Admin's Niche March 2011 by Kelly Williams

The Admin’s Niche ISSUE

March 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 2-3

011 615 2868 www.competencyservices.co.za

An overview of positive uncertainty

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

SA Cystic Fibrosis Public Awareness Project : CF Genes Day on Friday 6 May 2011

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BRAG BOARD: Mandy Ludick CAP

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Microsoft Excel: Quick Tips and Tricks

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What does 2011 have in store for us (IAAP)

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“Mistake Phobia” is common

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Nibbles of Knowledge ...

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Personal Goal Setting

PLEASE TAKE NOTE: As of now you will only receive the Admin’s Niche Ezine once every 2 months. The next issue will be sent MAY 2011

“Opportunity is missed by most people because it is dressed in overalls and looks like work.” ~Thomas A Edison~ (February 11, 1847 – October 18, 1931)

was an American inventor, scientist, and businessman who developed many devices that greatly influenced life around the world, including the phonograph, the motion picture camera, and a long-lasting, practical electric light bulb.

I would like to thank everyone who spoke, attended and assisted with this year’s ICAP Indaba - the event was the best one yet. Another big thank you goes to Square Forest, Ergo-tilt, The Pyramid venue and Day Spa, Eagles Nest Conference Centre and Options in training for exhibiting at the confex, you made the Indaba unique and wonderful. This months Ezine has articles which will assist you in areas such as Personal Goal Setting - this article is incredibly relevant and helpful, make sure to print it out and read it with a highlighter - this article will help your days run smoothly and in the right direction. Microsoft Excel is extremely important - and has many function which most people are not aware of - Page 7 outlines some tips and tricks which will assist you. Then something which I think we all need to take part in. Page 5 outlines the SA Cystic Fibrosis Public Awareness Project : CF Genes Day on Friday 6 May 2011. Another important announcement, the IAAP Golf Day has been postponed - please keep

your eyes peeled for more updates. A BIG GOOD LUCK goes to all the delegates who will be writing the May 2011 exams. Remember to engage brain and to send your exam registration through by the end of this month Not many people are aware of this genetic disease and many people who suffer from it are able to pay the medical bills. So pay your R5 and get to wear your “genes” to work on the 6 May 2011 - a brilliant initiative for organisations to be involved in!! 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,

Personal Goal Setting Planning to Live Your Life Your Way Adapted from: http://www.mindtools.com/page6.html Many people feel as if they're adrift in the world. They work hard, but they don't seem to get anywhere worthwhile. A key reason that they feel this way is that they haven't spent enough time thinking about what they want from life, and haven't set themselves formal goals. After all, would you set out on a major journey with no real idea of your destination? Probably not!

 Finally, once you have your plan, you start working on it to achieve these goals.

Goal setting is a powerful process for thinking about your ideal future, and for motivating yourself to turn your vision of this future into reality. The process of setting goals helps you choose where you want to go in life. By knowing precisely what you want to achieve, you know where you have to concentrate your efforts. You'll also quickly spot the distractions that can, so easily, lead you astray.

Step 1: Setting Lifetime Goals The first step in setting personal goals is to consider what you want to achieve in your lifetime (or at least, by a significant and distant age in the future). Setting lifetime goals gives you the overall perspective that shapes all other aspects of your decision making.

Why Set Goals? Goal setting is used by top-level athletes, successful business-people and achievers in all fields. Setting goals gives you long-term vision and shortterm motivation. It focuses your acquisition of knowledge, and helps you to organize your time and your resources so that you can make the very most of your life. By setting sharp, clearly defined goals, you can measure and take pride in the achievement of those goals, and you'll see forward progress in what might previously have seemed a long pointless grind. You will also raise your self-confidence, as you recognize your own ability and competence in achieving the goals that you've set. Starting to Set Personal Goals You set your goals on a number of levels:  First you create your "big picture" of what you want to do with your life (or over, say, the next 10 years), and identify the large-scale goals that you want to achieve.  Then, you break these down into the smaller and smaller targets that you must hit to reach your lifetime goals. Page 2

This is why we start the process of goal setting by looking at your lifetime goals. Then, we work down to the things that you can do in, say, the next five years, then next year, next month, next week, and today, to start moving towards them.

