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A Productive And Relaxing Holiday Season

Thanksgiving approaches. The short holiday break is almost here. It’s a stressful time for all students, faculty & staff members in higher education. Here are some strategies to make for a productive and relaxing holiday season – or at least a more relaxing holiday season.

Make a List of Important Dates – November and December are prime months for term papers, presentations, and final exams. They are also busy months filled with teacher conferences, holiday parties, and winter concerts. So, list all the important dates you need to remember. Once you do that, you can start figuring out a more concrete schedule.

Prioritize – Not all assignments or events are created equal. You want to make sure you’re focusing your energy on the big-ticket items. Make a list of all the major assignments and the mandatory engagements. Figure out how much time you’ll need to devote to those obligations, and create a schedule that will allow you to make the most out of your time.

Plan Your Work, Work Your Plan – Develop a very detailed and thorough plan of attack. Allow plenty of time (hint: use your list of priorities mentioned above to create a realistic timetable). If you can, spread your work over several days. Avoid waiting until the last minute to write that term paper or study for that final exam. You’re more likely to do well and less likely to get overwhelmed if you take things bit-by-bit.

Practice Self-Care – The holiday season has a way of making even the most well-adjusted individual a little crazy. Likewise, the end-of-the-term chaos can overwhelm even the most diligent student. You add holiday madness to the end-of-the-term madness, and you’ve got a recipe for disaster. What can you do to stay grounded? Make a point to do something for you. Take time for yourself every single day. You don’t need to jet off to the spa or go to a ballgame. Just set aside 15 minutes each day to relax – take a break from studying or holiday prepping.  Practice self-care by:

  • Reading a book or at least a portion of a book (no textbooks allowed!)
  • Taking a walk around the neighborhood
  • Having an extra cup of coffee/tea
  • Having a nice glass of wine (only if you’re over 21)
  • Playing a round of Sudoku (one of my favorites)
  • Taking a power nap
  • Having a quick dance party
  • Work on a jigsaw puzzle
  • Meditating

The holiday season can be a magical and joyous time. Stay focused and organized…enjoy it!

-RG

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Top 5 List – Stop Doing This When Sending Email

Top 5 List

Many of us send many emails over the course of a week. We don’t give a second thought as to what kind of impression they can have on how others view us. Even a well written email can make us appear less professional just through presentation and style. In order to make your next email look professional, here are five things you might be doing – and may need to stop.

Long signatures – Your name, title and company is plenty. If you really want to include your social media links and all of your current committee positions, think about listing them in a smaller font. Also, avoid icons, logos and images whenever possible. In addition to possibly appearing as attachments, they don’t always display well on mobile devices.

Reply all – In most cases, replying back to the original sender is fine. Not everyone on the list needs to know your question or see your reply. Use the “reply all” option when it really makes sense.

Writing like a text message – Poor spelling and abbreviations might be acceptable in a text, but in an email they make you look distracted and lazy. Write in a way that is professional and that would make your English teacher proud. Proof your work before sending.

Really long emails – If you have a lot to say, it just might be more efficient to pick up the phone (or meet in a video chat) and have that conversation with the person. You can always send an email afterwards summarizing the key points.

Auto replies, all the time – Just because you’re out of the office for the day (or half-day) doesn’t mean you need to create an auto reply message. Especially if you’re still receiving your email. There’s nothing wrong with answering emails at the end of the day or even the next day.

-RG

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Ask questions – if you want success in an online class

It happens before the beginning of every session. I will receive an email from an eager student who wants to know how to complete their first assignment. As always, I direct the student to the assignment requirements and the rubric. And I am always reminded, this is the student who will be my rock-star for the class. This is the student that asks questions…weekly and sometimes daily.

I see students from a variety of academic backgrounds, the students have a broad range of interests, goals and skills. However, the one thing that stands out to me time and time again is that my most successful students have one very important thing in common: they aren’t afraid to ask questions. 

So here’s the question: why is it so important to ask questions in an online class?

Gain clarity – most students struggle in online courses because they don’t understand the expectations or the requirements of any given assignment. As a student, if you don’t understand what’s expected of you…you can’t succeed. This is why it is important to ask questions to gain clarity.

Enhance understanding of the material – many online courses require the students to read a significant amount of material in a short amount of time. Asking the instructor some thoughtful questions is a great way to develop a more thorough understanding of the material.

Take ownership of the learning experience – online instructors try to meet the unique needs of all of their students. However they can’t provide students with the support that they require. As a student if you need an example or need more resources ask for those things. As a student you’ll be pleasantly surprised how willing instructors are to assist.

Show your instructors that you care – students are hesitant to ask questions because they’re afraid to admit they don’t understand the material. They don’t want the instructors to think they’re stupid. Asking a question can make yourself appear vulnerable, that’s understandable. However, instructors see your willingness to be vulnerable as a sign of your commitment to the course. Ask your questions to show you care about the course.

