ARTICLES

General Business Info

Streamline Your Business in One Week

Monday: Make a list of your current projects and arrange the list in order of importance. Then cross of the bottom half of the list and discontinue those projects. You will have better results if you focus on a smaller number of projects.

Tuesday: Make a list of all your current employees. Underline the names of the ones you think do either a good or excellent job. Whoever you don't underline should be let go. Too many managers hang on to sub-par performers. Use their salaries to give bonuses or raises to stellar employees.

Wednesday: Evaluate your advertising, accounting, legal or any other outside agency you use. Are they doing a good job? If not, fire the agency. Rarely do agency relationships get better with time.

Thursday: Make a list of your marketing projects and rank them in order of how effective they are. Then cross of the bottom half again and stop those campaigns. You are better off investing that money in your top-performing campaigns.

Friday: Call your departments together and explain your strategy. Don't apologize for any tough decisions you are forced to make; instead, let people know that you are doing it for the benefit of the company and that the more the company succeeds, the more success its employees will have.

Want Faster Response to Your Voice Mail Messages?

You'll encourage people to return your phone calls faster if you leave effective voice mail messages. Experts suggest making yours better by:

Keep your messages around 45 seconds. Too short and the message may seem insignificant. Too long and you may rile the other party.

Pretend you are writing your phone number in the air as you recite it. Most callers speak much too fast, which forces recipients to replay the message repeatedly.

Speak louder than usual, enunciating as you speak. Your recipient may retrieve you message in a noisy place like an airport.

Get through to hard-to-reach people on the telephone with your photocopier and fax machine. Fill out a telephone message pad and use the photocopier to enlarge it. Then send it to that person. Your message will stand out from all the rest!

Tap Your Staff's Creativity

Reap the best ideas from your employees by stimulating them?

Share written ideas. Ask each staff member to give you their list of preliminary ideas and then create a master list. Send around again and ask everyone to refine and add to the existing ideas. Then you can pick from the best ones after the entire staff has contributed their input.

Give a "trend report." Open a staff meeting by summarizing a few recent articles from newsletters, magazines or online sources. Lead the group to discuss these topics and brainstorm on how emerging trends relate to your business.

Dissect failure. Don't label ideas as good or bad. Instead, let employees test their theories and analyze the results. If they fail, praise them for trying and have them isolate faulty assumptions, surprising developments and new opportunities.

Communicating Better at Work

Employees often show concern about the quality and quantity of communication at work. Some claim that management gives only lip service to open communication but does little to really communicate with them. Others say they receive vague instructions that are difficult to follow.

Ineffective communication often results in poor cooperation and coordination, lower productivity, undercurrent of tension, gossip and rumors, and increased turnover and absenteeism.

Experience shows there are many ways managers can improve internal communication. Here are some things you should do.

Understand that communication is a two-way street. It involves giving information and getting feedback from employees. It isn't finished when information is given.

Put more emphasis on face to face communication with employees. Don't rely mainly on bulletin board, memos and other written communication.

Ask yourself, each time you give an instruction, if the message is clear. Example: Don't just tell an employee to "show more interest" in his or her work. If an employee spends too much time

chatting with others, be specific about it.

Listen to employees, show respect for them when they speak. They'll feel like part of the team and will tend to be more dedicated and productive.

Don't just talk open-door policy. Practice it by walking around and talking to employees. Allow people to disagree and to come up with new ideas.

Conduct one-on-one meetings. Ask each employee to tell you how you can help him do a better job, then how he can help you do a better job.

Concentrate on building credibility with employees. Managers who lack credibility and fail to create a climate of trust and openness aren't believed -- no matter how hard they try to communicate.

Keep tabs on what you delegate. As the deadline nears, check to make sure that everything is on target. Give a due date for the assignment and explain how this assignment relates to other priorities.

The Five Major Time Wasters

Spreading yourself too thin by trying to do too many things at once. Suggestion: You must set priorities for each day and, if necessary, each hour. Get the most important things done first.

Being afraid to delegate. Suggestion: Convince yourself that it's not necessary to do everything yourself. You can still be certain things are being done the way you want them to be when you delegate.

