Career Guidance Archives - Page 3 of 7

4 Cliches about Leadership to Avoid

By Groupe InsearchCareer Guidance, LeadershipNo Comments

There are many clichés about leadership. Often when advice and buzzwords become overused it’s because they come from a place of wisdom, but this isn’t always the case. Here are 4 cliches about leadership you should avoid.

All Opinions Count

The idea of a democracy makes us all feel good. It is nice to think that ever employee has a voice that should be heard. The reality is a company is not a government. You cannot consult all your employees whenever a decision needs to be made. This creates inefficiency and disorganization. Sometimes you will need to make quick decisions that might even step on other people’s toes. Ultimately, you have to if you want the company to grow.

There’s No “I” in Team

This saying has been used ad nauseam. There is no denying that teamwork is essential for a successful workplace. Yet every member of a team is also an individual, which needs to be recognized. Encourage cooperation and collaboration, but not to the point that the people just become cogs in a machine. There needs to be a balance.

The Customer Is Always Right

You want your clients to be happy, of course. But you also need your employees to be happy. Even more importantly, you need their trust and respect. If you consistently take the side of your customers over the side of your employees, they will start to feel like you do not trust or value them. Sometimes the customer is right and sometimes they are wrong. Assess the situation and be honest about it.

Don’t Come with a Problem Unless You have a Solution

This cliché can be tricky. While having a team that can problem solve is ideal, not every problem has an easy solution. Shutting down employees when they have problems does not always encourage accountability. Instead, it can discourage them from speaking up. You want the team to come together to solve problems. They can’t do so if the individual employees are afraid to speak up.

You’ve probably heard these four clichés more times than you can count. They come up often in the workplace. Take clichés with a grain of salt. They’re not all without merit, but you are better off avoiding them.

February 24, 2021

How to Increase Workplace Resilience

By Groupe InsearchCareer Guidance, Executive Assistant, LeadershipNo Comments

For many people in C-level support, work is a major source of stress. Like numerous other jobs in today’s world, jobs in executive support are fast-paced and exacting. Many employees experience burnout at some point in their career. While there is little you can do to make your work environment less demanding, there are ways you can improve your ability to endure stress and resist burnout. Below are some tips to increase workplace resilience.

Practice Mindfulness

Mindfulness is a form of meditation that involves training yourself to be more aware of your emotions and state of mind in the present moment. Mindfulness tools promote workplace resilience by facilitating stress management and improving mental health. Spending a lot of time planning for future tasks or obsessing over past mistakes is mentally exhausting. By focusing on the present, you become more engaged and more resistant to negative, toxic thoughts.

Work-Life Balance

Maintaining a healthy work-life balance will also help you become more resilient in the workplace. Technology has made it harder for most people to create boundaries between their work life and home life. In the past, once you left the office you were done. Now most people continue to do work-related tasks on their computer or smartphone, such as answering work emails, after they leave for the day. While it might not be possible to keep your personal and work lives separate, it is still important to allow yourself some regular time to relax and recharge. Doing so will help decrease stress and improve productivity.

Practice Reflection

Although it usually isn’t healthy to dwell on the past, reflection is an important way to develop strong emotional intelligence. The goal should be to think about emotional reactions you have had in the past to better understand what situations provoke stress, anxiety, or other strong emotional reactions. Fostering emotional intelligence will enable you become less reactive in general, and also help you avoid certain triggers that will likely cause you stress. In addition, if you know what triggers negative emotional reactions in you, you can develop coping mechanisms that will allow you to recover more quickly in instances when triggers are unable to be avoided.

Stress has become a natural part of work for most people. You might not be able to control your workload or the pace of the work environment, but you can control how you react to stress. Practicing mindfulness techniques, nurturing a healthy work-life balance, and taking steps to improve your emotional intelligence can allow you to become more resilient to stress in the workplace.

