Edition Three
December The topics which will be presented over the 2 days will showcase important aspects which affect the office professional in their every day working lives.
HELLO IAAP MEMBERS The end of 2010 has finally arrived and so much has happened!! The long anticipated Soccer World cup 2010 has come and gone in the blink of an eye and Debbie De Jager from FNB was awarded the title of PA of the Year 2010 to name but a few. I put an article which I found very interesting and a somewhat important read for the end of the year - the article deals with your enthusiasm, or lack of enthusiasm in the workplace - the article on page 2 will help you solve the puzzle of where you lost your drive to work. Another important announcement ICAP’s Indaba for 2011 will be held in the beginning of March, and this Indaba brings something interesting to the table. ICAP along with the assistance of Niche Pro will be producing a confex (Conference and Exhibition) for Office Professionals in South Africa.
Along side the conference, will be an exhibition, showcasing companies which will assist the office professional making their jobs that little bit easier from day to day. For more information please contact the ICAP offices.
PLEASE NOTE: There is a small questionnaire in this newsletter. By filling this out you will give the Committee a better idea of what we can do in 2011 to make the IAAP Johannesburg Chapter at large a success
Contents A note from the president ‌
Page 2
Renewing your Enthusiasm in the Workplace
Page 3
A conference with a twist
Page 4
Recruiting from the cloud
Page 5
What do you want to see next year...
Page 6
Please let me know what else you would like to see in this newsletter. We are striving towards Talk SA becoming your favourite read every 2 months. On behalf of everyone on the IAAP Committee I would like to wish you a happy and safe festive season and a wonderful New Years - May 2011 bring you everything you hope for. Till NEXT YEAR - Stay well
Kelly Williams CAP,
Marschelle Tillek - 28 November Corrie Fourie - 13 December Amanda Steyn - 2 January
Correspondence Secretary
Committee Members: Esme van der Merwe CPS/CAP (President); Rosely van der Merwe CPS/CAP (President-Elect); Lee Chapman CPS (Vice President); Dawn Williams (Treasurer); Jeanette Clack CPS (Recording Secretary) and Kelly Williams CAP (Correspondence Secretary)
IAAP Johannesburg Chapter-at-Large 47 Northumberland Road, Kensington. 011 615 2868 prcommunications@capinstitute.co.za
www.iaap-johannesburg.org
Dear Members It is almost time to end off our office responsibilities for 2010 and therefore I would like to reflect on the year 2010 as the Johannesburg Chapter-at-Large. Thomas J Watson said “The great accomplishments of man have resulted from the transmission of ideas and enthusiasm”. With that in mind, I wish to thank those of you who participated in the IAAP’s activities with enthusiasm this year. Although we are still in our baby shoes, it was indeed a year of great accomplishments for the Johannesburg Chapter-at-Large. Since our inception in February this year, we’ve gained 17 members, hosted a successful Secretaries’ Day celebratory lunch and had very inspiring presentations at the networking events. Unfortunately our December end of year celebrations had to be cancelled due to late cancellations. Looking at the scorecard for the Chapter of Excellence, we can however pat ourselves on the back for being able to comply in 75% of the Chapter of Excellence criteria (15 out of a possible 20). All this within one year is indeed excellent. Our Chapter’s biggest challenges are the retention of members, recruiting of new members, member involvement in Chapter activities, raising funds and promoting the IAAP to South African companies. The biggest challenge for me is member involvement. Most meetings and networking events during 2010 have mainly been attended by Committee members. Interaction with more members would broaden our intellectual capital and grow our Chapter instead of dying a sudden death. The members of the Johannesburg Chapter are all very competent, dynamic individuals and I am confident that we will be able to grow this Chapter into the star Chapter of the IAAP worldwide. Robert Half said “Persistence is what makes the impossible possible, the possible likely, and the likely definite.” Therefore as Committee members of the Chapter, we will be persistent in our endeavours to grow this Chapter and I would like to invite all Chapter members to join the Committee in striving to grow the Chapter. If we all stand together with a combined effort, we will reap results. Hellen Keller said “Alone we can do so little; together we can do so much.” I would also like to wish you all a very Blessed Christmas and hope you would enjoy a deserved break during the December holiday season. If you plan to go away during this time, please drive safely.