To give a broad, balanced coverage of all important areas in your life, try to set goals in some of the following categories (or in other categories of your own, where these are important to you):  Career - What level do you want to reach in your career, or what do you want to achieve?  Financial - How much do you want to earn, by what stage? How is this related to your career goals?  Education - Is there any knowledge you want to acquire in particular? What information and skills will you need to have in order to achieve other goals?  Family - Do you want to be a parent? If so, how are you going to be a good parent? How do you want to be seen by a partner or by members of your extended family?  Artistic - Do you want to achieve any artistic goals?  Attitude - Is any part of your mindset holding you back? Is there any part of the way that you behave that upsets you? (If so, set a goal to improve your behaviour or find a solution to the problem.)  Physical - Are there any athletic goals that you want to achieve, or do you want good health deep into old age? What steps are you going

to take to achieve this?  Pleasure - How do you want to enjoy yourself? (You should ensure that some of your life is for you!)  Public Service - Do you want to make the world a better place? If so, how? Spend some time brainstorming these things, and then select one or more goals in each category that best reflect what you want to do. Then consider trimming again so that you have a small number of really significant goals that you can focus on. As you do this, make sure that the goals that you have set are ones that you genuinely want to achieve, not ones that your parents, family, or employers might want. (If you have a partner, you probably want to consider what he or she wants however, make sure that you also remain true to yourself!) Step 2: Setting Smaller Goals Once you have set your lifetime goals, set a five-year plan of smaller goals that you need to complete if you are to reach your lifetime plan. Then create a one-year plan, sixmonth plan, and a one-month plan of progressively smaller goals that you should reach to achieve your lifetime goals. Each of these should be based on the previous plan. Then create a daily To-Do List of things that you should do today to work towards your lifetime goals. At an early stage, your smaller goals might be to read books and gather information on the achievement of your higher level goals. This will help you to improve the quality and realism of your goal setting. Continued ....

Personal Goal Setting …. Continued Finally review your plans, and make sure that they fit the way in which you want to live your life. Staying on Course Once you've decided on your first set of goals, keep the process going by reviewing and updating your To-Do List on a daily basis. Periodically review the longer term plans, and modify them to reflect your changing priorities and experience. (A good way of doing this is to schedule regular, repeating reviews using a computer-based diary.) SMART Goals A useful way of making goals more powerful is to use the SMART mnemonic. While there are plenty of variants (some of which we've included in parenthesis), SMART usually stands for:  S - Specific (or Significant).  M - Measurable (or Meaningful).  A - Attainable (or Action-Oriented).  R - Relevant (or Rewarding).  T - Time-bound (or Trackable). For example, instead of having "To sail around the world" as a goal, it's more powerful to say "To have completed my trip around the world by December 31, 2015." Obviously, this will only be attainable if a lot of preparation has been completed beforehand! Further Goal Setting Tips The following broad guidelines will help you to set effective, achievable goals:  State each goal as a positive statement - Express your goals positively – "Execute this technique well" is a much better goal than "Don't make this stupid mistake."  Be precise: Set precise goals, putting in dates, times and amounts so that you can measure achievement. If you do this, you'll know exactly when you have achieved the goal, and can take complete satisfaction from having achieved it. Page 3