February 10, 2021

4 Ways to Improve Your Email Etiquette

By Groupe InsearchCareer Guidance, Executive Assistant, Leadership, TrainingNo Comments

Email etiquette can have a major impact on workplace communication. When colleagues and clients read emails you send, they make assumptions about your professionalism, trustworthiness, competence, and more. These tips to improve your email etiquette will help you maintain a solid reputation within the C-suite while improving your communication skills.

1. Avoid Being Too Personal or Casual

Even if you are friendly with the people you work with, it is important to remember you are representing your organization when you send emails. Keep your communication professional and formal. For example, avoid discussing your personal life and overusing exclamation marks and emoticons. Also avoid using too much industry jargon, slang, and of course don’t use curse words.

2. Keep Emails Brief

Few people enjoy reading long emails. In general, emails should not be longer than 3 short paragraphs. Recipients will start to lose focus after that. If you have more to say than can be contained in a brief email, it is usually better to have the conversation in-person or over the phone. It also helps to read through the email before you send it. Are there sentences that aren’t necessary? Do you wait too long to reach the main point of the message?

3. Tell Recipients Who You Are

Unless you’re emailing someone that you work with daily, it is a good idea to introduce yourself at the start of an email message. It doesn’t need to be long. Just provide a short sentence giving your name and role. We often figure that if we met someone before, they know who we are. But in the professional world, it is easy to forget a name if you meet new people regularly.

4. Proofread Emails

Grammar, punctuation, and spelling errors are some of the fastest ways to lose credibility with your recipients. We have gotten used to relying on tools like spellcheck and autocorrect. While these tools are helpful, they are imperfect. Make sure you carefully review email messages before you click send to check that they are free of errors. It might take an extra minute or two, but it is better than having to explain confusing or embarrassing typos.

The etiquette you use when you write and send emails can say a lot about who you are as a professional. It’s important for your colleagues, managers, and clients to view you as organized, credible, and well-spoken. You can improve your email etiquette by practicing writing in a professional tone, keeping messages brief and to-the-point, introducing yourself to email recipients, and proofreading all of your messages before they go out.

February 3, 2021

Steps You Can Take to Improve Your Emotional Intelligence

By Groupe InsearchCareer Guidance, Executive Assistant, Leadership, TrainingNo Comments

Emotional intelligence is one of the most beneficial skills you can have as a professional in C-level support. Emotional intelligence improves self-awareness, allows you to communicate with clarity, and helps to control your emotions in challenging situations. In addition, emotional intelligence can improve your ability to collaborate and regulate stress. Here are some steps that you can take right now to strengthen your emotional intelligence.

Active Listening

Many people listen without fully processing what the other person is saying. You can foster emotional intelligence by listening carefully when others speak and making sure you clearly understand them before responding. Listening also involves observing nonverbal communication, such as facial expressions and gestures. Active listening can improve empathy and reduce misunderstandings in the workplace.

Self-Awareness

Emotional awareness is a critical component of emotional intelligence. One way you can improve emotional intelligence is to regularly ask yourself how you feel in a given moment. As you become more self-aware, you gain a better understanding of your strengths, weaknesses, likes, and dislikes. Over time, you will learn what activities trigger happiness and which ones fill you with dread. You’ll also become aware of what stressors you should try to avoid. Likewise, you will gain insight into what types of people relax you and what personality types bring you down.

Attitudes and Habits

As you become more self-aware, you can start to cultivate a positive attitude as a habit. There are steps you can take to improve your mood, such as eating healthy foods, exercising regularly, and maintaining a regular sleep pattern, which in turn will help improve emotional intelligence. When you practice keeping a positive perspective, you will work better with others, maintain focus easier, and improve your overall motivation. Other activities such as meditation can also improve your daily mood.

Responding Instead of Reacting

Reacting to triggers is a habit that can cause a lot of tension and stress. It is important to monitor how you react to things like requests and constructive feedback. Instead of reacting impulsively, practice receiving information, taking a deep breath, and responding without emotion. For example, if someone gives you negative feedback, instead of becoming angry, receive their criticism with an open mind and thank the person for taking the time to help you improve.

