ASAP PACE Certificate (2022 updated)

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Resume Assistant

A feature in Word with which you can see suggestions from LinkedIn to help you update your resume.

search engine

A software program you can use to find Web sites, Web pages, and Internet files.

Client based email systems

A special program installed on your computer to look at emails, usually used in companies. (outlook)

Cloud Computing

A system in which all computer programs and data is stored on a central server owned by a company (e.g. Google) and accessed virtually by anyone in the office.

mobile applications

A type of software application designed to run on a mobile device, such as a smartphone or tablet computer.

project manager

An individual who is an expert in project planning and management, defines and develops the project plan, and tracks the plan to ensure the project is completed on time and on budget Speaker of PACE training vids

disruptive innovation

An innovation that leverages new technologies to attack existing markets from the bottom up ex: Netflix killed blockbuster.

Apple Mac OS

An operating system specific to Apple. It can run Microsoft office suite except "Access". MAC can be partitioned into two different desktop images so they can flip back between ios and windows setup.

Email Etiquette Elements

Choose recipients carefully Create effective subject Use proper etiquette (greetings and closings) Simplify and shorten Use formatting features (with caution) Choose recipients carefully. Create good and effective subject lines. One subject per email. Use proper greetings and closings. Hi and thanks. Simplify and shorten - put action items close to the top!! Actions are at the top and easy to read. Use formatting features with caution.

Word Choice

Choose words wisely. Words to avoid are: Vague words, unclear words, buzzwords, jargon, obscure, too many words. Indirect. Overly technical and complicated words. "per my last email" is bad "first of all" "what I said was" These are all bad. WE WANT TO BE PRECISE IN ALL COMMUNICATION AND CLEAR TO THE RECEIVER. WE DONT WANT TO USE TOO MANY WORDS TO CONVERY MESSAGE

Decision Fatigue

Deteriorating quality of decisions when we are called upon to make numerous decisions in a limited time

Herzberg's Two-Factor Theory: Hygiene Factor

Extrinsic conditions or environmental factors that determine the satisfaction or dissatisfaction level of employees

Hygiene Factors (Herzberg)

Extrinsic conditions or environmental factors that determine the satisfaction or dissatisfaction level of employees

Herzberg's Two-Factor Theory: Motivation Factor

Extrinsic or intrinsic influences that cause an employee to want to do a better job

Prioritizing

Urgent tasks take precedence over important tasks. Some tasks need to be done now. Others can wait.

floating workspace

where office employees reserve space and resources depending on their task or project.

Herzberg two-factor theory

while negative factors cause job dissatisfaction, positive hygiene factors satisfy basic employee needs, but provide no effect on motivation.

Programs in Microsoft word

see pages 204-205 in new pace book

Operating systems

the software that supports a computer's basic functions, such as scheduling tasks, executing applications, and controlling peripherals. windows - operating system 10 - the version of the OS

Managers need credibility

trust is the most critical element

videoconferencing

using video and audio links along with computers to let people in different locations see, hear, and talk with one another

Partners security threat

vendors, people from other organizations

Types of communication

verbal and nonverbal. Email, phone, memos, IM, social media, face to face. One on one and one to many.

Adobe PDF

view, edit, or sign PDF documents on the smartphone.

Ransomeware/Cryptolocker

virus that holds your data hostage until you pay money. cryptic extortion

leadership responsibility

vision, mission, values, goals, performance, measurement, coaching, problem solving, recognition, enhancements.

Body Language (% of meaning)

55%

Six Sigma

A methodology for process (system) improvement

Scope

Goals and parameters of a project

Acceptable Use Policy

Rules for computer use

post meeting

evaluate meeting, distribute minutes, monitor assigned tasks

Managers do not tell people what to do

managers help them achieve the task

Boolean Criteria (Digital Research)

"And" narrows results to only results that include both "Or" expands results to include either term "Not" restricts results from one of the terms but not the other

Project Owner

Person who initiates or sponsors the project and defines high-level requirements ASAP owns the project

Elements of Emotional Intelligence (EQ)

Personal Competence, Social Competence

Management = accomplishment

-has an operational, micro-view, focused on tasks and results. -engages in effective planning and budgeting: how to get there. -organizes resources, staff, jobs, and systems -motivates and coaches performance & monitors and assesses performance -solves problems to ensure the targets are met and changing conditions/challenges are tackled. -delivers quality to meet the customers defined requirements and targets

Terabyte

1 trillion bytes some hard drives are measured this way. fragile and easily damaged.

Terabyte

1,000GB

Business Writing Process: Proof Element

Read aloud Print Don't rely on computer Get an outside perspective

Behaviors to Increase Effectiveness (Stephen Covey)

1. Be proactive 2. Begin with the end in mind 3. Put first things first 4. Think win/win 5. Seek first to understand, then to be understood 6. Synergize 7. Sharpen the saw

Levels of Communication

1. Casual 2. Critical 3. Crucial casual communication: low intensity and casual. "Did you see the show last night?" Critical communication: a higher level of importance, having a phone call with a project owner about a status update. Crucial communication: opposing opinions, high stakes strong emotions, EX: Performance reviews. Job offer scenario. Negotiations. Effective communicators adjust their communication based on the level of intensity and where they are on the communication scale. You have to adapt as the convo ebbs and flows.

Systems Components

1. Clear (mapped out step by step) 2. Consistent (if you follow the steps consistently you will get consistent outcome - predictable) 3. Correct (if you follow the steps correctly, you will get the correct outcome - need to be kept up to date) 4. Consensual (all people using it agree to use it) 5. Concrete (documented)

Problem Solving

1. Define the problem - determine what is the gap between the current status and the desired result? 2. Gather and analyze information - what information is missing? ask questions. 3. Determine standards for a solution - what are the elements of the solution? what do we want to avoid, obtain, or observe? 4. Generate alternative solutions (allow the team to brainstorm and do not criticize.) Come up with at least three solutions for any situation. 5. Chose the best alternative 6. Implement the solution 7. Evaluate and follow up

5 Options for Processing Email

1. Delete it 2. Delegate it - read it and send it to someone else if necessary. then put it in pending folder or delete. 3. Do it (2 min or less) - quick reply. archive it. or pending folder if you're waiting on a response. 4. Delay it (more than 2 min to complete) - put it in pending folder 5. Archive it (doesn't require response or action) but i want to get to it later for reference

SEO

Search Engine Optimization. The process of improving a page's organic page rankings (rank in search results).

