achieve at least a small measure of respect from those who work above a person's pay grade. Sentences should be complete, coherent, and meaningful. Again, the best way to gauge whether or not an email is acceptable is to question whether or not it could be shown to bosses or clients without chancing negative responses. These practices are common within the upper levels of most businesses. However, it is within the lower levels of the business world, from midmanagement and downward, that they are truly needed. Bosses take quick note of the level of thought that goes into the creation of emails, as well as the level of care that goes into writing them. By being formal, practiced, and well-written, any worker stands a chance of grabbing the eye of those above him, and

How To Maintain Silence In The Work Place Apapted from: http://www.deskdemon.com/dnet/userpage.php?page_id=261 by Christiene S. C. Villanueva

Maintaining peace and quiet in an office room can do wonders to a busy worker. Those who often hear disruptive noise while working are more prone to stress and will find it difficult to handle the work load. Noise could also destroy your concentration on work and would tend to tear your attention away from things which you should prioritize. How often have you caught yourself escaping your cubicle to join in on a noisy conversation across the room? Busy or not, too much noise can bring dangerous effects towards your work performance. In this case, it is important to find solutions to battle noise. Asking the noisy co-worker to steam down is effective; but this isn’t applicable in all cases. Sometimes, shyness would kick in and would stop you from saying Page 6

anything that might seem hurtful to a person. Fortunately, there are alternatives to maintaining a silent workplace and help you regain your concentration on work. Below are 4 helpful tips that can improve your job performance and maintain peace and quiet at work. 1. If you have individual offices instead of cubicles, you are surely one lucky worker. Thick cotton curtains have the unique ability of absorbing sound waves. Cover your office windows with long, floor length curtains to lessen noise pollution. If you work in an office cubicle, you can ask your superiors to move you to a rarely visited section of the office or an area that is far from the walkway. 2. Purchase quality earphones which are comfortable to use. You need not connect them to a music player but

while working, put them on so you can concentrate on your work. They could block about 40% of surrounding noise. 3. Train yourself to concentrate on your work alone. Mind conditioning will be tough but once you’ve trained yourself to block out unnecessary noise mentally, you will find it easy to control all sorts of noise everywhere you go. 4. If mind conditioning does not work for you, the most effective route would be using sound masking systems to mask noise pollution. The soothing sounds from a sound masking system can block unhelpful noise and can also erase stress caused by disruptive noise. You will definitely become a more productive worker at the end of the day.


10 Body Language Blunders http://adminsecret.monster.com/training/articles/2768-10-body-language-blunders?page=10 It doesn’t even matter what you say if your body is saying something else. And sometimes body language mistakes people don’t even know they’re making can hurt relationships at work or at home. To protect yourself and your career from a harmful communication breakdown, check out the following mistakes and be sure to avoid them. 1. A Closed Body Whether sitting or standing, your body should be loose and open. Do not cross your arms. Do not cross your legs. While you may think it conveys a sense of ease, studies have shown that a people read a closed body differently: they subconsciously think you have something to hide. What’s more, you’re missing a golden opportunity to send a positive signal. In keeping your body open and your arms spread a little more widely than your torso, you offer your counterpart a “mock hug”. You don’t want to actually hug them (that could be mistake #11!), but this visual cue of a hug antecedent sends the right signal. 2. Clenched Fists Clenching your fists can create two problems. First, the closed body issue (#1): closed hands are just like closed bodies. Second, you could make some people think that you’re short-tempered and ready for a fight. You don’t want your interviewer or client to think you’re about to hit them. While clenching for many is just a nervous habit, it’s one well worth training yourself to avoid. Force your hands open to send positive signals and convey a sense of being at ease with yourself and the conversation.

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3. The Handshake

5. Brow Furrowing

The handshake is your first chance to make a non-verbal impression. To begin with, you should endeavor to be the first to offer the handshake. You don’t want your arm flying up wildly in a desperate attempt to be first.

You hear something interesting. You think hard about something. What do most people do with their face? Furrow their brows. Unfortunately, this is also the facial expression for scorn or bewilderment. While their may be subtle distinctions, no one will pick up on them in a thirty-minute encounter. To avoid this tic, try opening your eyes a little wider each time someone says something interesting or asks a question that makes you think.