In C-level support, improving emotional intelligence can make you a healthier, more productive professional. You can begin to foster emotional intelligence by practicing active listening, learning to self-reflect, making positivity a habit, and responding thoughtfully.

January 27, 2021

Being Your Own Worst Critic

By Groupe InsearchCareer Guidance, LeadershipNo Comments

Most would say the cliché that they are their own worst critic but should consider putting a formal structure to this process. Individuals tend to fall into one of two categories. The first has an incessant looming cloud of pressure creeping in from all angles, resulting in a never-ending feeling of not living up to their potential. The other lives in naive bliss, refusing to make eye contact with the person they see staring back in the mirror. Regardless of which category describes you, the best leaders have a supreme level of self-awareness and emotional intelligence. Introspective reflection is essential for leaders. It gives the brain time to take a break from the noise, unravel cause and effect, and create meaning. This meaning creates a catalyst for actions rooted in purpose and significance.

The Questions

In experiential learning, enlightenment comes from taking the opportunity to think about what you experience, both personally and professionally.

What are the things I’m most passionate about?
What are my greatest accomplishments in life so far?
What am I most grateful for?
What are the biggest things I’ve learned in life to date?
What are my goals in life? (health, career, family, financial, spiritual)
Who are the people in my life who have achieved similar goals? What can I learn from them?
Who are the five people I spend the most time with? Are they enabling or holding me back, or inspiring me to be a better person than I am today?
If I were to die tomorrow, what would be my biggest regret?
What limiting beliefs am I holding on to? Are they helping me achieve my goals, or holding me back?
What bad habits do I want to break? How?
What good habits do I want to cultivate? How?
Am I living my life to the fullest right now? If not, what would represent a fuller life for me?
Who do I want to be one year from today? What do I need to do to initiate that growth?
How hard am I willing to work to get what I want?

Rationalizing Failure

Most people would agree that the things worth having and achieving in life do not come easily. When things get tough, we have a tendency to rationalize why we are not succeeding in our pursuits:

“I don’t have enough time.”
“It just wasn’t in the cards.”
“I decided it wasn’t really what I wanted.”
“It is not the right time. I will pursue when I have more balance.”

Rationalization is the use of feeble but plausible arguments either to justify something that is difficult to accept or to make it seem ‘not so bad after all’. We do this because it’s hard to accept the reality that if you want to succeed in any endeavor worth pursing, you have to put in the time and often be comfortable with being uncomfortable. We all know that it is easier to blame external factors instead of blaming oneself, and this habit can be one of the toughest to break but is a true necessity for a high level of self-awareness.

The Problem

What holds us back from taking action on the change needed to improve ourselves? In other words, why do 98% of New Year’s Resolutions fail? It’s simple: the rewards of these changes are in the future when the discomfort and discipline are happening right now. When there’s an absence of a compelling reason or drive, you will be like a thermostat. You’ll work as hard as necessary to keep the temperature comfortable, and when it reaches that temperature, you’ll turn off until needed again. Discussing change and goals can be inspiring, energizing, and stimulating. Yet it can feel tough, awkward, annoying, frightening, and completely unpleasant to discuss the discipline needed to reach those goals. There is no shame in being average or competent if you are unwilling to pay the price of excellence. Simply ask yourself if you are willing to pay that price, and what the price looks like for you.

Allocating Attention

Most of us are used to focusing on externally oriented attention. It is simpler and more straightforward to focus on something outside of ourselves, such as work, television, a significant other, children, or almost anything that engages our senses. Our internal world is far more complicated, with a varied landscape of emotions, feelings, and perceptions. Yet it is often the internal world that determines whether we are having a good day or not, or whether we are happy or unhappy. That’s why we can feel angry despite beautiful surroundings or feel perfectly happy despite being stuck in traffic. Perhaps for that reason, this newly discovered pathway of attention may hold the key to greater well-being.