Not wanting to say "no" to requests. Suggestion: You can't say "yes" to everything without getting in over your head. Decide what you must do -- and want to do and say "no" to all other requests.

Being tied to the phone. Suggestion: Have others screen your calls. Use an answering machine when you don't want to be disturbed. Schedule a telephone hour to return calls. Watch the clock; limit your conversations to 10 minutes.

Procrastinating. Suggestions: Get those unpleasant chores done first if they're important. Divide large tasks into smaller ones. Reward yourself when you accomplish something.

Double Your Brain Power

You probably sometimes wish that you could think faster, grasp new information quicker and recall more of what you read and hear. You can, with these tips.

Tackle information you want to commit to your short-term memory in the morning. Reason: The brain section that stores short-term memory items performs about 15% better in the morning. But switch to the afternoon for items you want to keep in your long-term memory because that part of your memory bank hits its stride later in the day.

Reverse and rephrase to overcome negative thoughts about your ability to learn something new. Example: Instead of "I won't remember what I'm learning." Tell your brain "I've already learned to recall many things: names, dates, computer commands, so I can and will remember this."

Plan for an upcoming learning event by selecting a reward you'll give yourself afterward. Pick something you wouldn't usually buy or do. Picture yourself enjoying the reward just before the learning event starts. Repeat the process whenever you feel anxious about learning the information. Note: No matter how things turn out, give yourself the reward.

Answer these questions after you read something that you want to remember: What was it about? What opinions, if any, did it contain? What's my opinion of it? What element makes it unique? Note: Do this mentally or in writing. Whichever works best for you.

Rely on graphic devices to increase your reading speed and to help you zero in on the main points in books and other publications. Examples: italics, bold-face, underlines, bulleted lists, charts, graphs, etc. As you go through pages, ignore regular text and scan only for these devices. When you find one, slow down and read those sections more carefully.

Boost your thinking power by taking the time to really think about the answers to these questions about a situation, some information or a problem: What seems to be the key idea here? Does this resemble or parallel anything I've already learned or experienced? Do I still have a nagging question about any part of this? When I put everything together, what do I see as most important?

Incognito Team Building

Corporations have been going about building teamwork in some of the strangest ways. It all began when corporations started having employees hang from ropes, then shooting each other with paintballs, and now they are even trying having employees participate in inflatable-sumo-wrestling. What will the future hold? Will corporations be asking their employees to swim with dolphins to build teamwork, or perhaps group parachuting will be the key to transforming your squabbling employees into a winning team.

So, if these antics will not develop your employees into a well-oiled self-directed team, what will? It's simple, if you want to build employee teamwork, do it in the office and do not tell your employees you're doing it. So, why keep it a secret?

First, employees are human, who gravitate to work in groups versus individually if given the opportunity. Secondly, since employees are already geared to work in teams, your primary goal is to integrate teamwork practices into everyday work patterns. It is up to the leaders within the organization to integrate teamwork practices, not the employees.

Lastly, if you announce that the company plans to build teamwork, most employees will respond by asking when the team building practices will be over, so they can get back to work, obviously there is an aversion to it.

Steps to Team-Building in the Office:

1. Define your teams. Most large organizations will have one main team with numerous sub teams. A sub team may be composed of just one employee and employees may be on several different sub teams. 2. Setup a meeting and ask each sub team to define their goals, and what would be helpful for them to have from the other sub teams within the department. Prepare your employees for this meeting by letting them know ahead of time what they will be asked, so they can prepare proper responses. End the meeting after all participants have reported to each other their goals and needs. Do not mention the words teamwork or team building. 3. In future meetings, ask employees to report what assistance they are receiving from other sub teams. Focus only on the positives and applaud those sub teams that have assisted other sub teams. It may take a few meetings for employees to pick-up on the trend of asking how other sub teams are assisting, so don't give up if your employees are slow to report. 4. Incorporate sub team assistance as a performance point during employees' performance reviews. Be direct by asking employees to report how they have assisted other sub teams while they met their own goals.