However, when someone new comes in and says your name (usually as a question) extend your hand and reply. When the handshake begins, make sure you extend your arm without fear. If there is any hesitation on your part, you’ll end up shaking fingers. Aim for two pumps. Many more than that and your handshake partner will see you as exceedingly nervous (or that you’re trying to rip off their arm). Keep your hands dry. No one likes to reach out and touch someone if they’ve got clammy palms. Don’t clench your fists. This will make your hands warm and build up sweat. If that’s not enough, wash your hands regularly (drying well) or keep a tissue in your pocket. 4. Posture Unfortunately, teachers no longer make students walk around with books on their heads. While this may be great for students now, most of them will have poor posture a few years down the road. Bad posture gives off an air of timidity or sloth. A person sitting in a chair, slouching, does not project confidence and determination. It’s like your body saying, “Whatever,” in response to every question. Put your shoulders back, suck your stomach in. Try to find a more upright way of sitting that still feels somewhat comfortable.

A positive action in response to a habit reduces the tic’s occurrence more than just trying not to do anything does. In addition, opening your face up subconsciously invites people into your thinking, rather than scaring them away. 6. Shifty Eyes Though it may be a myth of history, many people believe that Richard Nixon was defeated by John F. Kennedy in the first televised presidential debates because of Nixon’s eyes. Kennedy had a natural television presence. Nixon, according to many viewers at the time, had eyes that seemed shift and u n f o cu s e d . The lesson: make eye contact and rarely break it. This doesn’t mean you can’t blink (it would be even worse if you didn’t) and you can glance down from time to time. But looking your interviewer directly in the eyes says, whether fairly or not, “I’m honest and have nothing to hide.” 7. Aggressive Nodding When you agree with someone a natural reaction is to nod. When


10 Body Language Blunders you’re a little nervous, p e op l e t en d to exaggerate that. But when you answer yes to a simple question, you shouldn’t look like you’re having a seizure. A fast, repetitive nod says that you’re nervous. A slow, short nod utilizes body language to emphasize something important, the point of agreement. It also shows that you’re not eager to please, you just happen to please (and happen to be the right match). Points of agreement are magic moments, you don’t want to ruin them by creating a hurricane with your head. 8. Fidgeting If you think a good strategy is to seemed bored, fidgeting is the way to go. If, on the other hand, you want to be perceived as engaged and interested, stop. The best way to avoid this is to know yourself and how you fidget.

Don’t:  Tap your foot  Twirl your pen  Doodle  Pick at your nails or cuticles  Twirl your hair  Rub your hands together incessantly  Tap your fingers on a table

emphasized his points with his hands, but he seldom pointed. Instead, he made a fist then moved his thumb over his index finger. He was still pointing, but with just the nub of his thumb extended, it was not aggressive like a full index finger is.

9. Wild Gestures

10. Distraction

It’s natural to try to communicate with your hands and arms when speaking. Just don’t get carried away. Only use your body language for emphasis when you really want to accentuate a point.

Of course you don’t want to seem distracted in an interview or client meeting. But not coming out behind isn’t the same as coming out ahead. Potential distractions should be seen as an opportunity to convey your professionalism and focus.

One of the worst gestures you can make is to point. No one likes being pointed at or having a finger wagged in their face. Better ways to use your hands?  The Karate Chop. Hand flattened with one or two gentle downward movements.  The Bill Clinton. Former President Bill Clinton was a master of communication. Clinton often

Someone accidentally comes into the meeting room? Continue looking at your target and stop speaking until the person excuses himself then resume speaking like nothing happened. Don’t even mention it. You are so focused on what’s important, nothing can distract you.

How to look confident Adapted from: http://www.ehow.com/how_4542105_look-confident.html#ixzz0sL05siYq

Confidence is viewed by many as a key to success, so if you are trying to impress someone it is helpful to look confident. Maybe it is a job interview, maybe it's a sports tryout, or maybe it is simply a discussion with a friend, but all of these require a strong amount of confidence.  Inner strength  Ability to roll with the punches  Determination to succeed Step 1 Most importantly, looking confident is all about feeling confident. If you don't believe in yourself, how can you expect someone else to believe in you? Before your big day comes, you must know that you can do it and make it be clear to the other parties involved that you are confident. Page 8

Step 2 Looking confident starts with your posture. If you are sitting, sit up straight and if you are standing stand up straight and keep your shoulders up. Slouching and leaning to the side give a negative feeling to other parties and send a signal that you aren't interested. Step 3 Smile! A smile is a very powerful thing when it comes to confidence. A person who is able to keep a smile on their face no matter how tough the questions get or how difficult the situation gets is certainly a person who portrays confidence. Step 4 Don't be afraid to step up and be a leader. Simply following the crowd is

not a way to show confidence, but rather stepping up and leading others to a solution shows confidence and true ability. Step 5 Prepare in every way possible Be prepared for every situation that may arise. Preparation is the key to so many things and without preparation it is impossible to look confident. Take the time to be ready! Step 6 Be determined to succeed no matter how difficult things get. Determination comes from deep down and if you don't have that determination to succeed others will see that as a lack of confidence in yourself. Put your mind to it and you can do it!


