Admin's Niche - February 2011 by Kelly Williams

The Admin’s Niche ISSUE

Feb 2011 The Admin’s Niche (previously known as the Coffee Break Ezine)

is supplied by the Institute for Certified Administrative Professionals

In this issue Page 2

011 615 2868 www.competencyservices.co.za

8 Surprising Energy Snappers

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If you wish to unsubscribe - please email prcommunications@capinstitute.co.za with details

Talking to your Boss without getting fired

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ICAP Indaba and Expo 2011

Let Business Conference Calling Sharpen Up Your Meetings

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How to survive workplace stress

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BRAG BOARD: Nida Oosthuysen CAP

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What does 2011 have in store for us (IAAP)

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How to Catch Common Grammatical Errors

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Nibbles of Knowledge ...

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“It is hard to fail, but it is worse never to have tried to succeed. In this life we get nothing save by effort.” ~Theodore “Teddy” Roosevelt~ (October 27, 1858 – January 6, 1919) was the 26th President of the United States. He is noted for his energetic personality, range of interests and achievements, leadership of the Progressive Movement, and his "cowboy" image and robust masculinity

Happy New Years, All of ICAP hopes that your 2010 ended on a good note and that the good music played even better into 2011. We would like to wish all the readers a happy, safe and prosperous 2011!! First of all, Congrats to those who wrote the November 2011 exams, all of your deserve a medal for writing the long exams!! A special congrats goes to: Penny Penniken CAP, Nida Oosthuysen CAP, Helen Maroleni CAP, Annette Christie CAP, Mandy Ludick CAP, Gillian Holness CAP, Fierdouz Badroodien CAP and Elize Botha CAP for passing all the modules and achieving their international rating! The BRAG BOARD is back!! Turn to page 7 to learn more about one of our recent graduates: Nida Oosthuysen CAP and see how she became the success that she is. ANOTHER IMPORTANT REMINDER: The ICAP Indaba and Expo 2011 is NEXT MONTH, if you haven't booked your seat yet … why not … turn to page 2 for more information on speakers, topics and costs.

The rest of the articles are all important articles that will assist you in every day working life!! Form minimising your work stress to talking to your boss in the proper manner. ICAP is proud to announce that the First Semester for the Online CAP course has started off with a blast, with over 40 delegates participating in the online training, the first semester launched with no problems. Good luck to all the delegates participating. 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

ICAP Indaba and Expo 2011 8-9 March 2011 Gold Reef City Casino, Johannesburg Outline of the topics over the two days 

PA – Partner or Slave – or both? (Day 1 and 2): CEOs from big companies come forward to express their view of the PA in the organisation. Is the PA a Partner to the CEO or their Slave!

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Ethics in the workplace (Day 1): Often we don’t stop to realize that there is no difference between personal ethics and ethics in the workplace; ethics are the same whether at work or in personal life. Ethics are about making choices that may not always feel good or seem like they benefit you.

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Panel discussion – Questions and answers session (Day 1):

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Emotional Intelligence (Day 1):

Submit your questions to the members of the panel, who will answer all these questions on the first day Emotional intelligence (EI) refers to the ability to perceive, control, and evaluate emotions. In the workplace the way your perceive certain situations will affect your emotions and inevitably the way you handle the situation.

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Accepting Change (Day 1):

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Project Management (Day 2):

Things happen in the office everyday – some of these things cannot be changed – how do we accept these changes Everyone needs Project Management, from the Office Professional to the CEO of a large corporation; Projects happen in everyday life - at work or at play! From organizing a weekly meeting to organizing a conference, proper project planning will help you get ahead in no time!!

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Cyber Crime (Day 2): Are you a potential victim of Cyber crime? Cyber crime surrounds in our personal and work lives – see what to look out for and what to do if you become a victim of this crime!

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Cultural Diversity (Day 2): South Africa is a proud rainbow nation – full of different cultures from all corners of Africa. However, how do we deal with the different cultures in the workplace?