These are the basic skills necessary to build teamwork within your organization's various sub teams. Remember that your employees are already geared to operate in groups; all you need to do is integrate teamwork practices into your organization's operations. Hence, please cancel the inflatable-sumo-wrestling team-building exercise you have planned for next week.

Making Recognizing Employees Part of Your Daily Routine

Good managers remember to recognize and motivate employees. Great managers do it every day. Here are some proven methods for making sure that praising employees becomes part of your daily routine. Make employees a part of your weekly "to do" list. Add the names of the people who report to you to your list of goals to accomplish. Then cross off names as you praise them.

Use voice mail. Rather than using it only to assign tasks, leave employees voice mail messages praising them for a job well done. Do it from your cellular phone on the way home. Write notes at the end of the day. Keep a stack of note cards on your desk, where you can't ignore them. At the end of the day, take a minute to write thank-you notes to any employee who made a difference that day.

Once a month, bring donuts or treat your employees to pizza, just to let them know you care. Also having a drawing for a gift card or an extra day off once a month, is another way of showing your appreciation.

At the beginning of the day put five coins in your pocket. Then during the day, each time you praise an employee, transfer a coin to your other pocket. It may sound corny but once you see how well reminders like this work, you will find even more ways of making a habit of letting your employees know how much they mean to you.

15 Ways to Save Money on Gas!

These gasoline prices send many of us into panicked flashbacks of the fuel crunches in the summer of 1980 and the mid-1970s. Thankfully, we learned a few good habits back then. Many Americans traded in their eight-cylinder gas-guzzlers for pipsqueak cars with small engines and better mileage. Then came the boom of the late '90s, and, oh, how quickly we forgot. Though most of us still pump our own gas, we've fallen into bad habits again. We've embraced the gas-guzzling SUV and sit idling, in drive-through lines. But you can hold down the number of times you have to stand at the gas pump, aghast, watching the numbers spin. These 15 tips will help you cut fuel consumption:

    CAR MAINTENANCE

  1. Keep the tires inflated properly. This one is simple and a potential lifesaver. Under-inflated tires waste fuel and wear out the tire tread. Also, check tires regularly for alignment and balance.
  2. A well-tuned engine burns less gas. Get regular tune-ups and follow through with routine maintenance. The right parts and fresh oil keep your engine happy and less thirsty for gas.
  3. Get the junk out of the trunk (except for Barwalt Tools!). A weighed-down car uses more fuel. For every extra 250 pounds your engine hauls, the car loses about one mile per gallon in fuel economy. Carry only the basic emergency equipment and items you really need.


    4. GAS SHOPPING

  4. Buy the lowest grade (octane) of gasoline that is appropriate for your car. Check your owner's manual for this information. As long as your engine doesn't knock or ping, the fuel you're using is fine. You can save hundreds of dollars a year.
  5. Pay cash at stations that charge extra for credit cards.
  6. Don't top off the gas tank. Too much gas will just slosh or seep out. Why waste those extra pennies?


    7. DRIVING

  7. Drive intelligently; don't make fast starts or sudden stops. You're just overexerting your engine and burning extra fuel. Gradual acceleration also helps automatic transmissions run better. Engine-revving wastes fuel, too.
  8. Lighten up on the accelerator. The faster you drive, the more gas you use. Speed limits have gone up around most of the nation, but you don't have to see your fuel consumption go up drastically as well. For example, driving at 55 mph rather than 65 mph can improve your fuel economy by two miles per gallon.
  9. Avoid long warm-ups. Even on cold winter mornings, your car doesn't need more than a minute to get ready to go. Anything more and you're burning up that expensive fuel.
  10. Combine errands into one trip and plan your stops for the most efficient route. You'll save yourself time and money.
  11. Do not rest your left foot on the brake. The slightest pressure could cause a drag that will demand additional gas use -- and wear out the brakes sooner.


    12. OTHER GOOD HABITS

  12. Tighten up that gas cap. Buy a new one if your current cap doesn't fit snugly. Gas easily evaporates from the tank if it has an escape.
  13. Buy a fuel-efficient car. When pricing cars, factor in long-term fuel costs. Also, sunroofs add to wind resistance, lowering the mileage per gallon.
  14. Be smart with the air conditioning. On the highway, closed windows decrease air resistance, so run the air conditioner. But in stop-and-go traffic, shutting off the air conditioning and opening the windows can lighten your fuel use. Air conditioning can lower your fuel economy by 10 to 20 percent.
  15. Remove snow tires in good weather. Deep tread and big tires use more fuel.