Managing Email for Others

1. Determine level of involvement 2. Outline specific rules for Admin 3. Determine how you will communicate read-only access or ability to move and organize for the executive. Respond on behalf of - pinnacle access Outline rules the admin will follow. Establish the communication system and let the executive know about everything you do or plan to do with the emails that way things are not done twice like replies.

Phases of Team Development

1. Forming - coming together, polite, positive, best behavior (help provide clarity of expectations) 2. Storming - start getting real, push against boundaries, conflicts arise, test each other, resistant, negative (help provide training, clarify, encourage group to discuss) 3. Norming - resolve differences, recognize strengths, respect, commitment, productivity (let go of reigns and allow team autonomy) 4. Performing - strong bond, goals achieved, strong identity, leadership is shared (give up more control and let team direct themselves - develop skills of individuals)

5 Stages of Project Management

1. Initiating - ask questions and figure out a budget, time frame, and leverage. Ask all the questions to do project correctly. 2. Planning (longest) - Breaking down the steps of the project and defining the tasks as well as the order/sequence of the tasks. 3. Executing (delegation) - Doing of the work. Where we communicate to others what their job is. Who what when where why. Indirect authority comes into play here. to delegate tasks to others. 4. Monitoring and Controlling - making sure people are doing what you need them to do. Make sure people are on time and on task, on target. 5. Closing - wrapping things up and making sure the project is totally complete. Check the outcomes of the project. Reward people involved.

10 Tips for Being a Leader People Want to Support

1. Make leadership part of your job 2. Empower the team 3. Don't blame, criticize, humiliate or complain about people 4. Don't brush off complaints 5. Praise improvement, even minor 6. Be a good listener 7. Stand up for your team members 8. Respect other people's ideas and opinions 9. When you are wrong or make a mistake, admit it 10. Be upbeat. Project confidence and optimism

5 Levels of Leadership (John Maxwell)

1. Position 2. Permission 3. Production 4. People development 5. Pinnacle

4 Communication Styles

1. The Director 2. The Socializer 3. The Thinker 4. The Relator Direct - Director, socializer - politician Guarded - the director, the thinker Unguarded - the relator, the socialized - relationships are important Indirect - the thinker, the relator

Main 3 Components of Communication

1. Word Choice 2. Tone of Voice 3. Body Language

secure website

A secure website is indicated by an image of a closed pad lock and/or the web address will start with https:// important for private information and purchases.

3 Reasons for Disorganization

1. You have too much stuff (Declutter) 2. The things you have do not have a place where they belong (Pick a Place) 3. You don't put things back where they belong (Put Things Back)

two-step risk assessment process

1. examine the risk - what could happen? how likely is this to happen? 2. manage the risk - what can be done to mitigate the risk?

Word Choice (% of meaning)

10%

Gigabyte

1000 megabytes

The Scientific School of Management

1909 - Frederick Taylor: Focus on optimizing the way work is done; the one "best" way to complete each task. Productivity can be increased by simplifying work processes and not pushing workers to their limits with tasks. Four principles: 1. instead of executing tasks based on habit or past practice, work processes should be studied to determine the most efficient way to perform specific tasks. 2. Workers should be assigned to their jobs based on their capabilities and motivation. 3. managers should monitor worker performance and provide training, instruction, and supervision to ensure that the most efficient methods of working are used. 4. Managers should spend their time planning, organizing, and training to ensure that workers perform their tasks most efficiently.

The Behaviorist/Human Relations School of Management

1930s - Chester Barnard, Frederick Herzberg: Focus on human behavior, relationships, group dynamics, etc. Chester Barnard developed the idea of the "informal organization" communication and coordination between employees is essential. Frederick Herzberg proposed that some job factors result in satisfaction/motivation. Other job factors result in dissatisfaction/Hygiene. Pay is a hygiene factor. Recognition, meaning, and responsibility can motivate workers.

Action-Centered Leadership

3 intertwined goals 1. Achieve the task 2. Develop the skills of the team members 3. Build and maintain an effective team

Tone of Voice (% of meaning)

35%

Internal Security threat

A security threat caused by individuals or forces within an organization employees,

Hyper-Automation

A business approach in which an organization identifies and automates (by robots) as many tasks as possible in order to create higher efficiency and lower operational costs.

Robert's Rules of Order: Orders of the Day (Agenda)

A call to adhere to the agenda (a deviation from the agenda requires Suspending the Rules)

objective statement

A series of statements that express an organization's qualitative and quantitative goals for reaching a desired future position.

productivity suite

A collection of productivity apps such as Microsoft Office 365, Apple iWork, G Suite, or Apache OpenOffice.

docking station

A device that receives a laptop computer and provides additional secondary storage and easy connection to peripheral devices. Plug in keyboard, mouse, monitor, etc to docking station and connect station to laptop with one cable. :)

Portable Document Format (PDF)

A file format that can be transferred across platforms and retain its formatting; designated by the file name extension .pdf.

MS Office

A group of Microsoft applications that includes word processing, database, spreadsheet, and presentation software, as well as others, depending upon the package choices.

CC (Creative Commons)

A license that provides a flexible range of protections and freedoms (properly city any text, data, music, images or information)

Web-based applications

A program that's hosted on a website and that doesn't require installation on the computer. amazon, facebook, teams, zoom, gmail, yahoo, outlook

Rapid Refocus

Ability to focus fully on the task at hand and then smoothly transition that concentration wholly to the next task what we need to master.