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Public Speaking at its best (Day 2): Public speaking rule number 1: have no fear; workplace presentations are as common as computers.

What will you gain from this Indaba?      

Certificate of attendance. 8 CPS/CAP recertification points if you are a CPS/CAP graduate. Get any questions which you may have about the Office Professional profession answered by our panel. Be brought up to date with all relevant concepts in the office. HUGE networking opportunity, meet people who have the same passion for their career like you. Free entry into the Office Expo 2011.

Previous comments from the ICAP Indaba 2010:    

My first ICAP Event – I am glad I attended – great change to other PA seminars, training etc. Thank you for your high level of excellence in all aspects of the Indaba Interesting and inspiring I am hugely impressed!! Very good choice!

For more information concerning the Indaba and accommodation, as well as a booking form please contact Kelly on prcommunications@capinstitute.co.za

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8 Surprising Energy Sappers By Lucy Danziger, the Editor-in-Chief of SELF magazine http://health.yahoo.net/experts/healthieryou/8-surprising-energy-sappers

Low energy is a common complaint among SELF readers and women in general, and it seems like our energy lags more than usual in January. Which makes sense for a number of reasons: The hectic holiday fun is over and it’s cold and gray outside, so we stay cooped up indoors, getting less exercise and likely eating more of the hearty comfort food that leaves us too full and groggy. But if you feel like you’re dragging more than you should be and the usual pick-me-ups aren’t working, a better night’s sleep, extra cup of coffee, brisk outdoor jog (if you haven’t tried this, you should; one study at the University of Rochester found that students who spent a mere 20 minutes a day outside felt much more energetic) there might be something else going on with your health or daily habits that deserves your attention. Pick up your pace today with these fast fixes from top experts that shift you out of slow-mo.

Energy sapper: Your breakfast menu Missing a morning meal slows metabolism and depletes your body of the fuel it needs to function optimally, explains nutrition expert Joy Bauer, R.D. But what you eat matters as much as the fact that you eat something. Bauer suggests starting each day with a breakfast that contains at least 5 grams of protein. This nutrient activates the production of norepinephrine, a neurochemical that increases heart rate and alertness. It also digests slowly so blood sugar and energy levels stay stable. Some tasty recipes: a cup of cereal (with 3 g or more of fiber, no more than 120 calories per serving) topped with skim milk, 1/2 cup of blueberries and 1 tablespoon of chopped walnuts (10 g of protein per serving), or an omelet made with 4

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egg whites, 1/2 cup chopped broccoli, 1/4 cup chopped onion and 1 ounce lowfat shredded cheese (22 g of protein per serving).

Energy sapper: Your outfit Those killer heels and pencil skirts may look polished and professional, but if you’re sacrificing comfort for fashion, they can also turn you into the office sloth. Workers took an average of 491 fewer steps on days they wore more formal business attire compared with dress-down days, according to research commissioned by the American Council on Exercise in San Diego. And using less energy leads to having less energy, says Cedric Bryant, Ph.D., chief science officer with ACE: “Sitting at your desk all day slows circulation, so less energizing oxygen is delivered to cells throughout your body.” Wear clothes that allow for movement and cushy footwear instead of uncomfortable heels to the office so you’ll be more likely to walk around. If you can’t part with your stilettos, keep them on at work, then slip into flats or low-heeled shoes for a lunch-break walk outdoors and your commute.

Energy sapper: Your worrying

and building up carbon dioxide in your blood, a waste product that can make you feel tired and dizzy.” When anxiety strikes, take three slow, deep breaths to give your body a big dose of energizing oxygen while slowing down a rapid heart rate. Then, as soon as you have a few minutes of downtime, do something distracting that feels good, like talking to a friend or watching a funny movie.

