Back to School! - Tips for Balancing Work & School

August is here - the time for band camps, football practices, pre-season NFL games, and the back-to-school shopping season!

In today's work environment, the back to school season is no longer reserved for those with school-aged children. Many adult learners in the work-force are also headed back to school, with the sometimes daunting task of balancing their professional work loads and their school work loads.

For those of you who may be headed back to school or even those of you that may be considering the challenge, we offer these tips to assist you with balancing work and school.

1. Be Organized. Keep your school materials and work-related materials separate and in designated places. This should help eliminate any confusion between the two. Also, keep one calendar, and note all deadlines for school and work-related projects. You may consider using tools available in Outlook, ACT! or other calendar programs to assist you in planning your work and organizing your schedule.

2. Be Flexible. Obviously, you will have some inflexible parts of your day, such as your work and class schedule. Fit your school assignment time into those time slots when you are not at work or in class. Build a routine around those blocks of time that you can stick to, but be flexible to adapt those times when the inevitable crises arise at work and/or at school. Block enough time so that when these events occur you can shift your study time to other available time blocks in the week.

3. Communicate. It is extremely important that you communicate your schedule to your employer, co-workers, clients, family & friends. One way to do this is through an online calendar that you can share or provide a URL to. (Google provides this with a Google account which is free.) This will allow everyone to know your schedule and help them set proper expectations. Not everyone will understand the demands that working students face. By pro-actively communicating your schedule and responsibilities you can help to eliminate potential conflicts.

4. Manage Stress. Yes, manage it! The demands of work and school combined will inevitably create stress. Accept this fact, and then do everything you can to relieve and manage that stress. Some examples of ways to do this are:

• Take Breaks
• Be Active & Healthy - Run, Workout, Walk, Sleep & Eat Well
• Vent - Have Someone to Talk to
• Enjoy Life - Take in a Ballgame, Go Out for Dinner, Watch a TV Show
  

5. Be Realistic. You can't fit two hours of work into one hour of time, no matter how hard you work or how smart you are. When setting your priorities and planning your work, be realistic. Also, if you do not accomplish "everything" at first, stay positive and re-set the goal or shift other plans. Try to maintain a "thankful" spirit; after all, you have a job and a chance to gain additional education.

6. Remember the "Why"! Keep your goals fresh in your mind! Sure, working and going to school can be tough, even frustrating, but you're doing it for a reason. You may want to write your reasons down in your school notebook and re-read them often. Or, put objects that remind you of your reasons on your mirror or in your locker. They may be goal-related photos or simply a post-it note with a written reason. When things start to seem "tough", these will remind you why you must keep going!

Classic Rock Lessons for Emails that Rock!

As email continues to grow in popularity as "the way" people and work groups communicate, it is important to note that certain classic rules and etiquette still apply. Just as The Who sang about generational conflict in "My Generation", all generations of workers both veterans and novices, even email aficionados can use these simple tips to improve their emails and start "Takin' Care of Business."

Tip #1 - Make it Easy for the Recipient to Read & Respond
[The Peter Frampton "Show Me the Way" Rule]

This is the number one tip in any communication, especially email. You should always keep in mind that the reader wants you to "show them the way." This should help you to write your email so that the reader is told when they should respond and what information you need from them or what questions you need answered by them. Following the "Show me the way" rule will also save you time in having to send clarifying email or resending emails to ask for additional responses if the reader did not clearly follow your original communiqué. For example, using bullet points or numbering items within the body of your email will make your email much easier to read and understand.

Tip #2 - Make your subject line useful and relevant!
[The Rolling Stones "Waiting on a Friend" Rule]

Have you ever felt like the Rolling Stones song "Waiting on a Friend" as it applies to receiving responses to your email? By having a specific and useful subject line you can get your emails opened first and increase your chances of getting timely responses. First, a clear subject line should be a key descriptor of the information contained in the email. Providing your recipient with this specific information will help your email stand out in their inbox and it will help the recipient prioritize their response times to email. Secondly, using the subject line to clearly set a timeline for a response will also assist the recipient. For example a good subject line might read: "Asst Req by 5 pm Today: Dates for Simpson Project."

Tip #3 - Greet Recipients
[The Jimi Hendrix "Hey Joe" Rule]

While emails may be slightly less formal than traditional letters, you still need to maintain professional standards and respect for the recipients. So, don't just start the email with the body, include a greeting for the recipient. This may include their name, such as "Hey Joe" or if to a group "Hello all". Please note that if you are sending a professional letter, such as a cover letter for a job application via email, then you will certainly want to use the formal formats just as you would in a formal business letter.

Tip #4 - Keep it Concise, To the Point, and Relevant
[The Ray Charles "What'd I Say" Rule]

One of the best ways to ensure replies to your email is to make your email concise and relevant. You should use clear language and shorter sentences. Make the email easy to read by leaving spaces between paragraphs, or even number your questions for reply and leave spaces between them. It is a waste of time for you and the recipient if the recipient has to email you back to understand what you intended to say.

Tip #5 - Always Use Proper Grammar and Spelling
[The Alice Cooper "School's [NOT] Out" Rule]

Remember that an email can be shared with anyone and it is always a reflection on the original author. Nothing can damage your credibility worse than a poorly written email, particularly one filled with grammatical and/or spelling errors. Most email programs provide a spelling and grammar check function, so use it. It is also a good idea to re-read your emails after using these checks and before sending so that you do not rely too heavily on spell check. Remember that even with spell-check, "manger" may be spelled correctly, but it does not mean "manager" as you intended for it to.