Creativity

Ability to generate new ideas and/or new connections between ideas

Managing Up

Ability to influence someone who has authority over you consciously and deliberately developing a meaningful, task-related, mutually respectful relationship with your direct superior. Brainstorming together. Not asking to be managed, but managing yourself with the help of your manager. The ability to influence someone who has authority over you. No manipulations, no kissing up. Helping to keep your manager on task, on time, on target, manage agenda, being supportive.

Collaboration

Ability to work jointly with others to achieve a goal

Receiving Positive Feedback

Accept it, show gratitude, make note

Efficient

Achieving maximum productivity with minimum wasted effort or expense (relationship between inputs and outputs)

Setting Limits

Acknowledge the request > State what you can do > Negotiate as needed Acknowledge the request - you can negotiate a deadline too, not just a salary State what you can do, not what you cannot. Negotiate as needed. "I understand you want this done by Monday. However, I can get this done by Wednesday. Does that sound doable for you?"

Networking

Act or process of expanding your professional connections

Wired Network

Actual physical cable connecting your machine

Safety Margin

Additional time added to estimates to deal with the unexpected (50%) things might go wrong, so add safety margin in the form of extra weeks or extra budget.

Creative Suite/Cloud

Adobe acquired the program in 1989. Creative Suites was introduced in version 7.0 and is the umbrella term for all the other apps within the Adobe family (ex. InDesign, Illustrator, Premier). Creative Cloud, which has now brought the platform to the cloud, was formed in 2013 and now has 10 million users.

Color Categories (Outlook Tools)

Allow you to easily identify and group associated items

Software Types: Application Software

Allow you to perform specific tasks like writing a document, analyzing numbers or preparing a presentation(MS Office - word, excel, etc.)

Robert's Rules of Order: Suspend the Rules

Allows a violation of the assembly's own rules; the object of the suspension must be specified

cloud storage

An Internet service that provides remote storage to computer users.

cloud storage

An Internet service that provides remote storage to computer users. cloud is internet based but you do not need to be online to work. a dashboard is downloaded that will allow you to use a single interface to manage downloads and updates.

Acceptable Use Policy (AUP)

An agreement created by a school or other educational organization that describes the risks involved in Internet use; outlines appropriate, safe student behavior on the Internet; asks students if they agree to use the Internet under these conditions; and asks what information about themselves, if any, may be posted on the school's website.

Hardware Components: Data Storage

Any data/information can be permanently stores through storage components (CDs, flash drives, SD cards, hard drive, cloud, etc.)

Hardware

Anything that's hard (physical tangible device)

Word Processing

Application software that is used to create text documents such as letters, memos, and contracts (MS Word / Google Docs)

Spreadsheet

Application software that lets you create budgets, data analyses, lists and schedules (MS Excel / Google Sheets)

Database

Application software that lets you create large collections of data, including inventories, customer lists, and employee information (MS Access / Google doesn't have one - you can custom build one)

Presentation

Application software that lets you create onscreen displays of text, graphics, sound and video to show to a group (MS PowerPoint / Google Slides)

productivity software

Applications designed to help individual computer users complete tasks more efficiently. Examples are word processors, spreadsheet programs, and database applications. Quickbooks, sales force, adobe photoshop, microsoft outlook

Quick Steps (Outlook Tools)

Applies multiple actions at the same time

Robert's Rules of Order: Withdraw/Modify Motion

Applies only after the question is stated; mover can accept an amendment without obtaining the floor

Robert's Rules of Order: Extend Debate

Applies only to the immediately pending question; extends until a certain time or for a certain period of time

Self-Promotion

Art of communicating your value to others

Phases of the Business Life Cycle: Maturity

As the market matures, growth decreases and competition increases. May seek to expand customer base or invest in new technologies or emerging markets

Social Media

Assume anything you post is public and will remain online forever

Contemporary Management

Blends ALL schools to respond to unique forces of today's workplace. Focus on bringing out the best in diverse and mobile workers. Managing constant change.

Maslow's Hierarchy of Needs

Basic Needs: 1. Physiological Needs (food, water, warmth, rest) 2. Safety Needs (security, safety) Psychological Needs: 3. Belongingness and Love Needs (intimate relationships, friends) 4. Esteem Needs (prestige and feeling of accomplishment) Self-fulfilment Needs: 5. Self-Actualization (achieving one's full potential, including creative activities)

Team energy and engagement (outside formal meetings)

Best predictors of productivity

Robert's Rules of Order: Main Motion

Brings new business (next item on the agenda) before the assembly

Microsoft Edge

Browser replacing Internet Explorer

eCommerce

Business to Consumer (online shopping) Consumer to Consumer (FB marketplace, craigslist, eBay) Business to Business (travel, office supplies, training, advertising)

Digital Research Validation (CARS)

C - Credibility (background / experience) A - Accuracy (current, not biased) R - Reasonable (fair / sensible or extreme / excessive) S - Support (properly cited)

Concurrent Task

Can be completed at the same time as another task ex: install software and create training materials based off of the software

Robert's Rules of Order: Reconsider

Can be made only by one on the prevailing side who has changed position or view

Constructive Conflict

Can lead to better decisions, more creative problem solving and stronger relationships

Dependent Task

Can only be done after another task is completed ex: purchase software based off of the research

MS Tell Me What you Want

Can simplify man common tasks including add a header, fill out an envelope, create page borders, add page number, etc.

Elements of Confidence

Capability Self-presentation Mindset Show confidence Positive affirmations Feel confident Fake it til you make it but truly believe in your accomplishments and what you CAN DO

Influence

Capacity to affect the people and things around you

Time Management Matrix

Categorizes tasks based on importance and urgency

Goal

Clearly defined outcome that describes what you want to accomplish

People/Process Roles

Climate setting and involving team members. Role 1: Support and encourage others. - team members need to support and encourage others. Role 2: set norms and gatekeep. - team members need to know their scope of practice, not conversation hijack. Role 3: Harmonize and compromise. - collaborate and build each other up.