January 6, 2021

Later Will Be Now Before You Know It

By Groupe InsearchCareer Guidance, LeadershipNo Comments

Knowing what you know now, having all of life’s experiences thus far behind you, what would you do differently?

The Present

Why is this important? Because if you are reading this, you have a gift sitting in front of you. Every single person reading this article has this gift in common.

The gift? Time.

Why is it that the question of “what would you do differently” is most commonly asked following a negative event? It could follow a missed opportunity to land a big client, a health scare, the sudden loss of a loved one. Why must it take being jarred out of the routine of life before reflection becomes a prioritization?

The weekend should not be a 48-hour countdown until Monday, and Friday should not feel like the victorious finish line of a marathon. What if instead of being vulnerable to the regrets of the future, we take a moment, take a breath, and decide what we want to do differently – starting today.

The Past

Fill in the blanks:

I wish I would have____________
I would have spent less time____________
I would have spent more time____________
I would have worked____________
I would have focused more on____________
I would have focused less on____________
I would have worried more about____________
I would have worried less about____________
I would have cherished____________

The intent behind this exercise is not to create a laundry list of missed opportunities. Holding on to regrets can be a form of self-sabotage. In fact, in many cases it is impossible to have made a better decision at the time. We were doing the best we could with what we had in the moment. But as life’s experiences evolve, so do we. Values change, financial circumstances change, confidence and maturity change. We are meant to grow and outgrow past versions of ourselves. But life moves quickly, and the routine of everyday norms can accidentally engage the autopilot setting of survival.

Fill in the blanks above for all aspects of a balanced life, including relationships, career, health and financial. Then take each of the “I would have” statements of the past and revise them to be your non-negotiables for the future.

The Focus: What Would You Do Differently?

It is not possible to manage time. It keeps marching forward regardless of what we do. However, our energy is one of the most valuable things we can control. What do you allow to take this most precious asset of yours? Who and what receives your focus and your attention? If you ever feel like your energy is depleted but are not sure where it went, you may need to focus on the proverbial “apps you have running in the background.” With so much high-tech in our daily lives it can leave little energy left for high-touch attention. Consider the following to give yourself more battery life:

Give yourself a full hour to start your day before allowing yourself to check email on phone/computer
Eat lunch anywhere besides staring at the phone/computer
Disable push notifications for social media, news, email, etc.
Leave devices in another room during meals and while sleeping
Delete certain apps entirely and relegate usage of those apps to a web browser only
Switch your phone display to grayscale, making the colorful icons less attention-grabbing

Recognize that there is something bigger at play here: there may be a deeply rooted connection as to why the phone ceased to be enjoyable, and instead something you are virtually compelled to use. Connect the feeling behind the activity:

Feeling lonely, so time to check social media plan something enjoyable with a friend/family
Need something positive to happen at work, so I’ll keep refreshing my email spend time making new possible opportunities happen at work
Nervous about all of the chaos going on in the world, so need to check the news again do something that makes life feel less chaotic today
Feeling bored, so need a distraction to work on being comfortable spending some time alone with your own thoughts

In a culture that is bombarded with information and stimuli, finding time void of noise can seem inconceivable. However, it is in that void that we are able to tap into the part of the brain that can process thoughts of deep significance. Give your mind the space to take all of the information it’s received and make use of it in important ways by doing things differently.

Instead of a fear of feeling bored, consider instead a failure to appreciate the repercussions of not being bored enough.

Later will be now before you know it. It’s time to value the gift of time.

December 9, 2020

Tips to Stay Organized Even When You are Busier Than Ever

By Groupe InsearchCareer Guidance, Executive AssistantNo Comments

Do you have trouble staying organized? You’re not the only one. Executive Assistants, Chiefs of Staff, and Office Managers have busy schedules, and the work can often become overwhelming. These tips will help you stay organized even when you are your busiest.