Energy sapper: Your messy desk Digging through piles of unorganized paperwork is a time and energy stealer in and of itself, but merely the sight of those stacks can stress you out, decrease efficiency and drain your brain, says Carol Landau, Ph.D., clinical professor of psychiatry and medicine at Brown Medical School in Providence, Rhode Island. While a little disarray is OK, in general, your desk should hold only items that you use very frequently—your computer or stapler—and the paperwork you’re working on that day,” notes Laura Stack, author of The Exhaustion Cure (Random House). Nonessential items—a labeler and a three-hole punch—can go in a drawer. To keep your desk clear, spend five minutes at the end of each day putting documents you’re working on in a neat pile and filing away the rest.

Credit card debt, a micromanaging boss—long-term stressors such as these can leave you spent. “Chronic stress increases heart rate and blood pressure, making your body work overtime,” explains Nieca Goldberg, M.D., director of the New York University Langone Medical Center Women’s Heart Program in New York City. “When you’re on edge, you also tend to tighten your muscles, which sets you up for aches and fatigue.”

“Bingeing on sleep on weekends to catch up on missed zzz’s throws off your circadian rhythm, your body’s 24hour clock that plays a key role in sleep and wakefulness,” says Amy Wolfson, Ph.D., author of The Woman’s Book of Sleep (New Harbinger Publications).

What’s shallow enough “You’re

Sleeping in and hitting the hay that night later than usual as a result also makes it hard to readjust to your workweek routine, so you start

more, worriers often take breaths, so they don’t take in oxygen, Dr. Goldberg says. essentially hyperventilating

Energy sapper: Your Saturday sleep-ins

8 Surprising Energy Sappers By Lucy Danziger, the Editor-in-Chief of SELF magazine http://health.yahoo.net/experts/healthieryou/8-surprising-energy-sappers Mondays in a fog. Strive to get up within the same 60-minute range both days: Oversleeping by more than one hour significantly disrupts your body clock. Still wake up with a case of the groggies? Open your bedroom shades as soon as your alarm goes off. The sunlight sends a signal to your brain that it’s time to get up.

Energy sapper: Your lack of vitamin C About 30 percent of women don’t get enough vitamin C, and too-low levels can zap your energy. That’s because vitamin C helps produce carnitine, a molecule that shuttles fatty acids into cells where they’re burned for energy, says Carol Johnston, Ph.D., professor of nutrition at Arizona State University at Mesa. “Lack of carnitine forces the body to use carbs or protein for energy instead. That can cause your body to produce lactic acid, a waste product that builds up in tissue and fatigues muscles.” Aim to get the recommended daily allowance of 75 mg of C daily by noshing on naturally rich sources such as an orange or a kiwifruit (both have about 70 mg per fruit), broccoli (1 cup chopped: 74 mg) or strawberries (1 cup: 89 mg).

Energy sapper: Your stuck-in-a-rut routine Grandma was right: Variety is the spice of life. “We all crave diversity and challenge,” Steven Berglas, Ph.D and author of Reclaiming the Fire: How Successful People Overcome Burnout says. “When there’s no challenge in completing a task, you go on autopilot—it’s mind-numbing.” If job monotony is dragging you down, ask your boss for more or different responsibilities, or have lunch with someone in another department to find out if her type of job is something you’d like to explore, Berglas suggests. Blasé about your daily regimen? Simple change-ups can deliver some rut-busting benefits. For instance, find an alternate route home (and stop at a park or shop that grabs your eye along the way); sign up for a language, pottery or photography class to get your brain chomping on something new; or trade the treadmill for a fun circuit training class.