What to Capitalize in a Title By: Currin Berdine Adapted from: http://adminsecret.monster.com/training/articles/358-what-to-capitalize-in-a-title?page=2 I love being an admin, but technicalities when it comes to writing and words were never my thing. After winning my 2nd grade spelling bee, it all went downhill from there. Unfortunately, overlooking seemingly trivial details doesn’t cut it for a top admin. You must be able to catch each and every error and write impeccably. My worst grammar flaw was remembering which words in titles to capitalize. So to help myself and all of you out there experiencing the same difficulties, I made this cheat sheet for us so that once and for all we know exactly what you should capitalize in the title of documents, article and subject lines. ALWAYS CAPITALIZE: 1) The first and last word of the title itself 2) Words with these functions:  Nouns  Pronouns  Verbs  Adjectives  Adverbs 3) Words that are five letters or more, regardless of their function. This rule is meant to specifically address conjunctions and prepositions. Twenty or so years ago, writers did not capitalize any conjunctions or prepositions. Today, it is accepted and expected to capitalize the larger words. Examples of prepositions include: Among, About, Between, Within, etc. Examples of conjunctions/subordinating conjunctions: Although, Because, Until, Where, While, etc. NEVER CAPITALIZE (unless they are the first or last word): 1) Prepositions and conjunctions of four letters or fewer Examples of prepositions: at, by, down, for, from, in, into, like, near, of, off, on, onto, onto, over, past, to, upon, with Examples of conjunctions: and, but, or, yet, for, nor, so, as, if, once, than, that, till, when 2) The particle “to” used as an infinitive (meaning with a verb) Examples: to Read, to Write, to See, etc. 3) Articles (a, an, the) DON’T CAPITALIZE:  to + (Verb): to Read, to Write, to See, etc.  Articles: a, an, the

CAPITALIZE:  The first and last word of the title  Nouns, Pronouns, Verbs, Adjectives, Adverbs  Words that are more than four letters (see table below)

TRICKY WORDS:  as Though  even Though  in Front of  in Order that  Instead of  Rather than

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Nibbles of Knowledge ... S TA R T B O O K I N G N O W, B E F O R E I T I S T O O L AT E

J U LY 2 0 1 0

Important dates: SUN

29 July 2010 Networking See Below For more information call 011 615 2868 or email prcommunications@capinstitute.co.za

Never look down on anybody unless you're helping him up. Author Unknown

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NETWORKING: 29 July 2010 - Managing Upwards Managing Upwards: Strategies for succeeding with your boss Presented by: Lee Chapman CPS, PA to CEO of Advtech R75 for non IAAP members ‌ R50 for IAAP members IAAP* Johannesburg Chapter-at-Large with ICAP Presents: *International Association of Administrative professionals

www.iaap-johannesburg.org Managing Upward: Strategies for Succeeding with your Boss 29 July 2010 Johannesburg

18H00 – 20H30 R75.00 for non-IAAP Members; R50.00 for IAAP Members All prices including VAT

Come and interact with some members of the IAAP Johannesburg Chapter-At-Large and others from the profession for a night of networking! Managing upward is the art of consciously improving collaboration with your boss so that you reap the best personal and organisational results. Regardless of geographical region, industry, or profession, there is a good chance you want to be more productive and enhance your career in spite of, or without the help of, your boss. Whether you know it or not, you share the responsibility for managing the relationship between yourself and your superiors. Taking advantage of that responsibility will strengthen your motivation, productivity, and overall life quality. If you are not yet a member of the IAAP Johannesburg Chapter At Large, this is an opportunity to come and find out the benefits of joining! Please contact Kelly or Samantha for more information/booking form on 011 615 2868 / prcommunications@capinstitute.co.za

Page 10

Admin's Niche July 2010  

This month’s ezine is full of a variety of articles, ranging from communication - information concerning the world cup soccer to goats that...

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