Career Planning Unit 7

There are a significant number of ways to make better use of your time, including the following:

- being adaptable but focused on your task - taking advantage of downtime - combining tasks to get more done in the same amount of time - remaining focused on your work and helping your coworkers to do the same - listening carefully and working efficiently - controlling recreational email and Internet usage - making more effective use of phone calls - working in study groups and participating in meetings

Instead, your first reaction to problems should be to do the following:

- calmly analyze the situation - ask questions that help you understand the problem - avoid blaming others - try to see the problem from perspectives other than your own - focus on the benefits of thoroughly addressing the problem and - seek to achieve a fair resolution to the problem

The following are examples of values one person could have:

- friendship and family: being a loyal friend and family member - hard work: working hard to better the community - creativity: practicing and building your own creativity - fun: taking time to have fun and enjoy life - spirituality: having faith and inner peace

Effectively solving a problem involves the following steps:

- Clearly define the problem. - Compromise, or negotiate. - See the problem from the perspectives, or viewpoints, of all involved. - Prioritize steps to solve the problem. - Realistically and honestly address causes of the problem. - Assess, or consider, how well the solution works in order to, if necessary, change the solution to better solve the problem.

Not handling a problem effectively involves the following steps:

- Ignore the problem or expect others to deal with it, - Procrastinate, or put off dealing with the problem. - Focus only on one side of the problem. - Do not identify the causes of the problem. - Do not monitor the effects of the solution.

Tips for Giving Presentations

- Make the purpose of the presentation clear. Always start your presentation by introducing yourself with confidence. Display the title slide as you introduce yourself and explain the purpose of your presentation. Be sure this introduction is attention-getting in order to capture your audience's interest. Your title slide should include the title of the presentation, your name, and the date. In some cases, it may be appropriate to ask the audience if the stated purpose is appropriate for their needs and if it is what they expected. If there are several presentations going on at once in a building, someone may not be in the right room! - Know your audience. Just like with any type of communication, knowing your audience is key to the success of a presentation. Be sure to address your audience's needs and wants—and attention spans—during your presentation. Be sure to know how much your audience already knows about the subject on which you are speaking. Also, assess any preconceptions or attitudes towards the topic that your audience might have. Addressing these issues is essential in a successful presentation. -Plan for time constraints. All presentations have time constraints—whether they are formal or casual. Even if time isn't an issue, your audience will think it is. If your presentation runs too long, they will get bored and anxious. On the other hand, don't rush through your slides. Before giving your presentation, rehearse it several times with a sample audience (a group of friends or family) so you know how long the presentation will take and make adjustments as necessary - Know your topic well. Be sure to do your research and have a strong understanding of material. Discuss each topic in a logical order so the presentation is easy to follow. Cover the topic thoroughly, but do not include excess information. Also mention references for information when appropriate; this will ensure the content of your presentation looks credible. - Don't read your presentation; talk to your audience loudly and clearly. It's important that you look comfortable to your audience. If they can tell you are nervous or tense, your credibility will suffer. If you know your topic well and are comfortable and confident, you shouldn't have to read your presentation to the audience. The audience can read for themselves. Rather, talk to your audience in a loud, clear voice. It helps to speak louder than you think you should and ask if everyone in the room can hear you. Also, provide anecdotes and casual conversation to make your audience feel comfortable and interested. Use hand gestures to reduce fidgeting, which is another sign of nervousness. - Address graphics and illustrations. If you include graphics or illustrations in your digital presentation, be sure to address each one and explain the meaning of each. - Maintain eye contact with your audience. Be sure to look at everybody in your audience—not just the people on the front row or those in the center of the room. Make a point to look at those in the back or on the sides of the room as well. You want everyone in your audience to feel included. This will also help to keep their attention. - Stand to the audience's left of the screen. In America, people read from left to right. So your audience's eyes will start on the left side of the screen. If you are standing to the right of the screen, your audience will have to jump from you over the entire screen before they can begin reading it. If you are standing to the left of the screen, however, their eyes will take a natural path from you to the screen and across the presentation content. - Distribute paper copies of your presentation. Distributing paper copies of your presentation is beneficial in several ways. It will alleviate your viewers' need to take such rigorous notes but will provide them with something to take notes on if they want to jot down a few points that you mention. Plus, any viewers who can't see the screen well will be able to follow along in their paper presentations. Finally, having both paper and digital presentations accounts for various types of learners. Some people learn better simply by listening to you speak, while others will learn better by having the visual presentation. Still others learn better when they can physically touch the paper presentation and take their own notes on it. - Conclude your presentation. Don't end your presentation with an abrupt comment like, "That's all I've got." Take a few minutes to restate the purpose of the presentation, summarize the key points, or make recommendations. Then, give everyone in the audience an opportunity to ask questions and thank them for their time.

Steps in the Problem-Solving Process:

- Set the tone for cooperation. - Define the problem. - Compromise with others involved. - Consider all perspectives of the problem. - Identify causes of the problem. - Define the solution. - Prioritize steps to solving the problem. - Assess how effectively the solution is working. - Make any needed changes to the solution. - Repeat steps 7 and 8 as necessary until resolution is achieved.

Rules for Formatting Business Letters:

- Use a professional grade, bright white 8½ x 11 paper. Typically, a 24-lb, 100+ brightness is suggested. - Use 1-inch margins all the way around the page. - Use a professional typeface at an appropriate size, like 12 point Times New Roman, 11 point Georgia, or 11 point Arial. - Make text single-spaced. - Print only on one side of the paper. - Mail the letter in a No. 10 envelope (4 1/8" by 9 ½").