Energy sapper: Your sluggish thyroid Found at the base of the throat, this gland secretes hormones that help control metabolism, heart rate and

more. “The less active your thyroid is in producing hormones, the slower your metabolism and the less energy you have,” says Stephen Richardson, M.D., an endocrinologist at NYU Langone Medical Center. Other telltale signs of an underactive thyroid include constipation, menstrual irregularities and dry skin, hair and nails. A blood test can reveal whether your levels of thyroidstimulating hormone are high—a sign that the thyroid isn’t working up to speed. If they are, your M.D. can help pinpoint and treat whatever is elevating them; a viral infection or H ash imoto’s thy roid itis (an autoimmune disease) are potential culprits. If your gland can’t do its job, you may need to take a daily synthetic thyroid hormone pill. Fortunately, once those hormones are back in balance, your lethargy will disappear. In the meantime, try relaxation exercises (deep breathing or yoga). “If you have a thyroid problem, stress might add to the drain on your energy levels,” Dr. Richardson says. That’s one more good excuse to take it easy—and save your energy for something fun.

Talking to Your Boss, Without Getting Fired Adapted from: http://www.deskdemon.com/pages/uk/knowledgedesk/searchlist? pn=d&id=1140&pr=6&ne=1&keywords=&kcat=How+to+...&topic=&submit=Search&qstr=&keywords=&kcat=How+to+...&topic=&submit=Search

Some bosses are light-hearted and fun, while others can be unapproachable tyrants bent on world domination and making the lives of their employees miserable. Trying to sit and talk rationally with a boss like this can be frustrating, but as intimidating as a boss might be, with a few simple tips, you may find that going to your boss to talk doesn't have to leave you being told to walk. By Jennifer Jordan

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PA & Secretaries - Work A Shorter Day With The Three Basic Speed Skills For anyone who works in the corporate world, there is no escape: bosses, CEO's, and higher ups are around every corner. Sometimes this is great: some bosses are fun; they go to happy hours and pick up the tab.

after all, they hold your career - and your pay check in the palm of their hand.

But others are not. They yell at their employees, force overtime, and refuse to throw holiday parties. Fun, not fun, or somewhere in the middle, speaking to your boss can be a bit intimidating;

Evidence is your Friend:

As intimidating as a boss might be, with a few simple tips, you may find that going to your boss to talk doesn't have to leave you being told to walk.

Whenever you bring up an issue to your boss, you must have proof that the issue at hand truly exists. Nothing

can make a person's point diffuse quicker than lack of data; if you have no evidence you simply have no case. For this reason, before you even consider speaking to your boss, be sure you have specific examples that back up your claim. If you're going to assert that you're being singled out, for instance, you better have a list of examples that validated your feelings. But, be careful that your evidence is valid: don't use it if it's gossip or if it stab's a co-worker in the back.

them why and then ask them what kind of things you can improve that may eventually lead to them changing their mind. If you still don't agree with what they have to say, ask them if there is a way you can compromise. By asking your boss questions, rather than just demanding you get your way immediately, you can convey that you are willing to work with your boss to meet somewhere in the middle. If they are completely unwilling to bend, consider going to your boss's boss.

Ask Questions:

Don't Get Emotional:

One of the best ways to get your boss to see your point is by asking questions about their point. If they refuse to give you a raise you feel you deserve, ask

Getting emotional is human nature; we all do it, often at the most inconvenient times: talking to your boss is one of those times. Despite your emotions wanting to guide you, telling you how

to act, how to react, and what to say, don't let them. Remaining calm, rational, and in control is the best chance you have at your boss taking you seriously. Yelling, accusing, and throwing a stapler at your boss's head won't only lead to your boss probably not listening to you, but it may also lead to security escorting you out. When it comes down to it, your boss, like you, is just a person. He or she was most likely once in your shoes. Many bosses are rational and genuinely care about the happiness of their employees; heck, they are being paid to care. Your boss may be more receptive than you think. If they're not and there's no reasoning with them, leave your job for a better one...but

Let Business Conference Calling Sharpen Up Your Meetings by Ramiro Ratliff http://www.deskdemon.com/dnet/userpage.php?page_id=250 With businesses being so fast paced nowadays, it can be difficult for people to meet for a conference. A wonderful solution for this has been business conference calling. This is a calling tool that allows numerous people to talk simultaneously over the phone.