Robert's Rules of Order: Limit Debate

Closing debate at a certain time, or limiting to a certain period of time

Adware

Clutters your screen with unwanted advertisements, banners or pop-up windows

Social media

Collection of different methods for sharing information and interacting with others using the Internet, websites and applications

Personality

Combination of characteristics or qualities that form an individual's distinctive character

Hardware Components: Input Devices

Communicate instructions or commands to the computer (how we communicate with the computer - keyboard, mouse, touch screens, biometrics, etc.)

persuasion and influence

Communication designed to cause an individual (or group) to adopt an idea as their own, which they would not otherwise support. Very Key to communication.

Serial Tasking

Completing one task after another in order of priority

Dealing with conflict

Constructive conflict - This is a productive conflict that can build and improve relationships. Sitting in a meeting room where people have contrasting ideas with different opinions. A good debate is constructive. Destructive conflict - damages the company and productivity. Letting others do this without confronting is unhealthy and cannot be ignored. Setting limits and expectations is a good way to mitigate bad conflict. Let minor irritations go. Talk through conflict with solutions in mind and brainstorm with the person. Offer forgiveness and apologize.

Persuasion

Convincing someone to do something, typically through reasoning or argument

Software Types: Open Source

Copyrighted software but source-code is available to the public to copy, modify or customize (can adapt and manipulate - ex: wordpress)

Opportunity Cost

Cost of an alternative that must be foregone in order to pursue a certain action

Travel Management

Create a list of traveler's preferences, favorite hotel, frequent flier information, which type of seat they prefer on the airplane. making reservations. create a template for travel information: creating an itinerary, where are they going, when, why, how long. create a comprehensive itinerary: create a walk-through of the travel as if you are the traveler but use the person's preferences. cultural norms info. weather info. climate. ease the travel experience.

Business Writing Process: Produce Element

Create first draft Remove distractions Utilize templates Stop self-criticism Take breaks

Destructive Conflict

Creates negative outcomes - broken relationships, decreased productivity and harms reputations

credibility = trust

Credibility is what builds trust. you must be reliable and follow through on your word. support, respect, honesty, accountability, composure are important to build credibility.

Software Types: Custom Software

Custom developed to meet specific needs of the organization or business

Hardware Components: Personalizing Desktop

Customize settings to enhance your experience and productivity

Task Roles

Deciding and gaining consensus. Role 1: Initiate Activity - set ground rules for how the team will function. How will it resolve conflict and make decisions? Role 2: Obtain facts about the issues and information about members feelings. - decisions need to be based on facts, not feelings. solid information needs to be gathered before making a decision. Role 3: Clarify and Elaborate - ensure that everyone is taking away the same message or conclusion. Role 4: Summarize - Team should always re-visit what was agreed on and what tasks are still outstanding.

Social/Behavioral temperament / style

Decisive (Get it Done) Optimistic (Talk it Through) Analytical (Think it Through) Calm (Work it Out) DOCA

Management Style: Decisive (Get it Done) Overused Strengths > Weaknesses

Decisive strengths: - they get it done, have confidence, authority, leadings, are bold and task-oriented, reward and praise others. Tools: decisions, actions, goals. Decisive weakness: run over others, demanding, impatient, controlling, underestimate time

Power of Planning

Define what needs to be done and how Estimate the time required Set standards for successful completion Outline the tools, equipment and materials needed

Negotiation

Discussion aimed at reaching an agreement Aim for win-win Know priorities Be specific aim high and give a little wiggle room to the other side bring proof - why do you deserve the raise remain patient, polite, and persistent. A discussion aimed at reaching an agreement.

Trojan Horse

Disguises itself as a useful utility program but actually cause a variety problems including stealing information by tracking your keystrokes

Robert's Rules of Order: Divide the Question

Divides a motion into two or more separate motions (must be able to stand on their own)

Ethics and Communication Security

Do not communicate confidential information. like asking how the bosses kids are. clean desk policy A security policy requiring employees to keep their areas organized and free of papers. The goal is to reduce threats of security incidents by protecting sensitive data.

Managing Change

Do not ignore resistance! Bring it out into the open. Renewal happens when we push through a natural tendency to resist change

Non-Verbal Listening Skills

Don't interrupt, remove distractions, nod, mirror the communicator, take notes

Delegation

Email should not be used to delegate a task. In person is best but you can do video call. You need to see how the person is going to react and answer questions right away so that there is no confusion. Email can be used as a follow up.

Putting together a team of your own

Embrace diversity (of thought): Look for complimentary strengths, mix of social and behavioral styles. mix of creative thinking and mathematical thinking. Include people who challenge things.

Listening

Empathetic listening is when the listener echoes, restates and clarifies. Can be non-verbal or verbal. Can be passive or active. Passive listening is when you listen to a podcast; there is no need to communicate. Someone is giving a speech. Active listening means you engage with the communicator and give feedback. non-verbal listening means -not interrupting -removing distractions -nodding -mirroring the communicator - similar gestures and movements and positioning -taking notes verbal listening means: -probe/ask questions - dig deeper for more information w/ open-ended questions -clarify - Yes or no only questions. "did we meet the deadline?" -paraphrase for understanding in your own words -reflect - sharing the emotional meaning of what you heard. "it sounds like you are stressed." - encourage - small affirmations that you give to let people know you are listening. "Yes I see" "Okay" "wow"

Microsoft Exchange

Enables access to Outlook information (business email, calendars, and contacts) from other computers or mobile devices regardless of time or location without additional server costs

Private Browsing Mode

Enables you to browse websites without leaving temporary internet files (cookies) that keep track of where you visited

Tabbed Browsing

Enables you to have multiple webpages open in tabs

Systems

Existing processes by which tasks are completed

Body Language Elements

Eye Contact, Facial Expression, Positioning, Gestures Eye contact - maintain good eye contact facial expressions - maintain a neutral expression or mirror the person who is talking to you to ensure understanding positioning - no crossed arms gestures - positive gestures

Antivirus Software

Finds and removes a variety of viruses from your computer while scanning for potential threats

Project

Fixed time frame Temporary Specific pre-defined purpose Distinct results High impact/risk Multi-step Interconnected tasks Require involvement of others

Divergent thinking

Focuses on producing a broad variety of ideas

Inbox

Folder where new messages are received; a temporary holding place where unprocessed messages live. Moved out of inbox once read and processed.

web-based email

Free email service from a provider such as Google Gmail or Yahoo! Mail in which you request a user name. You can access your email from any computer that has access to the Internet.