Our first meeting next year is scheduled for 27 January and I hope to see you there. Kind regards Esmé van der Merwe CPS/CAP President of the IAAP Johannesburg Chapter at Large
Renewing Your Enthusiasm at Work by Robert Hosking * Taken from: AdminAdvantage, Volume 21 September 2010 Faced with greater responsibilities and growing workloads, many administrative professionals today are busier than ever. Unfortunately, having too much on your plate day in and day out can lead to low morale and reduced productivity not to mention decreased job satisfaction. Here are several signs you may be approaching burnout at work: You have trouble getting out of bed when you have to go to work. You frequently arrive to the office late. You feel withdrawn. You watch the clock excessively. Work stress spills over into other areas of your life. You get into frequent disagreements with your manager and co-workers when you didn’t in the past. You feel you aren’t making progress, despite your best efforts. If these symptoms sound familiar, the following steps can help you better manage your workload and renew your enthusiasm for your position: Identify your stressors. Think about what has contributed to your burnout and if any of your own actions have exacerbated the problem. For example, you may have set an overly ambitious timeline for completing an assignment, creating unnecessary stress and obstacles to its success. Or perhaps you have been obsessing over small details and micromanaging projects to make sure everything is exactly the way you want it to be. Even small changes, such as requesting additional time to complete a project, can help you decrease your level of on-the-job stress. Look at your schedule. The way you manage your time also can affect your ability to meet growing workload demands. If you are overbooked or placing too much focus on noncritical initiatives, you may be creating additional pressure at work. To determine if you are spending your time wisely, keep a record of your activities for a week and place them into categories such as “preparing reports,” “writing memos” and “responding to emails.”
Are you devoting adequate time to the highest priorities or do you tend to shift your focus to new tasks as soon as they come in? This exercise also can help you better understand your work patterns. For example, perhaps you’re more productive in the morning and should try to complete the most important assignments then rather than leaving critical tasks for later in the day. Take things step by step. Consider your approach in tackling large projects. You’ll feel less overwhelmed if you develop a game plan and focus on one manageable piece at a time, rather than taking on everything at once. Re-examine your role. If your company is operating with a lean staff, you might be shouldering more responsibility than in the past. Assess whether you can comfortably handle all of the additional projects you’ve received. Although taking on new assignments can be a good career move, over-committing and under-delivering will most certainly affect your morale and your reputation at work. You may need to have an honest conversation with your manager about your workload and to discuss what resources are available to help you in meeting goals. Ask for help. A common symptom of burnout is a feeling of isolation. You may think you’re the only one who can review a particular document because you understand the project best. But someone else might bring in a fresh perspective ― not to mention relieve some of the burden. Let go of the desire to control or oversee every little step. It’s OK to raise your hand for assistance. If you’re feeling overwhelmed, work with your supervisor to reprioritize projects or delegate some of your work. Keep in mind that you won’t be perceived as a complainer if you objectively outline the competing demands you’re trying to address and ask for guidance. Take a break. People often feel like they don’t have the time to take quick breaks during work.