Advanced business conference calling is a calling system that involves the use of web cameras and the internet. This allows each person to be auditory and visually present at the meeting even thought they aren't physically present.

This is a great way to let people who are traveling stay in touch with everything back at the office and to take part in conferences from far away. Company leaders love this method of speaking to all their employees at the same time, because of all the important time that it saves.

Assisted business conference calling is the third main type of conference calling. This is where you have a meeting organizer who will open the meeting, introduce speakers at the meeting, and then close the meeting. This is someone that the business hires in order to oversee professional meetings.

The Different Types of Business Conference Calling

Advantages of Business Conference Calling

The basic business conference calling is a means for getting a group of individuals together to discuss something without them having to physically meet. This is very helpful for companies that need to meet very often, but the meetings seem to interfere with getting work done quickly.

Typically meetings require people to spend money to travel to the meeting and the travel time cuts into a business day. Also, if conference room availability is hard to come by, the meeting can be even more difficult to schedule at a time when everyone can attend. The great thing about business conference calling is that it is cost-

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effective and saves a great deal of time. No travel is necessary, which puts time and money back into the business. Then on top of that, no large room is required to have everyone a part of the meeting. Instead you can remain at your office chair and be a part of the meeting. There are a number of other advantages to business conference calling, but one of the favorites is the use of technology. Since most companies have switched from using overheads to using programs on the computer, like power point, in order to give presentations. All the speakers need to do is email the power point out to the people attending the conference. With so much ease, every business will soon be making the switch to business conference calling.

How to survive workplace stress http://www.deskdemon.com/dnet/userpage.php?page_id=383

How to survive workplace stress? That’s a big question, but one that Gilly Workman, Stress Consultant, hopes to help you with. We’ve just experienced winter starting early with vengeance – heavy snow in some parts of the country, icy road conditions with some finding it difficult, if not impossible to get to work. Some are experiencing many more job losses, the threat of more, and continuing uncertainty – both the Public and Private sectors have been hit hard and it’s not over yet. This and more means that we are all having to work harder, taking on additional responsibilities, with uncertainty hanging over our heads and perhaps we are feeling rather desperate to prove that we are indispensable. So how do we survive this and avoid extreme stress or burn out? You need to be aware of when you are feeling stressed – this then gives you the opportunity to take a positive approach to dealing with it. There are many, many symptoms of stress, the most common are: feelings of tension in neck, face, jaw, shoulders, chest or stomach; backache, increased numbers of headaches or migraines; sleeping problems; poor concentration; increased alcohol consumption; increased smoking; difficulty in making decisions. If your company makes the e-mail facility available via the internet to enable remote working, at least working from home more during the recent bad weather and road conditions has been possible; meaning that the most pressing tasks may still be performed.

The downside is that there is always the temptation to keep reading or sending work e-mails outside of the normal working hours or during annual leave. Being available 24/7 is bad for health and well being, it is also bad for efficient and effective working, as staff are unable to switch off and relax when at home or out of the work environment. It is harmful and increases stress levels. Everyone needs down time. Being available 24/7 does not protect you against redundancy – in the event if those at the top decide it is the job or role that has to go, working in a way that is bad for your health and well being will not help you. Let’s hope that it doesn’t happen to you, but if it does, you will need to be in the best possible health in order to pick yourself up and land that next important role. Has your company or organisation your company conducted a stress audit, and is it available for staff to view? Use the data to develop and design youraction plan ensuring staff involvement as to what would make a difference to them. What are the causes of workplace stress?  Feeling like you have little or no control over your work.  Lack of recognition or rewards for good work.  Unclear or overly demanding job expectations.  Doing work that’s monotonous or unchallenging.  Working in a chaotic or high-pressure environment.  Fear and uncertainty about actual or possible job loss. Here are some practical suggestions to help you, your colleagues and your company:  Ensure that you manage your time effectively. Prioritise the important tasks, unimportant tasks can wait, try not to put off the unpleasant tasks – avoidance can cause stress! If necessary, take a time management course.  Try not to take on too much. Difficult I