 Set priorities - When you have several goals, give each a priority. This helps you to avoid feeling overwhelmed by having too many goals, and helps to direct your attention to the most important ones.  Write goals down - This crystallizes them and gives them more force.  Keep operational goals small - Keep the low-level goals that you're working towards small and achievable. If a goal is too large, then it can seem that you are not making progress towards it. Keeping goals small and incremental gives more opportunities for reward.  Set performance goals, not outcome goals - You should take care to set goals over which you have as much control as possible. It can be quite dispiriting to fail to achieve a personal goal for reasons beyond your control!  In business, these reasons could be bad business environments or unexpected effects of government policy. In sport, they could include poor judging, bad weather, injury, or just plain bad luck.  If you base your goals on personal performance, then you can keep control over the achievement of your goals, and draw satisfaction from them.  Set realistic goals - It's important to set goals that you can achieve. All sorts of people (for example, employers, parents, media, or society) can set unrealistic goals for you. They will often do this in ignorance of your own desires and ambitions.  It's also possible to set goals that are too difficult because you might not appreciate either the obstacles in the way, or understand quite how much skill you need to develop to achieve a particular level of performance. Achieving Goals When you've achieved a goal, take the time to enjoy the satisfaction of having done so. Absorb the implications of the goal achievement, and observe the progress that you've made towards other goals.

If the goal was a significant one, reward yourself appropriately. All of this helps you build the selfconfidence you deserve. With the experience of having achieved this goal, review the rest of your goal plans:  If you achieved the goal too easily, make your next goal harder.  If the goal took a dispiriting length of time to achieve, make the next goal a little easier.  If you learned something that would lead you to change other goals, do so.  If you noticed a deficit in your skills despite achieving the goal, decide whether to set goals to fix this. Failing to meet goals does not matter much, just as long as you learn from the experience. Feed lessons learned back into your goal setting. Remember too that your goals will change as time goes on. Adjust them regularly to reflect growth in your knowledge and experience, and if goals do not hold any attraction any longer, consider letting them go. Key Points Goal setting is an important method of:  Deciding what you want to achieve in your life.  Separating what's important from what's irrelevant, or a distraction.  Motivating yourself.  Building your self-confidence, based on successful achievement of goals. Set your lifetime goals first. Then, set a five-year plan of smaller goals that you need to complete if you are to reach your lifetime plan. Keep the process going by regularly reviewing and updating your goals. And remember to take time to enjoy the satisfaction of achieving your goals when you do so. If you don't already set goals, do so, starting now. As you make this technique part of your life, you'll find your career accelerating, and you'll wonder how you did without it!

An Overview of Positive Uncertainty By HB Gelatt and Carol Gelatt http://www.gelattpartners.com/positiveuncertainty.html  Do you make decisions based on a complete set of goals and a consideration of all the alternatives and consequences?  Do you choose your actions in a calculated way according to established decision rules? If you answered "yes" to both questions then you make decisions like a rational decision maker. If you answered "no" to one or both questions then you make your decisions like everyone else! Rational decision making is not obsolete, it's just incomplete. That's where Positive Uncertainty comes in. Positive Uncertainty is a philosophy for making decisions when you don’t know what the future will be, which is all the time. It may sound a little strange to you. That’s because it is strange. Actually it is paradoxical. Being uncertain and positive is what we are saying is what you need to be a successful decision maker. Positive Uncertainty starts with two attitudes. First, you need to accept the uncertainty of the future because the future is real and inevitable. No one has been to your future. There are no advance scouts, guides or road maps. Second, you need to be positive about this uncertainty because it is better than certainty. If the future were certain or even predictable, the only choice is to prepare for it. By being uncertain you allow yourself to be a proactive instead of reactive

decision maker. These two attitudes are the cornerstones of Positive Uncertainty, but there’s more to it than that. Decision making is using what you know and believe to decide what to do to get what you want. What you want, know, believe and do are the four core factors involved in every decision. But what you do doesn’t always get you what you want. And sometimes when you do get what you want you find out it isn’t what you wanted after all. That’s the uncertainty in all decision making. Traditional decision making models provide rational strategies to reduce uncertainty. And these strategies don’t include personal beliefs. Decision making using Positive Uncertainty involves multiple decision strategies – rational, intuitive, traditional and creative – to sometimes reduce uncertainty and to always deal with it. We’ve expanded these four factors – want, know, believe and do – into four paradoxical principles. These four principles are paradoxical because they are contradictory statements which may nevertheless be true. Each principle embraces conventional decision making wisdom and contradicts it. It’s not an either-or approach to decision making but a both-and-more. Be focused and flexible about what you want Traditional decision theory stresses being focused on your future goals. This strategy is not obsolete but