Communication Tips

There are those who command attention when speaking and others who barely get noticed. If you feel you're in the latter category, take heart! Communication skills are just that - skills. They are teachable, learnable behaviors. With a little practice, you can improve your interpersonal communication. Start by focusing on these areas.

30-Second Rule You have thirty seconds or less to make a first impression. The clock starts ticking the moment someone encounters you. That could be your voice-mail message, noticing you in a waiting room, or overhearing you on a cell phone. Whatever happens during that time sets the groundwork for future interactions. Think about what message you broadcast about yourself on a consistent basis. Appearing friendly, open, and approachable sets the stage for others to listen to what you have to say at that moment and in the future.

Incorporate Names The most important thing you can ever say to a person is his or her name. As soon as you are introduced, shake hands, make eye contact, and repeat the name immediately. Refer to people as they have introduced themselves. Unless they've offered up a nickname, do not take it upon yourself to change "David" to "Dave." If it's a difficult name, repeat it until you get it right. Then, throughout the conversation, and in all future conversations, use the person's name. Not only does it show respect, it naturally makes people perk up and listen, since the message is intentionally being aimed at them.

Own Your Message The way you phrase your message has a lot to do with how people respond. Owning your message means saying, "I" when speaking about your feelings or opinions instead of placing responsibility on others. For example, you might say, "I am unhappy about this situation, and I have some suggestions," instead of, "You are making me unhappy, and you better do something about it."

Show Interest in Others Who do we listen to? Those who listen to us! The best communicators know that when you take an interest in others by asking questions and remembering important details in their stories, you create a natural bond. Keep your conversations balanced. If you're doing most of the talking, then you're not allowing others to shine. The way to be commanding is not to dominate, but rather reciprocate the gift of listening.

Use Silence That's right! Don't be afraid to pause and breathe. Listeners need time to reflect on what you're saying. Just like we need "white space" and punctuation on the written page, we need pauses when we speak. Talking non-stop is a huge turnoff. Having the confidence to pause for a few seconds in between sentences commands attention rather than diverts it.

Ways to Reward Employees Without Compromising Company Profit

Your company's employees work hard and in a world where businesses are finding it necessary to run "lean and mean," it may seem nearly impossible to compensate employees for doing good work without breaking the budget, but here are some great ways to reward them without cutting into profits!

Flex those hours. If there's one free reward that rises above the rest, it's flexible work schedules. Nearly every expert will suggest flex time as a perk that offers the most gain with the least pain.

Send a handwritten note. Supervisors should ask top management to write a personal note to employees who deserve recognition, which has always been on the top of the list of what employees feel they get too little of.

Make work fun. As costs are cut and there are fewer employees than before, it's even more important than ever to boost morale. Play with the dress code, have a crazy hat day, your customers will love it too! Or run a "guess the baby" contest, where the staff brings in baby photos and the customers and staff try to guess who goes with whom. There are more ideas in our Summer 2004 edition of "The Advantage."

Give them a free pass. It's always a welcome perk for employees to receive paid days off to use as they see fit. Everyone enjoys a day off, especially if it's an unexpected one!

Pass the bucks. Handing out monopoly type money that can be redeemed for gifts and other goodies may not be exactly free, but it pays off handsomely in the long run. Pass the bucks for efforts as well as results, for sales, customer service, excellent book keeping and problem solving as well as working well with other employees.

Create your own "Club Med." Set aside a quiet space or unused office in your building where employees can meditate, chill out, nap or otherwise re-center and charge themselves. This is so beneficial, it should be mandatory!

Blow out the candles. Have the owner or top manger host a monthly hour-long birthday breakfast or lunch for any employee with a birthday that month. During the meal, invite the employees to ask him anything. It's a great way to build camaraderie.

Always remember the secret words. The two most underused words in corporate America that get the highest ROI are still the simple words "Thank you!"