Keep Things Minimal

Whether it’s your desk or your email inboxes, cleaning is always harder if you have a lot of stuff. When it comes to emails, delete those you know you don’t need and archive those you aren’t sure about. Decluttering your desk can also make your work feel much more manageable. It’s important to discard mail, documents, and other paperwork you don’t need before it piles up and becomes overwhelming. Having a shredder nearby can make this task easier since you will have a secure way to get rid of paperwork you no longer need.

Create an Organized System for Notes and Lists

Having sticky notes and random lists all over your office makes it hard to keep track of important reminders. It is a good idea to explore digital options such as G-Suite so you can keep all your notes and lists in one place that is easily accessible. If you prefer paper, try using folders or sleeved organizers. They are easier to keep organized than stacks or bulletin boards.

Prioritize Tasks

Making lists of the task you need to complete can help you stay more organized. However, you should consider how important each task is. Lists aren’t useful if they are too ambitious. Consider what tasks you can delegate to other people and what tasks aren’t worth doing at all. In some cases, you may have a task that stays on your list week after week. Maybe it’s more of a long-term goal than a task. If it becomes clear that it’s a task you’re never going to accomplish, remove it from your to-do list.

Schedule Time for Cleaning

If you schedule time for cleaning on your calendar, you are more likely to get it done. If you devote a half hour each week to cleaning your office, you can prevent the space from ever becoming so disorderly it feels unmanageable. You might also want to schedule a day each month for a larger clean out. Time spent organizing isn’t wasted time because it will allow you work more efficiently, saving you time in the long run.

Organization is a critical skill for professionals in C-Level support, though it can seem impossible to stay organized if your schedule is always jam packed. You can improve your organization by prioritizing tasks, scheduling time for cleaning on your calendar, moving towards a paperless system, and keeping your work environment minimal.

November 25, 2020

How to Know When it’s Time to Move On

By Groupe InsearchCareer Guidance, Executive AssistantNo Comments

It isn’t always easy to know if you should stay in the job you have or look for a new opportunity. There are many factors to consider, including compensation, job satisfaction, mental health, and potential for career advancement. Below are ways to know when it’s time to move on.

You Are Unhappy

The simplest way to assess if a job is right for you is to reflect on your emotional state. If you wake up every morning dreading the workday ahead of you, it doesn’t matter how much money you’re making. Your health isn’t worth risking for a job. Working in a toxic environment that makes you miserable can also have negative effects on your personal life. For long term success, it’s important to have a job that you enjoy and gives you a sense of purpose.

The Company Isn’t Going in a Good Direction

Another thing to consider is the state of the company you work for. Have there been a lot of changes to the staff? Maybe there has been some negative media coverage in recent months, or you have noticed the organization has started to cut corners. You can’t always tell if a company is headed for a merger, acquisition, or bankruptcy, but if the signs of growth aren’t there, it’s time to consider moving on. You want to work for a company that has clear signs of success and growth.

You’re Not Advancing

Do you feel like you aren’t learning any new skills or the work you perform is no longer a challenge? Have you stopped getting raises or doubt whether you will receive a promotion in the future? If you don’t feel like there is room for you to advance in the organization, you’re probably not in the right position. It is especially worrisome if your managers seem distant towards you. Don’t want to wait to be fired or for your job to become obsolete to start looking for a new role.

You Don’t Feel Useful

Companies sometimes hire for a role they don’t clearly understand. They believe a role involves certain skills or tasks, but the reality of the job may look much different than their expectations. This is because managers don’t necessary get to observe the day-to-day job of their employees. If you enter a job expecting to be able to use certain skills only to find that none of those skills are actually being applied, you might want to move on and find a job that is a better fit for you.

Professionals are often reluctant to move on from a job because they worry about money or job security. However, sometimes moving on is your best option. If your work makes you miserable, the work becomes boring, or you feel like you aren’t learning new skills or using those you have, it’s probably time to start looking for your next opportunity.