incomplete. Being focused helps you attain goals. It keeps you from getting distracted easily, but can prevent you from discovering new goals. Become flexible with what you want by asking yourself the following questions:  What else could I do? What other possible actions are there? What other choices or options for what I could do?  What else could happen? What other possible outcomes might occur? What are the possible results or consequences of what could happen?  Use your goals to guide you not govern you. Be aware and wary about what you know Information is the hallmark of decision making. When making a decision we are told to get the facts because collecting information will reduce uncertainty. However, very often…  The information you have is not what you want

“A pessimist sees the difficulty in every opportunity; an optimist sees the opportunity in every difficulty.” ~Sir Winston Leonard Spencer-Churchill~ (30 November 1874 – 24 January 1965) was a British politician and statesman known for his leadership of the United Kingdom during the Second World War (WWII).

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Continued ...

An Overview of Positive Uncertainty … Continued  The information you want is not what you need  The information you need is not available

the most important factor in traditional decision making strategies. What you believe determines what you see – and do.

Being aware and wary about what you know helps you to assess what is known and appreciate what is unknown. The hallmark of this principle is to be open-minded. That means to:

To be realistic is not to be totally objective. There is no such thing. Reality is not only what is “out there.” It is also in the mind’s eye of the beholder. The optimistic part of this principle (the non-traditional part) helps you notice how beliefs can be prophecy. Optimism leads to proactive behaviour.

 Look for “miss-information,” missing information and out-ofdate information  Use both fact and intuition when deciding To be aware and wary is to use your whole brain – the rational, factual side and the intuitive, imaginative side. Knowing and not knowing are both important for creative decision makers. Be realistic and optimistic about what you believe What you believe has always been seen as one of the most important factors in what you decide but seldom

What you believe may be the most significant factor in creative decision making. Therefore be sure your beliefs are a bridge not a barrier when making decisions. Be practical and magical about what you do to decide This principle is about your decision rules, methods and your strategy for deciding. Do you know what your decision making strategies are? Most people don’t know how they decide. To be practical and magical is to be whole brained and bodied. You use

both your head and heart when deciding. Start by becoming aware of your decision strategies. Avoid rigid decision rules. Rules are for guidance not obedience. Make up your mind creatively. Every decision is different, every strategy should be different. Become a versatile, creative decision maker. By embracing this 2 X 4 decision making framework you will expand their future possibilities and increase the probability of being satisfied with your decisions. What you do to decide depends on your willingness to decide. Being positive about uncertainty brings about the opportunity for proactive creativity in your decision making. If the future is certain, all you can do is prepare for it. When the future is uncertain, you have the opportunity to influence it. You can be part of the creating your future.

SA Cystic Fibrosis Public Awareness Project : CF Genes Day on Friday 6 May 2011 It is essential that public awareness of Cystic Fibrosis (CF) be increased. Although it is something that a child is born with, all too often it is diagnosed only later in life when lung damage has already taken place. The purpose of our public awareness day is to make schools and companies aware of this genetic disorder, and we have decided to call it “CF Genes Day”. The idea is that learners/employees are given a CF sticker and are allowed to wear jeans on that day. In return each person donates R5 to the Cystic Fibrosis Association. Cystic Fibrosis (CF) is an inherited genetic disease that affects a number of organs in the body, but primarily the lungs and pancreas. The mucus is thick and blocks airways in the lungs, allowing infections to take hold. Similarly thick mucus blocks the ducts of the pancreas which supplies enzymes required for digestion - this affects food absorption and causes stomach problems.