Part of planning a solution involves projecting, or predicting, outcomes. This means to imagine what will happen if you perform certain steps. The implications are the results of the actions of the solution. Many other outcomes are possible based on the steps you include and the order in which you perform them. Here are some questions to consider when planning out a solution:

- What effects will result? - Can you and everyone involved feel comfortable with the implications? - Will the steps of the solution address the cause(s) of the problem? - What are all possible outcomes of this solution?

Your first reaction to a problem may be to do the following:

- become angry with someone - remove yourself from the situation - expect someone else to handle the problem - implement the first solution that comes to mind

Steps to Confrontation:

1. Identify your feelings. Sometimes, your feelings are not justified. So, be sure to identify whether your feelings are a direct result of someone else's actions. Or you may be simply overreacting or reacting to a completely different situation and taking it out on the wrong person. Think about whether your rights are being violated. If you think they are, identify which rights are being violated and by whom. This will help you identify whether your feelings are misplaced or not. 2. Identify the behavior that has upset you. You've already identified why you are feeling upset. Now, pinpoint the exact behavior that made you feel this way. 3. Take the person aside and state your problem. Tell the person how her behavior made you feel. Be assertive and direct. But don't make accusations because it could make the person feel hurt or offended; they may become defensive and not think rationally. Emphasize yourself and keep your statements neutral. 4. Suggest a solution. Tell the person what she can do to correct the situation. If you don't both agree with this suggestion, don't become upset or verbally aggressive. Sit down and discuss other possible solutions until you come up with an agreement. 5. Allow the other person to express his opinion. Listen to what the other person says with an open mind. Restate what he is saying in your own words to make sure you understand. For example, you might say, "So, what you're saying is. . ." and reword his statements. This will ensure that you are both on the same track. Even if it takes a lot of going back and forth to come to an agreement, don't get defensive or angry. Avoid making the other person angry. Remember that your goal is not to argue; your goal is to discuss. 6. Thank the other person. Once you and the other person have decided on a corrective action or solution to the problem, thank him for taking the time to talk to you and for attempting to remedy the situation.

Confrontation is

a communication technique to address a negative situation by expressing expectations and feelings, such as anger and disappointment. Confrontation is also a way to discuss a solution. Direct confrontation is a respectful way to communicate with others to make your feelings known. It also involves standing up for your rights when you feel like they are being violated. Confrontation informs people of how their behavior affects you. It reminds them of your rights and of how they shouldn't be ignored. Confrontation also minimizes misunderstanding. It clarifies what is going on, what people's intentions are, how they are feeling, and why they are feeling that way. All too often, people vent their frustrations to a third party. Then, of course, people talk. Before you know it, the person you're angry at has heard through the grapevine that you're upset. But, in most cases, the person got the story all wrong. It's better to talk directly to the person you're upset with to avoid misunderstandings and hurt feelings.

A problem is

a difficulty that needs to be addressed

When you organize a meeting, make sure you follow an agenda. An agenda is

a list or outline of things to be considered or completed. Don't let other people dominate the conversation with personal matters. If you deviate too much from your agenda, you are wasting time. It's best to write out the agenda before the meeting and pass a copy to everyone involved. That way, if the group gets off track, you can refer back to it. Check off each item from the list as it is resolved.

A resolution is

a solution that is satisfactory to everyone involved.

Ethics, or morals, are principles of right and wrong. Have you ever heard someone say, "he has a strong work ethic"? This is a compliment. It describes someone who has

an honorable moral code when it comes to his work. Work ethics relate to people's values and how they portray and respect their own and others' values in the workplace.

The three Cs of teamwork are

communication, commitment, and collaboration.

In the workplace, you must never

compromise your values. You are yourself first, and an employee second. Never do anything that makes you feel uncomfortable. At the same time, respect your coworkers' feelings and values. Your values may not be the same as your co-workers' values, but they are also entitled to abide by their own beliefs. If you happen to offend someone or put someone in an awkward position, take responsibility for your actions. Apologize and be more mindful of your coworkers' values in the future.

The CC field indicates the recipients of carbon copies of the message. Carbon copies are

copies of documents or messages that are sent to third parties. For example, if you sent a message to all the students in your English class, you might send a courtesy copy of the message to your English teacher as well, just so he is aware of what's going on.

Values are the basis of who you are and what you do. All of your life goals—academic, social, career, and personal—should be based on

your values. But what are your values? Ask yourself what is most important to you and make a list of the first things that come to your mind. Look at your own life and compare your behaviors to what you listed as being important. Are you living up to your own standards?

Values are

beliefs or moral standards. They are the principles and behaviors that are most important and desirable to a person.

To delegate is to

assign authority and responsibility to another. When supervisors delegate tasks to you, they are trusting you to complete those tasks on their behalf. Your supervisor will be held responsible for how well you perform your task Working efficiently will reflect positively on your supervisor. This will help build trust. When you are given a task, listen carefully and take note of the major points. Your supervisor will have many responsibilities, and must communicate with many different people each day. Make the most of your time together so you don't have to ask questions later on.

To practice confidentiality is to

protect private or secret information. Confidentiality is important for many reasons. It keeps a company's competitors from gaining access to its classified information, like strategic plans for expansion, marketing materials, and lists of clients. Confidentiality also protects employees and clients from having their personal information made public. If an employee's personal information, like his address, home phone number, or social security number got out, the employee could end up a victim of harassment or identity theft. Confidentiality can also keep people safe by forbidding them from having knowledge that might be harmful for them. For example, in many high-stakes jobs, secret information is critical not only to the job success but to keeping other people's lives safe. A breach, or violation, in confidentiality could be disastrous. Imagine how damaging it would be if a CIA agent's cover was blown. In cases like these, confidentiality is fundamental.