November 18, 2020

How to Improve Your Negotiation Skills

By Groupe InsearchCareer Guidance, Executive AssistantNo Comments

Many professionals struggle with negotiation because they don’t want to step on toes or come across as too ambitious. While negotiating can sometimes lead to conflict, it is necessary if you want to succeed in C-level support. The ability to negotiate effectively can help facilitate raises, promotions, and other career milestones, as well as improve your ability to gain new clients and influence decision makers. Below are some tips for how to improve your negotiation skills.

Rethink What Negotiation Means

Many professionals avoid negotiating with management because they equate negotiation with confrontation. Although it is true that the two can sometime go hand in hand, confrontation is not an inherent part of negotiation. Look at negotiation as an opportunity for both parties to come to an agreement in a way that gives everyone what they want. If you walk into a meeting focused on reaching an agreement that benefits you more than the other party, you either won’t receive what you want in the present or you’ll make future negotiations more challenging. Instead, focus on achieving an outcome that favors all parties equally.

Identify Interests and Goals

When negotiating, be aware of what your interests are and what the interests are of the other individuals involved in the conversation. The first step is to take the time to reflect on your goals before you begin negotiations. The clearer you understand your aim, the better. To understand the interests of the people you are negotiating with, you need to practice active listening. Let them talk enough for you to identify what they want and why they want it.

Give Yourself a Pep Talk

If you have consistently struggled with negotiating, you are likely used to receiving less than you deserve. Over time, this can have a negative effect on your confidence. It is important to build yourself up before you walk into a negotiation. You need to believe you deserve what you are asking for from the moment you start talking. If others see hesitation or self-doubt in you, they will be less likely to cooperate with you because they will know it will be easy for them to get you to back down.

Successful negotiation is all about ensuring all parties walk away happy. You can improve your negotiation skills by focusing on creating win-win solutions, clearly identifying your interests, actively listening, and presenting yourself as confident and self-assured. Practicing your negotiation skills will make it easier for you to attain your own goals in a way that is mutually beneficial for everyone involved.

October 14, 2020

How to Keep Meetings Focused

By Groupe InsearchCareer Guidance, Executive Assistant, InterviewsNo Comments

Some meetings seem to last forever without actually accomplishing anything important. In this fast-paced world, it’s essential to stay on track with meetings and avoid wasting everyone’s time. A successful meeting has focus and accomplishes specific goals. These tips will help you keep C-Suite meetings focused and keep participants engaged.

Start on the Right Foot

The start of a meeting can solidify its success or ensure its failure. Oprah starts every meeting she hosts with the same questions: “What is our intention for this meeting? What’s important? What matters?” She has a targeted approach to beginning a successful meeting. The key is focus and clarity. Participants need to understand the purpose of the meeting and what their role is. High performers enter meetings with the desire to have clarity on why the meeting is important because they want the ability to narrow in on what matters and ensure critical objectives are met.

Keep the Size of the Meeting Reasonable

It can be tempting to include everyone in meetings, but it’s much easier to keep a meeting focused when the meeting is small. Meetings should only involve the individuals who are essential for the meeting’s purpose. Employees don’t want to sit through meetings that don’t pertain to them. You will also achieve goals faster when there are fewer participants and minimized distractions.

Control Speeches and Tangents

Meetings commonly become sidetracked by long-winded commentary and tangents. As a manager, your role is to stymie diversions and steer the conversation back on track. While you want employees to take part in discussions, their input should focus on questions and solutions. If someone brings up a point that is important but not relevant to the purpose of the meeting, acknowledge the value of the comment but suggest they discuss it with you after the meeting. You want everyone to feel like their opinions matter, but the meeting should focus on clear objectives.

End the Meeting on a High Note

The end of a meeting should address next steps. Where do we go from here? How can we keep ourselves accountable? In addressing next steps, identify who will be responsible for each and set a definitive time frame. Everyone should leave a meeting on the same page and with clear expectations.

Many of us dread meetings because they often last longer than they need to and lack a clear purpose. You can keep meetings more focuses by establishing clear goals, communicating the purpose of the meeting to participants, and steering the conversation when needed.

August 11, 2020