Ineffective vs. effective – not all questions are created equal. We’ve all heard that there’s no such thing as a stupid question, but there are questions that are ineffective, these questions will lead to less engaged responses. When you do decide to pose a question, make sure it’s one that will get you results!

For example, avoid sending your instructor a late-night email that looks like this: “HELP! I don’t understand the assignment. What am I supposed to do?” That kind of email requires a lot of follow-up questions by the instructor. Instead, identify specific points of concern and ask about those. If you do, you’re likely to get a more engaged response.

Don’t ever be afraid to be that student, that does ask questions. Be the student who asks questions, sends emails, contributes daily….and enjoys a successful academic career!

-RG

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Trust the process. What is your process?

When times get confusing, having a solid process can be very helpful.  To help, you could:

  • Embrace change yourself and be patient helping others to adapt
  • Avoid pushing others (or projects) too hard or too quickly

It may be difficult for some to accept that rituals and habits have changed.  To help, you could:

  • Build new and appropriate processes for the current times
  • Avoid clinging to old ideas that just can’t be used right now

By looking at your process, you can build clarity as you notice and choose how you will react to crisis and change.

-RG

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Think The Best

Think the best of other people. Other people greatly influence us, whether we like to admit it or not.

You have most likely noticed that people may have left your circle recently because of quarantine and this can cause concern. To help, you could:

  • Be willing to reach out to these other people and share more often
  • Other people may not be doing well. Be sensitive to the feelings of other people and how they are coping. Simply ask others: How are you?

You may also be worried about people you love who are not with you or those who are worse off than you are.  This can also cause heightened levels of anxiety. To help, you could:

  • Identify simple and realistic ways to help other people
  • Avoid overextending your giving to others, again simply asking someone how they are is helpful

-RG

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Workplace Diversity

Leaders must understand a variety of complicated and sophisticated components within their environments. One critical component is that of cultural sensitivity. Now, more than ever leaders must be sensitive and aware of not just the workplace culture but also how people of varying backgrounds interact with each other. Cultural sensitivity can help improve office morale as well as attract top talent who will contribute to a healthy workplace that is productive. Here are a few tips to improve workplace productivity.

Seek differences in perspective

Poor assumptions can lead to many conflicts in the workplace. A few factors that can shape perspectives are gender, race, sexual orientation, ethnic background and political opinions/beliefs. Whenever in doubt about a difference of opinion in the workplace ask the following questions (in your own words, of course) before responding:

  • How did you arrive at this conclusion?
  • Can you help educate me on this by directing me to the most recent literature?
  • Is there something that you think I need to know about this?

Don’t shy away from awkward conversations

At work it is tempting to ignore the cultural differences and focus on the bottom line or other established goals. However it is important to take time to have an honest conversation on the differences. Chances are this will result in new and fascinating opportunities. For example, while discussing your differences in culture you may discover there is a need that you can support in a different and unique way.

Celebrate everyone

As a leader it is your job to celebrate everyone, especially those from different cultures while making sure they are part of the unified vision and mission of your organization. On a regular basis remind all of your employees about your core ethics values and morals. Celebrating the many different cultures ensures that no one is felt alienated or ignored.

The productive team of employees are those who will feel supported, appreciated and validated. Your role as a leader is to make sure that your organization knows this message: everyone’s voice is important and must be heard.

Employees who understand each other can resolve the differences quickly and focus on being productive members of the team. Good leaders should always keep the lines of communication open and understand all members of the organization.

-RG

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Top 5 List – Be More Efficient Working From Home

Top 5 List

For remote workers, working from home can increase efficiency and reduce commute times while allowing for more time to spend with family. The problem is that there can also be more distractions such as kids, household chores, and running errands. Here are five ways to help you feel less stressed and more efficient while working from home.

Have a designated work area – Don’t use the sofa or the kitchen table — have a room (with a door) to call your own. Train your family (including pets) to know you are unavailable when the door is closed.

Schedule your time – Set aside blocks of time during each day for work, chores, meals, errands, and especially “me time”.

Keep set hours – It can be easy to take a few hours off in the afternoon then work until midnight. The problem is that this can lead to you working too many hours or not enough, resulting in either exhaustion or a lack of business growth. Try to keep your hours in line with the rest of your co-workers and others in similar types of work.

Have a second office – Studies have shown that a change of scenery can make you more productive. On occasion, grab the laptop and head off to a library, coffee shop or quiet park for some caffeine induced creative thinking.

Attend networking and other social events – It’s easy to become solitary working from home, making you unmotivated and uninspired. Meeting new people will not only keep you sharp, it may even bring in new ideas or ways to approach your work.

-RG

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Working From Home

Going forward many of us may be working from home, for the summer…or the rest of 2020. This is the current state of affairs we are faced with. The coronavirus pandemic is and will be pushing many skilled workers to home offices. Time will only tell if we will be returning to our pre-pandemic offices or not. 

Those that have a history of working remotely report that they enjoy the freedom to manage their schedules, work anywhere and little or no commute. If you find yourself in need of a home office to function as your primary work place, here are a few things to consider.