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appreciate if posts are being cut, but know your limitations. If you take on too much, nothing gets done well which increases stress levels. Delegate and ask for help. Work and act methodically. Complete one task before starting another. Always take a lunch break - use 20 minutes to eat away from your workstation, 20 minutes to take some exercise and 20 minutes to practice breathing exercises or relaxation techniques. Giving yourself a break and using it wisely will mean that you work more efficiently, effectively and will feel less stressed. Invite your work friends to join you, encourage and help each other, you will all reap the benefits. Have annual workstation assessments – stress in the body can lead to stress in the mind. These can usually be organised through your Health and Safety representative. Take 5 minutes away from your workstation every hour. Use this time to drink a glass of water, do some stretches to ease any muscular tension. Make Stress Reduction Workshops available to staff, where simple relaxation techniques can be learnt but also strategies for managing pressured situations and how to cope with both work and personal pressures. Workshops need not be a full day; there are shorter and equally effective ones available. Offer on-site massage therapy regularly to staff. On-site massage therapies need only take between 15 – 30 minutes each but can help with general well being and reduce stress levels. A more relaxed workforce is a healthier, more productive workforce. Offer Yoga, Tai Chi or meditation classes on-site – a very useful way to ensure staff are taking time away from the workstations and benefit from relaxation and gentle exercise during the lunch break.

All of these suggestions require you take responsibility and take action – but you will benefit and so will your employer; it is worth it, believe me.

“Sometimes the most important thing in a whole day is the rest we take between two deep breaths.” ~Etty Hillesum~ Esther "Etty" Hillesum (15 January 1914 – 30 November 1943) was a young Jewish woman whose letters and diaries, kept between 1941 and 1943 describe life in Amsterdam during the German occupation

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BRAG BOARD Nida Oosthuysen CAP Graduate Smiths Manufacturing

After completing my Matric year, I had no idea of what direction I wanted to go in. I wrote tests at the University and was advised to study Personnel Management. It sounded like a good idea at the time so I started my first year as a student. At the end of this year, however, I had to suspend my studies due to financial difficulties. It was only years later that I realised what a blessing in disguise this was. I realised that I would not have enjoyed working in this direction. I was a young person desperately in need of an income in order to pay my study loan. I managed to find a position as a girl Friday at a small business and this is where my learning experience started. Everything from answering phones to wages and bookkeeping. Two years later when the company was liquidated, I had to find employment urgently as I was a newlywed and needed the income to make a living. I started working as a secretary even though I had no real experience or qualification. In those days, any young lady could be a secretary as long as she could type, answer the phone and look pretty. I realised that I enjoyed being an assistant and I thrived because of the fact that the work I did was so varied. I had not time to get bored.

I learnt new skills as I went along and this is where the trouble started. I moved from one position to the next, learning more and more, but never getting a formal qualification. I worked at companies from vastly different fields: Mining, paper & printing, train building, accounting & auditing and finally the motor industry. All this gave me great exposure and wonderful experience to the extent that a normal secretarial diploma just would not suffice. The position of Secretary or Personal Assistant had evolved over the years to a profession that required proper skills and training and at this stage BEE and affirmative action was also a real concern and threatened my future unless I could prove my worth on paper. I searched on the internet and at tertiary education institutions for a suitable qualification, but couldn’t find anything of substance that did not require attending classes full time. I needed to qualify myself in the area in which I worked first and then expand on that. After much investigation and searching, I came across the ICAP website and I haven’t looked back since. The program is definitely a challenge in the sense that all four modules are done in one year. What I find wonderful about the