Feedback Approach: Coaching

Future oriented - ongoing developmental process that enables employees to develop whatever skills they need to move their career forward in a constructive environment encouragement to get from where they are to where they want or need to be.

Robert's Rules of Order: Point of Information

Generally applies to information desired from the speaker: "I should like to ask (the speaker) a question"

Flag for Follow-Up (Outlook Tools)

Gives a visual reminder to follow up in some way

Decision Making Tools: Criteria Assessment

Identifies two or three best options and lists criteria for success, assign point value for each item from 1-10 (more complex)

Hardware Components: Operating System Features

Graphical User Interface (GUI) is standard (icons)

GUI

Graphical user interface; interface that relies on graphics to communicate with the user icons and graphics on screen that help you use your phone or laptop

Team

Group of people who have come together with a full set of complementary skills required to complete a task, job or project

Phases of the Business Life Cycle: Shake-Out

Grow slower usually because of market saturation or competitors. Decline in profits because of significant increase in costs to expand

Delegation approach / style

Guiding approach: Low Motivation / Low Ability -help them understand what they need to do and why it is important. Check-in frequently. Encouraging approach: Low Motivation / High Ability -focus on motivating them, explaining the project's importance, and showing them how they can benefit from working on it. Coaching approach: High Motivation / Low Ability -outline step by step what they need to do. Allow more time for them as they learn how to do the project. Advising approach: High Motivation / High Ability -advising and making sure they understand goals and timeline. Provide support and autonomy to this person.

Synchronous Digital Communication

Happening in real time (IM, Skype, Video Chat)

Paired Comparison Matrix

Helps you understand the value of each task as it relates to other tasks

Social Awareness (EQ)

Identify and understand the emotions of others

Decision Making Tools: Pro / Cons List

Highlights positives to be reinforced and negatives to be eliminated, reduced or addressed

https

Hypertext Transfer Protocol Secure

five approaches to problem solving

I solve it myself - individuals solve all problems or make decisions by themselves with little or no input from others. You solve it - individuals who want others to solve the problems and make decisions wait and see - who avoid addressing problems and postpone making decisions I/we solve it - individuals include others in the process but make the final decision we solve it together - individuals share the process of solving the problem and make decisions and seek a consensus.

Instant Message

Ideal for quick, one-off interactions that are of an immediate nature - always an interruption

Assumptions

Ideas that are formed without valid evidence to back them up

Prior to the video conference event

Identify the speakers, attendees, and agenda. Send reminders one week, one day, and one hour before the event. (3x) Prepare slides, visuals, polling, and a method for taking virtual attendance. identify and prepare shared materials. Share agenda with participants one week before the event. Always ask attendees to test internet connection with speedtest for attendees in new remote sites. review meeting norms (90 mins or less), cultural considerations, review working schedule/hours. assess team members technology, tools, and headset/cameras. Tips for presenters: Keep eyes on the upper one-third of the video frame, not too far from the camera. Use a ringlight directly by the face. avoid strong backlight such as an open window. use a quality headset/microphone. do not get too close to the camera. wear solid color clothing. use non distracting backgrounds. become familiar with tone, voice check, and articulation through video. Host tips: Join 15 - 30 mins before the scheduled start check all connections before the event begins review all accepted requests check to ensure all tech is working watch the waiting room to confirm that only invited guests attend. During the conference: record the meeting limit background noise from attendees properly introduce everyone talking have 5 min breaks - virtual watercooler Follow-up after event: edit the recording share link to the recording share minutes as appropriate (within 24 hrs) share action items and timelines. reassess technology and software for best fit

Meta Search (Search aggregator)

Increases the number of search results by searching multiple search engines simultaneously

The Classic Schools of Management

Industrial Revolution - Max Weber, Henri Fayol, Mary Parker Follett: Focus on standardized processes, bureaucracy, hierarchy, the division of labor, the relationship of machines and workers, etc. (how it should be structured/controlled) Max Weber: introduced bureaucracy in terms of: -a well-defined hierarchy or chain of command with trained managers. -a division of labor based on skills. -promotions based on competence. -complete records and written rules, procedures, and regulations. bureaucratic organizations exercise control based on knowledge, expertise, and experience. Henri Foyal proposed modern general management principles applicable to all fields. Foyal planned managerial functions around activities of planning, organizing, commanding, coordinating, and controlling. 14 principles of management: -Division of Work - Assign each employee a task that they can become proficient at. Productivity increases as employees become more skilled, assured and efficient. Today, experts still warn against multi-tasking . -Authority - Managers must possess the authority to give orders, and recognize that with authority comes responsibility. As well as rank, Fayol argues that a manager's intelligence, experience and values should command respect. -Discipline - Everyone should follow the rules . To help, you can make agreements between the organization and employees clear for all to see. [2] employees must respect and obey their superiors. -Unity of Command - Fayol wrote that "an employee should receive orders from one supervisor only." Otherwise, authority, discipline, order, and stability are threatened. -Unity of Direction - Teams with the same objective should be working under the direction of one manager, using one plan. or if there are a group of tasks with a common objective there must be a single person in charge and one single plan. -Subordination/Collective Interest Over Individual Interest - Individuals should pursue team interests over personal ones - including managers. Remuneration - Employee satisfaction depends on fair remuneration for everyone - financial and non-financial. Fayol said pay should be fair and reward "well-directed effort." -Centralization - Balancing centralized decision making (from the top) with letting employees make decisions. Or as Fayol wrote, "A place for everyone and everyone in his place." -Scalar Chain - Employees should know where they stand in the organization's hierarchy and who to speak to within a chain of command. -Order - all employees and processes have an appointed place. -Equity - Managers should be fair to all employees through a "combination of kindliness and justice." Only then will the team "carry out its duties with... devotion and loyalty." -Stability of Tenure of Personnel - Organizations should minimize staff turnover and role changes to maximize efficiency. If people are secure and good at their jobs, they are happier and more productive. -Initiative - Employees should be encouraged to develop and carry out plans for improvement. Managers must take initiative. -Esprit de Corps - Organizations should strive to promote team spirit, unity, and morale. Mary Parker Follett: shared goals and objectives should be set for all employees. rather than doing things one way only, workers and managers should adapt to each situation. don't be rigid. consider employees opinions and views.