But allowing yourself even five- or 10minutes throughout the day to stand up and stretch or go for a short walk will help you come back more relaxed and productive. Instead of eating lunch at your desk, try the break room or outside courtyard. Make sure to also balance your schedule inside the office with outside interests and hobbies. Participating in activities you enjoy, whether it’s going to the gym, reading or knitting, will help get your mind off of stressful work situations. When your schedule permits, take some time off, if even for a day or two. While it may be tempting to constantly check in with the office while on your break, making yourself too available can detract from the benefits of taking a vacation. Instead, make sure your day-to-day responsibilities are handled by colleagues you trust during your absence. Talk it out. It’s important to have a network of colleagues you can turn to for insight when you’re faced with challenges. In particular, administrative professionals in other departments may be able to suggest solutions and company resources you hadn’t thought of. You should also build a support system of trusted people outside of work, such as friends, family and professional peers, that you can talk to about issues. Consider joining an industry organization like the International Association of Administrative Professionals so you can collaborate with individuals in your field. Not only will they be able to relate to your job woes, but they may be able to offer advice on how they’ve tackled similar situations in the past. A certain amount of stress is inherent in any job, but when the pressure gets to be too much, it’s important to act quickly. By taking measures to reduce the amount of anxiety you’re facing, you can regain your motivation and start to love your job again. Robert Hosking is executive director of OfficeTeam, the nation’s leading staffing service specializing in the temporary placement of highly skilled office and administrative support professionals.
DON’T MISS THIS ONE!!
Surviving the office of the 21st century ICAP would like to present the ICAP Indaba 2011 with something special on the side. ICAP along with NichePro presents you with the opportunity to attend the first ever Office Expo tailored to suit the needs of the Office Professional.
Who shouldn’t miss this opportunity? Secretaries, Executive Secretaries, Assistants, Professional Assistants, Personal Assistants, Executive Assistants, Administrators, Office Managers, Receptionists At the ICAP Indaba conference you will learn about ETHICS in the workplace, CYBER CRIME, ACCEPTING CHANGE, CULTURAL DIVERSITY within the office, becoming the best PUBLIC SPEAKER, how to manage PROJECTS AND TIME, meet BOSS OF THE YEAR winners and find out what they expect from their PAs and participate in a panel discussion with representatives from the industry.
When and where is this event taking place: 8-9 March 2011 GOLD REEF CITY CASINO CONVENTION CENTRE (JOHANNESBURG)
LEARN THROUGH INTERACTION WITH THE FACILITATOR AND OTHER DELEGATES R5000.00 EXCL VAT for 2 days and exhibition entry R3000.00 EXCL VAT for 1 day and exhibition entry Contact Kelly on 011 615 2868 or prcommunications@capinstitute.co.za for more information and/or a booking form Previous comments from last year’s Indaba: *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* *EXCELLENT* *I am hugely impressed!! Very good choice*
Recruiting from the Cloud By Kristi Hansen on 2010/06/01 Adapted from: http://www.quirk.biz/resources/article/4923/recruiting-from-the-cloud? utm_medium=email&utm_campaign=SocialMediaShortCourse Increasingly, business challenges and core HR and marketing functions are being solved using the power of the connected Web. Social Media platforms like LinkedIn, Twitter and Facebook are already common tools in the hands of both creative recruiters and individuals, allowing them to present a strong profile to their networks, in a perpetual bid to find a better match. Newspaper ads, classifieds, internal job boards and other offline recruiting techniques are now far less effective in reaching the top calibres of talent, while online options are not only cheaper but have a far greater reach. Young talent and senior directors alike are now, by default, first turning to online solutions when looking for jobs or leveraging their careers. It's not enough anymore to post a job vacancy on CareerJunction.co.za, jobmail.co.za and other online job boards. Employers are regularly spammed with hundreds of CVs from unqualified applicants when they post on these big boards. While it is recommended you continue to utilise these as a part of your recruiting mix, also recognise that as the online social networking world grows up, there are better ways to recruit excellent employees. The role of business networking platforms like LinkedIn and other social networking sites in your employee recruiting strategy is becoming central as millions of potential employees profile themselves on these sites each year.