course is that it covers a very wide field. No matter what area you work in, you would be able to learn something relevant to your field. The fact that the programme is recognised internationally is a great advantage to South African’s who move overseas either out of their own decision or due to company relocation. Completing the course also highlighted how much I still have to learn and where my strengths and weaknesses lie. This is where the recertification requirement enables one to build on what you have learnt during the course. It creates a situation where you can keep your knowledge up to date. You are not bound to one topic when earning your recertification points. You can either diversify or specialise your knowledge to suit you specific needs and interests. Completing this programme has made me a more informed, obviously qualified and well-rounded person where my work is concerned. It has empowered me to do what I have always done, but better, more professional and with more confidence. I can now take the lead knowing that I have good, solid knowledge all the while expanding and constantly growing on this solid foundation.

“They can because they think they can.” ~Virgil~ Publius Vergilius Maro (also known by the Anglicised forms of his name as Virgil or Vergil) (October 15, 70 BC – September 21, 19 BC) was a classical Roman poet, best known for three major works.

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What does 2011 have in store for us!! IAAP CALENDAR Scribble these in your Diary so that you don’t forget Chapter Meetings

Networking Meetings

19 May 2011

17 February 2011

28 July 2011

14 April 2011

22 September 2011

23 June 2011

17 November 2011

7 September 2011

2 December 2011

22 October 2011

Golf Day: 26 March 2011 The Johannesburg IAAP Chapter at Large is hosting a Golf Day for PAs and their Bosses Keep your eyes peeled on more information on how you and your organisation can become involved in this event!

Murder Mystery Dinner: 3 June 2011 Oh dear … another victim has been found, come and help the Detectives find the murderer of Ramsey Gordon

Come and meet us at the ICAP Indaba and Expo 2011 8-9 March 2011 Gold Reef City Casino, Johannesburg We will be having a stall at the Indaba to answer any questions you may have concerning the Chapter or your profession. Also our president Esme van der Merwe CPS/CAP is part of the Questions and Answers session on Day 1 More info: Kelly on prcommunications@capinstitute.co.za

Secretaries Day: 7 September 2011 This year’s Secretary’s Day is celebrated on the 7 September 2011. After last year’s IAAP social event to celebrate the existence of the Office Professional. We invite all Administrative Professionals, Assistants, Secretaries and Personal Assistants to join us on this special occasion

Spring Ball: October 2011 Get those sparkly shoes and fancy dresses out … and wait for more information about this prestigious Johannesburg IAAP Chapter-at-Large event!

Please note: the above information is a brief outline of the events being organised by the IAAP Chapter at Large. Dates and times are subject to change. If you need any additional information, please email Kelly on prcommunications@capinstitute.co.za

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How to Catch Common Grammatical Errors By Beverly West, Monster Contributing Writer Adapted from: http://adminsecret.monster.com/training/articles/870-how-to-catch-common-grammatical-errors  There vs. Their: “There” is a place (“let’s go there”), whereas “their” is a plural possessive pronoun, as in “their coats.”

Business documents rife with typos can undermine your professional reputation, not to mention that of your company. That’s why administrative professionals should have a good working knowledge of grammar, spelling and punctuation as well as the ability to catch mistakes before someone else does. Catching your own errors can be challenging. But with a little practice, you can reduce your margin of error and ultimately help your company project an image of accuracy and professionalism.

Know What to Watch For Christopher Simmons, president of Send2Press Newswire, a Redondo Beach, California-based news distribution service, has been proofreading copy for more than 23 years on a daily basis. The most common mistakes he finds in business releases include:  It’s vs. Its: “It’s” is short for “it is” or “it has” (“it’s raining”), whereas “its” is a possessive pronoun, as in “its coat.”  You’re vs. Your: “You’re” is short for “you are” (“you’re not going out like that”), whereas “your” is a possessive pronoun, as in “your coat.”