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In early childhood symptoms of CF are also very similar to other childhood problems, often leading to misdiagnosis. Symptoms typically include persistent cough, frequent lung infections, weight loss, bowel problems and salty tasting skin. CF is a complex and high risk disorder which requires specialist treatment. Treatment involves daily doses of medication including antibiotics and digestive enzymes as well as daily physiotherapy. There is no cure, and those with CF ultimately have their lives cut short due to ongoing infections and lung failure. On the positive side, with improvements in treatment, the average life expectancy of a person with CF is increasing to above 30 years. The funds donated on CF Genes Day will make a significant contribution towards attainment of our goal of promoting

diagnosis and providing the best possible treatment for all cystic fibrosis patients. Funds donated to our association are used mainly for the following :

 Public awareness and communication : we have recently invested in website development and our national site went live on 6 February 2009. The address is http:// www.sacfa.org.za/ . Other public awareness activities are being planned in conjuction with the other regional associations in SA.  Essential equipment required to run the cystic fibrosis clinics in Johannesburg area.  Sponsoring of essential equipment for poorer families (e.g. nebulisers).  On-going essential monthly costs to support the cystic fibrosis clinics in the Johannesburg area.

BRAG BOARD: Mandy Ludick CAP Aurecon Centre

Performance Management Review and 8 Year Career Plan! This was the daunting task I received after working in an administrative field for 10 years in various industries. Where did I want my career to head and where did I see myself in 8 years. I had never given it too much thought until then. I knew I wanted a better position and I had a National Diploma in Administration, but it did not set me apart from any other secretary or PA. After consulting my options with an ex colleague and best friend as well as my Unit Manager at the time, I was advised to look into and register for the CAP programme. With very little hesitation I did so, but when I received the course material, I was quite taken aback. How would I cope with the study requirements whilst working full -time and being a single mom of three wonderful, yet affectionate, attention seeking kids?

After my divorce I spent all my time with them, would they understand? They are aged 11, 5 and 4 – just to put you in the loop. Amazingly, they supported me throughout the process and gave me the time and space I needed to study. My eldest son even tested me on the interactive test material whilst I cooked. After two attempts, I made it. Unbelievable! After completing my National Diploma in Administration as a Management Assistant, I pursued a career in various aspects of the administrative field. I received a lot of experience in various industries including retail, the commercial and hospitality cleaning service industry, engineering, motor and consulting industries, amongst others, working for various reputable companies. Being employed at Ninham Shand, now Aurecon South Africa (Pty) Ltd, I was offered the opportunity to do the

CAP programme. With the assistance of my Unit Manager at the time and Michelle Ah Shene, a CAP graduate, I successfully completed my studies. On a personal note, being a divorcee and mother of three and still achieving a CAP qualification really boosted my confidence for career growth possibilities. Where to from here … Well doing my MBA at UCT. As for my 8 year career plan … straight to the top and at the top of my game; that’s the plan. I am proud of achieving this and have learnt that using my situation to my advantage and not as an excuse is how I will continue to achieve in this life. Good luck to all those who have embarked on the CPS or CAP programme and thanks to those associated with the institution. A special thanks to Wayne Petersen, Michelle Ah Shene and Kelly & Dawn Williams for your assistance and constant support. Without all of you, all of this would still have been just a fairy tale. I have learnt that with a clear plan, a lot of motivation and a fervent belief in your own capabilities, you can achieve almost anything you set your mind to achieve. “Carpe Diem”

Mandy Ludick

“When the boss isn’t around to watch us, he loads up this screen saver.” Page 6

Microsoft Excel: Quick tips and tricks http://www.microsoft.com/atwork/skills/tipsexcel.aspx If you use Microsoft Excel 2010 or Microsoft Excel 2007, you already know how simple it can be to build spreadsheets and to model or analyze virtually any type of data.

But were you aware that you can also connect and collaborate with peers with a click or quickly create attractive, customized charts and graphs perfect for use with any home or business application? It’s all in how you choose to use the resources at your fingertips. Here are a few handy tips for getting the most from Excel.

compute data. These instructions can be used to process simple functions such as adding, subtracting, and multiplying values or calculate dates, dollar amounts, and averages. Use more advanced formulas to generate auto-formatted findings, change text from uppercase to lowercase, or combine data from multiple columns into a cohesive whole.