database of information for people with relevant skills sets and experience that match their company's existing requirements. Guy Kawasaki's Ten Ways to Use LinkedIn can help recruiters increase the value of LinkedIn in their recruiting strategy. One example is "Increasing your visibility, because by adding connections, you increase the likelihood that people will see your profile first when they're searching for someone to hire or do business with." Improving the quality and performance of your own or your company’s profile is one sure way to improve visibility. Take a look at Guy's profile's Extreme Makeover to see what a difference a few changes can make. When it comes to connections - the more the better. Guy's blog notes that "People with more than twenty connections are thirty-four times more likely to be approached with a job opportunity than people with less than five."
listings about available positions, Susan M. Heathfield - writing for about.com recommends that your site includes your vision, the information that sets your company apart from others in your industry. Your job listings must sparkle with personality so a potential candidate thinks, "this organisation is for me." And, now that you have their attention, you also need to provide a way for candidates to easily submit their CVs for consideration. Our very own Quirk Newsletter, in concert with the “Wanna work at Quirk” section of our website, has been extremely successful in driving the right people to our door, for example. According to Janine Carpenter, Quirk’s COO, “our newsletter reaches over 11 000 people who are clearly already interested in our business, what we do, and our style and vision.”
Spread the Word Information about the position availability should be communicated to each employee so they can constantly look for superior candidates in their networks of friends and associates. In today’s world of online social and professional networking, it is highly likely that you and your employees, when pooled together, are connected to hundreds, and even thousands of potential candidates. Tap into this potential audience by engaging as a company on Facebook, LinkedIn, and Twitter, at the very least.
LinkedIn Top companies around the world, including Microsoft, Ebay, Netflix and even Quirk eMarketing are clueing up on the opportunities to review candidates online through their LinkedIn profiles. The influence of LinkedIn has grown to a point where it's almost a professional blunder not to have a well-presented profile. There are members from all the Fortune 500 companies and LinkedIn members comprise 130 different industries and include 130,000 recruiters.
The "Join Our Team" section of your company website should "sell" the vision, mission, values and culture of your company to potential employees. Do you present a message about how people are valued? Do you express your commitment to quality and to your customers? If not, you are missing out on one of the most important recruiting tools you have to appeal to prospective employees.
Recruiters are able to search LinkedIn's
Instead of the typical, dryly-written job
Using Your Website to Recruit Candidates
“People respond to our job listings on the newsletter because our newsletter gives them a good taste of what we are about. We very seldom have to stretch beyond this potential talent pool. If we do, it’s to use Bizcommunity to post ads targeting the larger business community in SA who fall outside of our mailing list”, added Janine. “Web recruiting certainly works for us, possibly because of the nature of our business as a digital agency. When we have placed a print ad to find an accountant for example, we have found that it was expensive and not very effective.” Businesses and recruiters who want to know more about how to use Social Media tools to recruit can sign up for the new Quirk course, Applying Social Media to Business Challenges, for industry insight on how best to apply these tools to meet particular objectives. The cost will teach business decision-makers in marketing and HR departments how to use Social Media to present your company in the best possible light with the dual objective of attracting stellar staff and new business.
What do you want to see next year …. As an important IAAP member, I would like to know what you would like to see happening in the chapter next year, please answer the following questions and send back to me as soon as possible either on prcommunications@capinstitute.co.za or fax to 0866 179 688 before
What kind of articles would you like to see in future Talk SA newsletters?
When and Where is the best time and place for IAAP Chapter meetings?
What topics/speakers would you like to see at future networking events?
Would you be willing to write an article for future newsletters? If not - why?
Would you be willing to present a topic at a future networking event? If not - Why?
Do you have any ideas which would improve on the IAAP Chapter-at-Large in future?
“No one lives long enough to learn everything they need to learn starting from scratch. To be successful, we absolutely, positively have to find people who have already paid the price to learn the things that we need to learn to achieve our goals.” ~Brian Tracy~ (born in Vancouver, Canada in 1944) is a self-help author who has recorded many of his works as audio books. His presentations and seminar topics include leadership, sales, managerial effectiveness, and business strategy.