Setup a focused workspace

A top priority for working from home is to ensure that your designated work space is equipped properly, comfortable and has good lighting. Additionally, you’ll need to have a comfortable and supportive chair as well as an area large enough to accommodate your computer and paperwork needed for each work day. TIP: If your work space is small or dark, consider hanging a mirror to bring in natural light.

Establish a routine

Those in leadership positions report that they worry remote workers will be distracted by household responsibilities or social media. However, when surveyed most employees report that when they are working from home, the challenge is more about breaking away from work. TIP: Schedule several 15-minute breaks during the day for light chores or set timers as reminders to get up and move around throughout the day. Finally, consider making a clean break from work at the end of the day by working out, playing with kids or pets.

Stay connected

Employees that enjoy remote work report that they do miss some of the routines of a shared workspace, including bonding with co-workers like coffee breaks, lunches and celebrations. TIP: Intentionally schedule meetings to replicate the in-office experience. For example, coffee hours or happy hours are a great way to keep remote workers in the loop, boost morale and stay connected.

Tips to quickly create a home office

If you find yourself in a position to quickly set up a remote work space, consider:

  • A desk with plenty of space
  • An uncluttered area or bare wall to serve as a background for virtual meetings
  • A computer with a built-in webcam, microphone and speakers
  • Noise canceling headphones
  • An internet speed of up to 30 Mbps for downloads should be fine
  • Check with local internet service provider for best pricing options
  • Sufficient outlets to keep devices powered up
  • Printer and printer paper
  • A room with a door that you can close
  • Plenty of natural or artificial light
  • A solid wi-fi connection – (a hard-wired connection, if possible)
  • Locate a solution for free file storage – OneDrive, Google Drive, Dropbox etc.
  • Online productivity tools that allow for low barriers to collaboration with colleagues (Google or Microsoft)
  • No or low cost video conferencing and project management solutions
  • Lastly, develop a plan to keep your hardware and software updated and secure 

-RG

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Get Organized

Have you ever started a work week only to realize that you are already dreading what lies ahead? It’s the first day of the work week and your calendar is already packed, there are endless emails, piles of papers and a long to-do list waiting for you.

This is a common feeling for many people. In fact, it’s common for work to feel overwhelming and unorganized. It is difficult to do our best work when we are overloaded with too many things to do and too many distractions. We just can’t be closer to the work we’d like to do, when we feel that we have little control over our days.

When it comes to your workspace don’t let clutter interfere with your daily schedule or your digital life. Create an office space and a digital world that you can enjoy.

Start with the physical workspace, clean up any books, paperwork and miscellaneous items like supplies and electronics. Keep only the things that are essential for your job and discard everything else.

Clean up your inbox, the apps on your smartphone and the files on your computer. Try to free yourself from constant notifications and the frustration that may come from never being able to find what you need.

Change your calendar to make more room for the work that truly matters. Learn how to say no, so that you have freedom to say yes to what you’re going to enjoy and what’s most important.

Eliminate, automate and delegate the less significant decisions that can take up a lot of your energy so you can focus on critical decisions.

Bigger is not always better. Build a small number of meaningful relationships within your network.  A smaller set of high-quality connections can offer the support you need to do your best work.

Prioritize your most important meetings and avoid those that waste your time. Be prepared to actively listen and be supportive of others’ ideas. In general try to keep the meetings small in size and short length.

No matter what your job is, share information, speak up when you have something to add and connect with your colleagues. Avoid teams that are loaded with personal drama and conflict.

Once you’ve made these adjustments, you will be much more comfortable and be able to do the work that you love. A more organized schedule allows you to dedicate attention to projects that will make a difference. You’ll embrace challenges and become more enthusiastic about learning new skills. The changes that come from healthy organizing will work magic for you!

-RG

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Top 5 List – Tips To Avoid Sending An Angry Email

Top 5 List

Have you ever sent an angry email only to later wish you had not? The “send” button gives fewer opportunities to allow cooler heads to prevail. As opposed to writing a letter, placing it in an envelope and walking to the mailbox. 

Here are five tips to help you avoid sending out an email that can ruin even the strongest relationships.

  • Set your goal. Are you writing this email to persuade someone to change their mind, request better service, or just to vent? Focus on the goal of your message and what you hope the outcome will be.
  • Use a word processor. Write your email, to help correct spelling and grammar errors. This will add that extra step that could keep you from sending it too soon.
  • Don’t write when you’re emotional. Pet the dog or cat, if you are a pet owner. Go for a bike ride, make a healthy snack, do anything to clear your mind. This will allow you to focus and organize your thoughts. Perhaps, wait a full 24 hours.
  • Get an outsider’s perspective. Have someone else read it and provide feedback. Send it to a trusted friend or colleague for their honest opinion. 
  • Choose a face-to-face method of communication. Humor and sarcasm can often get misinterpreted when delivered in the form of an email. Pick up the phone or arranging a personal meeting can be the most efficient, mature and effective way to resolve issues.

-RG