Presented by Chantel R. Soumis

THINK TANK PRESENTATIONPROFESSIONAL SKILLS

AGENDA

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Organization for the Overwhelmed

• Desk & email organization

• Time management

Managing Multiple Priorities & Projects

• Prioritizing crucial projects

• Goal setting and managing distractions

Communication Skills

• Conflict communication

• Managing emotions at the workplace

• Dealing with mistakes and perfectionism

ORGANIZATION SKILLS FOR THE OVERWHELMED

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Overview: Get organized and regain control of your hectic life!

This seminar delivered practical tips, techniques, and strategies for getting organized and taking control through:

• Desk cleaning techniques – organization methods

• Time management and scheduling

• Assertive ways to say “no”

• Avoiding procrastination and interruptions

ORGANIZATION SKILLS FOR THE OVERWHELMED

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Desk Cleaning Techniques• Schedule cleanings

- Avoid using sticky notes

- Schedule a semiannual cleaning

• Turn piles into files- Sort it, purge it, assign it, containerize it

- Make a decision on it if it doesn’t belong anywhere, put in a mystery box

- Break the habit by keeping only what you need

ORGANIZATION SKILLS FOR THE OVERWHELMED

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Gain Control of Sending & Receiving Emails• Limit length

• Have a good subject line

• Clear, concise and specific

• Use bullets or numbers for lists

• Avoid responding to CC and BCC items

• Delete what you don’t need or drag to your calendar

ORGANIZATION SKILLS FOR THE OVERWHELMED

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Identify Your Biggest Time Wasters• Schedule items with built in flexibility

• Include a buffer time (15 minutes before and after)

Time Waster Actions to CorrectPersonal Disorganization -File documents vertically

-Drag emails onto your calendar to schedule

Lack of self-discipline -Set an objective to improve one thing each day

Poor Communication -Write detailed emails in bullet points-Make subject lines clear-Call respondent if three emails are exchange on a subject

Leaving Tasks Unfinished -Schedule additional buffer time for refocusing-Plan to work in small chunks

ORGANIZATION SKILLS FOR THE OVERWHELMED

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Managing Interruptions• Say, “I can meet you in the conference room at 2pm for 15 minutes” or, “Can you

schedule something on my calendar to block of some time to discuss?”

• If possible, rearrange your workspace so you don’t make eye contact with a passerby

• Stand up if the talker enters your office/cube

• Run for the restroom

• Eat lunch away from your desk

Constant Interrupter Tip:

• Say, “would you be able to track all of your thoughts in an email and send in one collaborative piece? That way I can give you everything you need all at once!”

ORGANIZATION SKILLS FOR THE OVERWHELMED

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Assertive Ways to Say “No” When Your Plate is Full• Say “no” clearly and honestly with authenticity and confidence

• Give an explanation for the “no”, but avoid giving excuses

• Let them know the answer would be a “yes” under difference circumstances

• Apologize and be calm

Example: You are swamped. You have 2 RFP’s due tomorrow and no time to lose. Fred stops by last minute with a file folder of member books and asks if you could complete by the end of the day.

“Unfortunately I can’t, I am working on two RFP’s that are due tomorrow. I would be happy to assist if I wasn’t under a time crunch with these proposals. If you let me know right away next time, I’ll be sure to check my schedule to see if I can make accommodations.”

ORGANIZATION SKILLS FOR THE OVERWHELMED

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Avoid Being Overwhelmed – Stay Happy and Healthy!• Greens/Folic Acids

• Magnesium to stay calm

• Vitamin B12 for focus and energy

• Bananas

• Dancing/Singing

• Gratitude Journal

ORGANIZATION SKILLS FOR THE OVERWHELMED

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Eliminate Procrastination• Eat that Frog! by Brian Tracy

• Learning the lesson of priorities

from a jar of rocks

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The difference between who you are and who you want to be is what you do.

MANAGING MULTIPLE PROJECTS & PRIORITIES

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Overview: Prioritize crucial projects, manage conflicting demands, reduce pressure and master multiple tasks with confidence.

This seminar exhibited useful techniques to grow professionally through:

• Goal setting and managing distractions

• Prioritizing and time management

• Consistent self reflection

• Tactful communication and engagement

Analyze your skills, passion & market needs

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Ask yourself “what can I do to be in the sweet spot?” and make your goals.

MANAGING MULTIPLE PROJECTS & PRIORITIES

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Managing Distractions• Spend time in your blocked schedule

• Add in buffer time to prep and wrap up

• Avoid emails and breaks during task time

• Take scheduling seriously to complete high priority tasks

MANAGING MULTIPLE PROJECTS & PRIORITIES

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Grow: Ask Reflective Questions Daily/Weekly• What activities take the most time during the day?

• What activities should be given more time?

• What activities should be given less time?

• What is my prime time for productivity?- Find out and schedule pertinent projects

during your prime time

MANAGING MULTIPLE PROJECTS & PRIORITIES

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Communicate with Tact and Engagement• Delegate if someone can do it better, quicker, less expensively

and if it will help them grow

• Don’t micromanage- Seek first to understand- Ask questions by creating an environment for team members to

manage themselves

• Make clear expectations and concise consequences

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Stars can’t shine without darkness

COMMUNICATION SKILLS

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Overview: Achieving confidence, credibility, and composure in the workplace by controlling emotions and overcoming fears.

This seminar exhibited useful techniques to grow mentally and professionally as a woman through:

• Conflict communication

• Techniques to grow self confidence

• Managing emotions at the workplace

• Dealing with mistakes and perfectionism

COMMUNICATION SKILLS

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Key Takeaways• Hard work outweighs talent

• Make mistakes and grow from them- Own it, assess it, fix it

Managing Emotions • QTIP = Quit Taking it Personal

• Tactical breathing exercises- 4 x 4 (in, hold, out, hold)

COMMUNICATION SKILLS

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Conflict Communication• Feel, Felt, Found

- I know how you feel- I have felt the same way- Here is what I found

• Give negative feedback in a positive way- LB/NG/NT Like Best/New Goal/Next Time

COMMUNICATION SKILLS

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Build Your Confidence• #NotSorry commercial by Pantene

• Getting and keeping the floor- Just do it- Challenge Interruptions- Ask for the response you want

COMMUNICATION SKILLS

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Change Self-Defeating Patterns• Begin the day with positivity and stay positive

• Take yourself seriously, treat yourself with respect

• Use direct eye contact, speak with sufficient volume

• Avoid disclaimers and trivial/flowery modifiers

• Show a sense of humor

• Set and maintain reasonable limits

THANK YOU.Chantel R. Soumischantelsoumis@gmail.com(608) 520.2157