Leadership = Influencing

Influencing others to achieve the organizations goals and deliver its vision. Skilled at creating and communicating vision (where are we going), mission (how) and values (Why)

Delegate Authority

Inform me about what you have done - they have the authority to make decisions but you need to know. I want to review your plan - you want them to make decisions but they need to tell you so you can override their decisions if necessary. I want to approve your plan - the delegate can make recommendations but you have the final word. I want to decide and make all decisions related to this task. - decision-making authority is still yours. Complex decisions need to be made. Making decisions delegate cannot handle. When you delegate a task, you also need to be clear about the corresponding authority the delegate will have. Be clear about what you need from them.

Robert's Rules of Order: Point of Order

Infraction of the rules, or improper decorum in speaking. Must be raised immediately after the error is made

Robert's Rules of Order: Amend

Inserting or striking out words or paragraphs, or substituting whole paragraphs or resolutions

Software

Intangible, code that makes the hardware or applications work. software programs tell the computer what to do and where to send the output/results.

Self-Management (EQ)

Managing your own emotions and behaviors

Internal vs. External Motivation

Internal: More powerful and longer-lasting. Drive for authority, respect, growth, challenge, fulfilment, satisfaction (intrinsic) External: Comes from outside of you. Often connected to working conditions, pay/compensation, recognition & praise from others

Organization's Culture Profile Considerations

Interpersonal Communications Interactions Mindset Workplace Climate

Motivation factors (Herzberg)

Intrinsic or outside factors that influence an employee to do a better job

Robert's Rules of Order: Object to Consideration

Objection must be stated before discussion or another motion is stated

Understanding an Organization's Culture

Observe and adapt to prevalent values, norms, customs and behaviors

Workspace Management

It's about perception AND performance

action-centered leadership

John Adair Blended leadership approach The leader has three intertwined goals: 1. achieve the task 2. build and maintain an effective team 3. develop the skills of the team members. Performance and goal achievement.

Robert's Rules of Order: Postpone Indefinitely

Kills the question/resolution for this session - exception: the motion to reconsider can be made this session

Phases of the Business Life Cycle

Launch > Growth > Shake-Out > Maturity > Decline or Renewal

Leadership

Leadership is a function of management. You can both manage and lead. the use of power and influence to direct the activities of followers toward goal achievement Level 1 leadership: positional - title based Level 2: Permission - Granted permission to lead something Level 3: Production - people follow you because of what you did or achieved. Level 4: People development - people follow you because of what you have done to develop those around you and how you helped ppl grow. Level 5: Pinnacle - follow you because of your character and who you are.

Intellectual Property

Legal term for ownership of intangible assets such as ideas, art, music, movies and software - Copyright

Hot Spot

Lets you connect to the internet through the hot spot

MS Edge Annotation Tool

Lets you mark up and make notes on a web page

LAN (Local Area Network)

Limited area due to the costs of physically connecting machines with cable (offer security, stability and high access speeds)

Receiving Negative Feedback

Listen, clarify, manage emotions

Digital Filing

Logical hierarchical structure Consistent naming convention Regular & frequent clean up routine

Activity (or Utilization) Log

Logs all activity in a given day

Prescriptive Feedback

Offer a solution for the problem - what they can do different next time

Project Management Software

MS Project (Gold Standard) official project managers use this. Google Docs - cloud based and collaborative MS Office Basecamp - software as a service these are the standard options.

Cortana

MS Virtual Personal Assistant

Malware

Malicious software designed to damage your computer or network by deleting files, erasing hard drives or simply slowing down your system to an almost unusable pace

Relationship Management (EQ)

Manage interactions with others successfully

Managerial Objectives

Managers must work with others and that is how results are obtained. Managers are responsible for: -maintaining individual and team performance and productivity. -planning and monitoring work to meet objectives using available resources. -building teamwork and collaboration. -collecting and managing relevant information. -Making decisions based on data for the good of the organization and its stakeholders. -establishing and maintaining credibility in order to be able to influence others. -creating a shared purpose and inspiring others to move toward it.

Software Types: System Software - Operating System Software

Manages computer hardware and software and its tasks include allocating memory, launching applications, configuring hardware devices and establishing network connections

Time Blocking

Marking time on the calendar to focus on one specific item or a batch of items

Software Types: Packaged Software

Mass produced for a mass audience with a variety of needs - controlled and restricted through copyright laws

packaged software

Mass-produced, copyrighted retail software that meets the needs of a wide variety of users, not just a single user or company.

Browser Fundamentals

Most used browsers: Google chrome, Mozilla Firefoz, Apple Safari, Microsoft Chromium Edge.

Phases of the Business Life Cycle: Launch

Move from planning to operations - launching new products or services and marketing to target customers.

digitial research

Must be CARS Credible, Accurate, Reasonable, Support the research. Up to date research matters.

Precedent Task

Must be completed before another task can be done. ex: research

New Style Organizations

New goals: Innovation and Impact based on Projects product: information or services Collaboration managing for Agility / Flexibility management focus: Teams company focus: innovation and disruption Distributed Decision making Strategic best practices give coordination advance to new projects and skills.

Business Productivity Suites

Office (O365) G Suite Adobe

Management vs. Leadership

Not an either/or - you can both manage and lead. Leadership- high level, inspirational, aspirational, it's about influencing Management - Accomplishment, performance, productivity, balancing objectives, progress, managing priorities

Hardware Components: Operating Systems

OS provides instructions to the computer enabling basic operation (MS Windows, iOS)

Old Style Organizations

Old Goal: Efficiency Based on Processes Products: goods or services structure based on functions Competition Hierarchy in management management focus: Individuals company focus: quantity and cost Top-down decision-making Give direction Promotion upward.