Excel basics and formulas

Locking columns and rows

Like an interactive sheet of graph paper, Excel spreadsheets are divided into rows and columns that intersect to create boxes known as cells. Columns are labeled alphabetically (A, B, C…), and rows are labeled numerically (1, 2, 3…). You can enter alphanumeric data into any cell and use formulas and functions to perform calculations on that data. Then you can create charts and graphs to display the results.

Freezing highlighted panes in the spreadsheet so that they remain visible while you enter data further down the page can be handy when you need to compare facts and figures. You can also split panes into multiple worksheets so that you to scroll in one pane while information displayed within the other remains static.

For example, to create a simple monthly household budget, just type “Budget” in cell A1, and press ENTER. In cells A3 to AX (X stands for the row number of the final cell you fill with data), enter common expense categories such as mortgage, rent, food, utilities, and entertainment. In cells B3 to BX, enter projected expenses. Two cells below BX (if X equals 15, this cell would be B17), enter the formula to total your expenses: =SUM(B3:B15). Or on

With Excel, you can create colourful pictures and graphs or generate eyecatching reports in minutes that help you identify usage or spending patterns at a glance.

the ribbon, on the Formulas tab, click the Insert Function button or AutoSum symbol in the ribbon to access this function. Then when you adjust any number in cells B3 to BX, you will see your expense total change automatically. Note that Excel offers a full range of custom programmable formulas that can be inserted to organize and

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Creating charts and graphics

From bar and pie charts to histograms and attention-grabbing spark lines, Excel provides a variety of practical ways to visually represent data, which makes it easier to understand at a glance. These images offer a fast and intuitive way to display information and illustrate points more effectively. Chart options include:  Area  Bar  Bubble  Column  Doughnut  Line  Organization  Pie  Radar  Stock  Surface  XY (Scatter >

Detailed PivotTable and PivotChart reports can also help you quickly summarize large amounts of data so that you can browse and assess information in a more streamlined way. To jazz up your spreadsheets, you can also use pictures, clip art, and other custom graphics. Wrapping text and forcing line breaks Sometimes, it’s necessary for text to appear on multiple lines within a cell, for example, when you enter people’s addresses. To create this effect, you can have Excel automatically wrap text, or you can manually enter a line break.

More hints and tips  Access keyboard shortcuts to help you work with the data in your spreadsheets without having to scroll through menus.  The ribbon, a graphical toolbar that makes it simple to build and use spreadsheets, is your key to creating useful spreadsheets. The ribbon saves you time and enables you access to a huge toolbox of visual and computational tricks.  Conditional formatting allows you to automatically change the appearance of cells that meet specific, user-defined criteria. Conditional formatting lets you quickly identify important data points such as top-performing students or salesmen.  Using the Microsoft Excel Web App, you can access spreadsheets from anywhere with your web browser or easily share and collaborate inreal time with friends and colleagues. The Web App is a convenient solution to tackle group projects.  Power Pivot for Excel 2010, a free downloadable add-on, offers even more muscle for performing calculations that involve large amounts of data. Users can also easily share spreadsheets which can help with heavy workloads.

Events 2011 IAAP CALENDAR Scribble these in your Diary so that you don’t forget Chapter Meetings 19 May 2011 28 July 2011