 Insure vs. Ensure: The term “insure” is related to insurance, whereas “ensure” means “to make sure.” So you would “ensure people make it to the office on time” rather than “insure” they get there.  Punctuation and Quote Marks: Commas separating a direct quote from the rest of a sentence should be placed inside the quotation marks. The same is true for periods. Question marks should be inside quotes only if they are part of the quote. So for instance: “Sales in the Southeast will be favourable in the fourth quarter,” he said. If the quote is a citation and immediately followed by a related parenthetical reference, the punctuation would follow the parentheses, but the end quote mark would stay with the actual quote. For example: “Sales in the Southeast will be favourable in the fourth quarter” (XYZ Report, pp. 67).  Ellipses (…) vs. Em Dashes (—): Ellipses indicate something was removed from the text and should not be used to separate a thought — that’s a job for the em dash. Here, the em dash is used to set off text that defines the sentence’s subject: “My boss — the one who asked me to give this presentation — is here today.” In this sentence, the words “the one” were replaced by an ellipsis: “My boss…who asked me to give this presentation is here today.”

Proofread Your Work Grammatical errors can be particularly difficult to catch, because spell-check might not flag them. This is why experts stress proofreading is still the best antidote. Simmons offers these tips for checking your work:  View your document at 125 or 150 percent in Word so you can better see what you’re reading and more easily spot errors.  Switch your font to Courier, a mono -spaced font, to break the brain’s typical pattern recognition. This makes it easier to catch mistakes, because it forces you to pay closer attention to the text.  Don’t just skim. Take the time to really read what you’ve written.  When possible, read your work out loud. Your sense of hearing will help you spot errors you might not see.  Print your document. You can often catch mistakes on paper that you’d miss on the monitor. Get Another Pair of Eyes on Your Work Kim Doi, an administrative assistant for a New-York based securities firm, tries to wait a few hours before checking her work to read it with fresh eyes. She also has a friend or coworker double-check what she’s written to make sure she hasn’t missed anything.

Consult References Don’t go it alone. Good business writing resources should be staples on your bookshelf.

“Far and away the best prize that life offers is the chance to work hard at work worth doing.” ~Theodore Roosevelt~ (October 27, 1858 – January 6, 1919) was the 26th President of the United States. He is noted for his energetic personality, range of interests and achievements, leadership of the Progressive Movement, and his "cowboy" image and robust masculinity

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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

FEBRUARY 2011 Important dates:

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FRI

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17 February 2011 IAAP Networking Event: AdvTech Offices, Sandton

Bookings for the ICAP Indaba CLOSE!

For more information on the events call 011 615 2868 or email prcommunications@capinstitute.co.za

21 February 2011 IAAP Networking EVENT

Bookings: ICAP Indaba Close!

THE BEST OF BOTH WORLDS SELF STUDY LED BY A FACILITATOR The International Certification: Certified Administrative Professional® (CAP®) is going ONLINE in 2011. Register before the 4 June 2011 you qualify for the 15 week online CAP course SECOND SEMESTER! Start Date: 4 July 2011 Each week you will receive: Study notes References to additional online readings A practice test to confirm your understanding of the readings (not counting towards final marks) Feedback from the facilitators 24/7 assistance regarding studies After 15 Weeks you will be ready to write the CAP Examination in November 2011 with CONFIDENCE. How online training can work for you and your organization *Delegates are able to access their course notes via email at home or in the office* *If you do struggle with certain terminologies/course info you can e-mail ICAP & the relevant facilitator will be appointed to assist with your queries.* *This method is ideal if a company would like to train it’s employees without losing man power at work when sending them off for training (discounts given for group bookings)* *Study in your own time at your own pace* *The online CAP course is a disciplined self study as you have to submit a test every week* *Study groups can be formed at the office during lunch times* What is required from you? *To work through the weeks readings and have a clear understanding* *Submit the practice test on a weekly basis so that ICAP can keep track of your progress* *Attend the examination in November 2011* For more information about the online CAP course contact: Kelly on 011 615 2868, prcommunications@capinstitute.co.za or alternatively visit the ICAP website on www.competencyservices.co.za

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