Task

Ongoing time frame More routine and operational Limited impact/risk Single step Completed by one person

Meetings

Operational Smaller in scale Require fewer resources, less planning and time May require procedural rules and minutes

Crucial Communication Components

Opposing opinions, high stakes, strong emotions

McGregor's Theory Y

Optimistic view of employees' nature and behavior at work; employees essentially want to do a good job and they need to be encouraged and recognized. Encourages decentralization of authority, teamwork and participatory decision making in an organization

PC uses windows operating systems. Most commonly used in business. can use azure, teams, onedrive, microsoft 365.

Feedback Approach: Counseling

Past oriented - corrective process that comes into play when employees are having problems or challenges that are negatively affecting their work only used to address and improve work related performance, not emotional/personal items

Production Leadership - 3 (Results)

People follow because of what you've done for the organization

People Development Leadership - 4 (Reproduction)

People follow because of what you've done for them

Pinnacle Leadership - 5 (Respect)

People follow because of who you are and what you represent

Position Leadership - 1 (Rights)

People follow because they have to

Permission Leadership - 2 (Relationships)

People follow because they want to

Stakeholder

People impacted by the outcome of the project I am a stakeholder in ASAP PACE project

Robert's Rules of Order: Point of Privelege

Pertains to noise, personal comfort (may interrupt only if necessary)

McGregor's Theory X

Pessimistic view of employees' nature and behavior at work; because employees will try to get away with doing as little work as possible, they need to be controlled and monitored closely

The Modern School of Management

Peter Drucker, Tom Peters: Focus on knowledge work, management by objectives, emotional intelligence, etc. Peter Drucker is the father of modern management and emphasized decentralization, knowledge work (creating value through information), management by objectives, and the goal achievement process called "SMART" He belives that managers should be leaders and should: 1. set objectives, 2. organize, 3. motivate and communicate, 4. measure, 5. develop people. Tom peters: found that the greatest companies focused mainly on fostering innovation, nurturing champions, using hands-on management, sticking to core competencies, flattening the hierarchy, empowering employees to make decisions.

Tone of Voice Elements

Pitch, Pace, Volume, Inflection, Emphasis Pitch - good voice high or low Pace - quick or slow talking Volume - loud or quiet voice Inflection - up and down of voice Emphasis - stress on certain words of importance

Context Elements

Place, People, Purpose Context has a lot to do with the type of conversation to be had. This determines what to say and what not to say. Place - where is the communication happening? People - who are you talking to and who is around you? what is your relationship to them? Purpose - why is the communication taking place. we must take all of this into account when deciding how to communicate.

Hardware Components: Mobile Technology

Portable and convenient (notebooks, tablets, etc.)

Business Writing Process

Prepare > Produce > Proof

Ring Light

poor video image can be distracting. the light can provide for better image quality.

Verbal Listening Skills

Probe, clarify, paraphrase, reflect, encourage

Batching

Process of doing all items that are similar in nature in one period of time to reduce ramp up and slow down time batch by location: doing errands batch by type: batch work that is similar together.

Decision Making

Process of evaluating and making a choice between a number of options

Problem Solving

Process of finding solutions to overcome a specific problem

SEO (Search Engine Optimization)

Process of maximizing the number of visitors to a particular website by ensuring that the site appears high on the list of results returned by a search engine.

Paper Filing

Purpose based, not type based Employee file is purpose based. Type based is too broad. Start broad and narrow down Consider location Understand retention policies

Switch Tasking - type of multitasking

Rapidly switching from one task to another. do many things at once while switching from task to task.

Unicorn Start-Ups

Reach billion dollar valuation within a few years of opening. More than 180 unicorn startups that reach a billion dollars have disrupted every industry and created new markets worth more than 1.5 trillion.

Rules (Outlook Tools)

Reduce manually filing or taking the same action when a message arrives

Credibility > Trust: Attributes

Reliability & Follow Through Support Respect Honesty Accountability Composure

Convergent thinking

Relies on reason and logic to find the one best answer to a question

Robert's Rules of Order: Take from the Table

Resumes consideration of item previously "laid on the table" - state the motion to take from the table

Hardware Components: Output Devices

Retrieve information from the computer (how the computer communicates with us - displays, speakers, printers, etc.)

Internet Etiquette (Netiquette)

Rules or guidelines for acceptable behavior in online communication (emojis are NOT for business use)

Software Types: System Software - Utility Software

Runs maintenance related tasks - locating files, cleanup, troubleshooting, defragmenting, compressing files

SMART Goal Setting

S - Specific - clearly describe the expectation, how success will be measured, and when it shall be achieved. M - Measurable - describes the measures that indicate the achievement of the goal. A - Achievable / Attainable - is the goal achievable realistically by the person? R - Relevant / Realistic / Results-Oriented - relevant outcome. importance. T - Time Bound - milestones, time, and dates that say this should be completed by this time for the goal to be achieved.

Phases of the Business Life Cycle: Decline or Renewal

Sales, profit and cash flow all decline. May exit the market, reinvent themselves or reengineer the business

Spyware

Secretly gathers information about all your online activity

VPN (Virtual Private Network)

Secure connection over a public connection

httpS://

Secure website

Value of Intelligent Questions

Seeking evidence to draw conclusions. 1. Information-Gathering or Exploratory (dig deeper) - gather more details about a situation. 2. Analytical - help you analyze causes, conditions, and consequences. 3. Advice or Intervention (gather other perspectives) - shares suggections CAUTION: Avoid "loaded" questions avoid the word why avoid saying "didn't I tell you to" "why did you ignore?" "what did you expect?"

Personal Competence (EQ) Elements

Self-Awareness, Self-Management

Communication Cycle

Sender > Message > Receiver Sender sends and receiver receives. Sender encodes the message and sends it. Receiver decodes the message and interprets it. The receiver responds and becomes the sender.