Networking Meetings 14 April 2011

22 September 2011

23 June 2011

17 November 2011

7 September 2011

2 December 2011

22 October 2011

Golf Day: 27 March 2011 *postponed* 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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“MISTAKE PHOBIA” IS COMMON By Ginger E. Blume, Ph.D. http://www.drgingerblume.com/MISTAKE_PHOBIA_IS_COMMON.pdf Nobody likes to make a mistake, but some people have an excessive fear of making mistakes. After two decades of clinical practice, I’ve decided to coin the term, “mistake phobia,” to describe this common problem that prevents people from living their lives to the fullest. This phobia of making mistakes is defined as an irrational fear of making a mistake or error, leading to an avoidance of situations that might result in a perceived sense of failure. Each mistake creates either excessive internal shame and/or embarrassment and results in further risk avoidance in the future. People who suffer from a “mistake phobia” exhibit most of the following eight characteristics: 1. They’re highly risk avoidant. They’d rather not try than risk being wrong. 2. They perceive any form of mistake, no matter how minor, as a personal failure. 3. They are excessively self-critical and/or perfectionist. They engage in black and white thinking (with no shades of gray). 4. Their entire self-worth rides on not making a mistake. 5. They avoid new or challenging situations. 6. They have low self-esteem. 7. They tend to have a pessimistic attitude about life. 8. They may have a childhood history of severe punishment for poor performance or a history of being highly self-critical since an early age. Mistakes not feared by some Not everyone fears making mistakes. Many famous inventors, authors, statesmen, etc. have expressed a positive view toward mistakes. For instance, Henry Kaiser said, “Problems are opportunities in work clothes,” Albert Einstein said, “In the middle of difficulty lies opportunity.” Katherine Graham offered a creative view by saying, “A mistake is simply another way of doing things.” And Page 9

Ralph Waldo Emerson reminded us that, “Our greatest glory is not in never failing, but in rising up every time we fail.” Consider all of the famous inventors and how many failures they must have experienced before they finally succeeded. Had they been afraid to fail, they would have stopped after their first failure. Instead, people who persevere and risk being wrong seem to view failures in a unique way. They tend to see a failure as simply:  More data/information  Valuable feedback  One step closer to learning a solution, by eliminating all the things that don’t work.  A possible creative alternative to the solution they were seeking Solutions for Change What can you do to alter your phobic fear of making a mistake? Begin by just noticing your personal beliefs about making a mistake. If you pay attention to what you are privately saying to yourself when confronted with a challenge, you’ll uncover your underlying beliefs. Write these beliefs on the left side of a piece of paper. On the right side, challenge your beliefs as if you were on the opposite side of a debate. By adopting another perspective from your usually mindset, you’ll open your mind to a more realistic viewpoint. Next, ask yourself, “What is the worst thing that will happen if I fail or make an error?” Could I learn from my mistakes? It is also helpful to remember the consequences you suffered as a child when you didn’t succeed. Ask yourself if the same thing is likely to happen to you as an adult. Probably not. Another approach involves creating “small wins” for taking risks. First, make

a list of “things you’ve avoided trying in the past for fear of failing.” Then arrange your list from least feared to most feared risk. Choose the least feared item on your list and “just do it.” Congratulate yourself for trying, no matter what the outcome. Only focus on your willingness to take a small risk. Next, tell several friends or write a paragraph about your experience of “risking possible failure.” Repeat this process with increasingly more difficult items on your list of things you’ve avoided. By the time you’ve reached the most difficult item, you will have learned that what really matters is “you tried.” Once you’ve done some selfassessment and committed to changing, learn to talk to yourself in a new way. To change your thought patterns, ask others who seem comfortable dealing with new challenges, how they handle mistakes. Many will tell you that the worst failure anyone can make is “not trying.” If you stick to doing only those things you’re already familiar with, you’ll also limit any new learning. Psychological research has shown that people who refuse to try to learn new things will eventually score lower on intelligence tests as they age. Our minds are like a muscle in our body “use it or lose it,” applies. Our mind needs to be exercised and challenged with new ideas in order to forge new neuronal connections and prevent decline over the aging process. In summary, “trying is more important than performance or outcome.” Paradoxically, the more you’re willing to try and risk failure, the better your performance will ultimately become.”

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

MARCH 2011

Important dates: SUN

MON

8-9 March 2011

TUE 1

WED 2

THU

FRI

SAT

ICAP Indaba and Expo 2011 Gold Reef City Casino 6

27 March 2011 *postponed* First IAAP Golf Day Modderfontein

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

9 ICAP INDABA

ICAP INDABA

IAAP GOLF DAY

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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