Wireless Router

Sends signal out through that router

Why do we communicate interpersonally?

Share and collect business data. Express our ideas and opinions and understand those of others. Give and receive emotional support. Make decisions and solve problems. Influence the attitudes and behaviors of others. Establish and maintain relationships. Collaborate and achieve goals.

Factors Impacting Employee Morale: Positive

Share big picture info, saying thank you, provide positive news and feedback first and then the bad stuff, make connections, make visible goals, share credit and recognition make stories and anecdotes to share history with the group.

Self-Fulfilling Prophecy (Developing Confidence)

Show confidence > positive affirmation > feel confident > positive affirmation

Handling Gossip

Silence is implicit agreement and acceptance - don't stay silent, counter with facts, change the subject, distance yourself Silence is implicit agreement and acceptance - don't stay silent, counter with facts, change the subject, distance yourself Articulate expectations. We do not gossip. we do not condone it. We say "Stop" distance self from the individual who gossips.

Hub

Simplifies browsing by putting favorites, downloads, history and reading lists all in one place

Small file generated by a web server that acts like a storage bin for items you place in your shopping cart (knows where you've been on that website)

Virus

Small program that installs on your computer and alters its operation. Will replicate and distribute itself to other computers (usually through the email addresses in your contact list)

earbuds

Small speakers that rest inside each ear canal

Windows OS features

Snip & Sketch - combines snipping tool and screen sketch. capture what is on your screen, crop it, annotate screenshots. Steps recorder - Easily document actions made on a computer for demonstration purposes or for outlining steps for troubleshooting issues. Timeline - shows history of activities you have performed and can synchronize across multiple pcs

Social Competence (EQ) Elements

Social Awareness, Relationship Management

custom software

Software developed and written in-house to meet the unique needs of a particular company.

Software as a Service (SaaS)

Software that is owned, delivered, and managed remotely and delivered over the Internet/cloud to contracted customers on a pay-for-use basis or as a subscription based on use metrics. frees up storage space on device. can download software to several devices.

applications software

Software that performs a specific task, such as word processing or spreadsheet creation

Software Types: Mobile Applications

Software that runs on specific mobile platforms (not as robust as desktop counterpart)

Asynchronous Digital Communication

Someone posts a message that someone reads later (email, recorded video)

Events

Special Larger in scale Require more resources, planning and time

Deliverables

Specific, tangible outcomes produced as a result of the project slideshows

Business Writing Process: Common Errors / Mistakes

Spelling Grammar Vocabulary Style Format

Robert's Rules of Order

Standard for orderly discussion and decision-making based on the will of the majority

Robert's Rules of Order: Commit/Refer/Recommit to Committee

State the committee to receive the question or resolution; if a committee exists, include the size of committee desired and method of selecting the members (election or appointment)

Robert's Rules of Order: Postpone to a Certain Time

State the time the motion or agenda will be resumed

Descriptive Feedback

State what didn't work and why - no judgement, stick to the facts

Management Style: Optimistic (Talk it Through) Overused Strengths > Weaknesses

Strength: talk it through, enthusiasm in the team, warm, at ease with people, articulate, personal, tools: communication, interaction, support weakness: Overly agreeable, emotional, hot-headed, unrealistic, undisciplined about time.

Management Style: Analytical (Think it Through) Overused Strengths > Weaknesses

Strength: think it through, tactful, responsive, careful, accurate, uphold quality standards, help people get it right. tools: quality, thoroughness, action weakness: procrastinate, rigid, nitpick, stressed by the unexpected, withdraw personally.

Effective

Successful in producing desired or intended goals and results

Background Tasking

Tasks that can be done simultaneously because one or both of them does not require mental effort. listen to audiobook and clean the house at the same time.

Meeting Minutes

Written record of the various elements of a meeting including topics discussed and decisions made (fact based)

Robert's Rules of Order: Lay on the Table

Temporarily suspends further consideration/action on pending question; may be made after motion to close debate has carried or is pending

Action Plan

The action plan for each objective must outline the following: Tasks, timelines, standards, assignments, resources required, supporting factors and stakeholders, obstacles and possible restraining forces This is about communicating expectations and requirements. This holds the standard that their work should meet.

Software Licensing

The agreement on the amount of times it can be used, downloaded, or installed

Internet of Things (IoT)

The idea that objects are becoming connected to the Internet so they can interact with other devices, applications, or services. alexa, okay google, etc

Management

The process of coordinating work activities so that they're completed efficiently and effectively with and through other people.

Critical Thinking

The process of making judgments that are logical, analytical, and well thought out. You question the reasoning behind arguments and conclusions and ask what factual evidence supports those positions in order to draw your conclusions. People who use critical thinking ask "how do you know that" "what are your conclusions based on?" "are there other possibilities or alternatives."

Business Writing Process: Prepare Element

The purpose The reader The information Outlining

Pre-meeting or event

The steps involved in venue selection, catering, invitation process, etc.

MIT Human Dynamics Laboratory

The strongest predictor of a team's success: talk/listen equally, face one another, gestures are energetic, connect directly with each other, have side conversations periodically take breaks and have discussions outside of the team and bring info back building a great team does not mean choosing smart people, it means bringing people who communicate well.

Factors Impacting Employee Morale: Negative

Uncertain job security, more criticism than praise, shifting or conflicting priorities, micro-managing, second guessing negative feedback infrequent feedback

Expense Reporting

Understand documentation such as receipts and expenses. Separate the individuals and separate by category. Limitations: Lower limits: if it is $10 or less then we don't need a receipt. upper limits: there is a point where they won't re-imburse. such as a dinner over $50. Mileage: IRS guidelines. Reimburse gas expense and wear and tear on the vehicle. Record Keeping: 7 years things need to be kept. How long do things need to be kept and how do they need to be kept.

Self-Awareness (EQ)

Understand your own emotions

Software Types: Web Applications

Use fully-functional versions of software without actually installing on your machine (outlook web version)

ASAP PACE Certificate (2022 updated)

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