Tip #6 - Use Simple Formatting
[The AC/DC "Back in Black" Rule]

Simple formatting and black font are the best rules for sending emails. Using rich text, changing font styles and colors, and other formatting may look great on your computer screen, but the email may be eligible for the recipient. Also, keeping it simple will also keep it professional.

Tip #7 - Reply Promptly
[The Police "Message in a Bottle" Rule]

Emails arrive instantly, unlike a message in a bottle or even traditional mail (snail mail), and the original sender knows this. If the email requires a response, then respond promptly. Senders will take note of this, and it will increase response times on the emails that you send. When you are unable to respond within normal timelines or if you are out of the office, be sure to use the "Out of Office Assistant" or other auto responder function to make your readers aware when you will be able to respond.

Tip #8 - Edit your Reply when Responding to Lengthy Emails
[The Beatles "Paperback Writer" Rule]

Many times when you reply to an email, the original email is included at the bottom of your reply. When this original message is only a few lines in length, then you can just send your reply without much editing. However, if you are replying to a longer email or if your reply only addresses specific areas of the original email, then editing your reply will assist the recipients of your reply. Don't be a paperback writer and make the reader have to read and re-read several threads of messages to understand your reply. For example, you may wish to delete sections of the original email that are not relevant to your response. Or you may wish to type your answers to the areas you are responding to inside of the original email, in a different font or color. If you do type your answers in the original message, alert the recipient where they should look for your answers. For example, you could write in the body of your reply: "Requested responses are included in the original email below, noted in red".

Tip #9 - End Emails Cordially
[The Everly Brothers "Bye Bye Love" Rule]

Just as you use a greeting to begin your emails, you should also use a cordial closing for your email. Always conclude your email with a note of appreciate and a call to action, if applicable. For example: "Thank you for your ongoing support of our efforts and we look forward to meeting with you on Friday."

Tip #10 - Sign Your Email
[The Lynyrd Skynyrd "What's Your Name" Rule]

Yes, recipients may recognize your email address and may even know you, but signing your name to your emails is polite, professional, and personal. To sign your email, simply type your name after your cordial closing or, use your email program to create a default signature that can be applied to all of your email communications. This is also a great way to share your contact information, including a link to your corporate website.

**NOTE: For a printer friendly version of "Classic Rock Lessons for Emails that Rock!" click here.

Seven Tips for Obtaining Work - Life Balance

Laptops, cell phones, Blackberries, VPNs... let's face it, today's top performers are more connected to the work place than ever before. However, these advantages can quickly become disadvantages in the struggle for work - life balance.

Here are seven tips top performers, like you, can use to obtain work - life balance:

1. Use one calendar. You only have one life, so only plan it on one calendar. This will allow you to easily see all of your time commitments in one place, and eliminate the chance of agreeing to a webinar at the same time as your son's league championship game.

2. Audit your time. Nothing can strike fear in adults like the word "audit" can. But, performing a weekly time audit 3-4 times a year can produce very positive results. Write down how you spend every minute during the course of a week, then look at the results or amounts of time spent on specific activities, and compare these results to your time priorities to check for balance.

3. Decide what is important - set priorities. It would be impossible to achieve any sense of balance if you haven't defined what your time priorities are. Once you determine your priorities, give your full attention to one priority at a time. For example, focus on work at work and family at home.

4. Remember the two P's for downtime - Plan & Protect. We've all heard the saying, "all work and no play makes Jack a dull boy." Leisure time is very important and should not be taken for granted. Take the time to plan your leisure time activities and block these times on your calendar. Also, protect your leisure time by getting those small routine chores done during the course of the business week so that they do not encroach on your blocks of downtime.

5. Unwind daily. Extended vacations and even the three day weekend may be few and far between, if not totally out of reach. So, take an hour each day to unwind with non work-related activites. Block this time for something that you receive enjoyment from. For example, read three or four chapters in a book, go to the gym, or take a walk.

6. Explore your options. All of the technology tools we mentioned at the introduction of this article can also offer you and your employer many options for telecommuting, flex scheduling and more. If any of these options would allow you to achieve greater work-life balance or even improve your overall job satisfaction, then discuss them with your employer. Make sure that when you present these ideads that you have a well thought out plan and that you can demonstrate the benefits, for your employer and you, of pursuing these flexible options.

7. Let others help. Most top performers have a tendency to be control freaks in all situations. While this can be beneficial in their roles as professionals, it can be a huge stumbling block in obtaining a work - life balance. Practice delegating tasks and allowing others to help you. As an example, you can let your spouse plan the family vacation this year.

Increase Personal Productivity - Get Organized!

Arrrgghhh! You are supposed to follow up with a contact you met at a networking function, but you cannot find their business card!

Or, your boss wants the project on their desk by the close of the business, but where did you put the latest sales report your sales manager delivered earlier in the day?

Does either of these statements describe stress points in your current work day? Do you feel that more effective organization would help you to be more productive while eliminating unnecessary stress factors?

Certainly effective organization of your office will improve your productivity, but getting and staying organized can seem overwhelming. The following tips can help you turn those piles into smiles, eliminate the stress and time wasters of "searching" for needed items, and improve your organizational skills and productivity:

1. The Geico Rule - Set a Timer. Getting and staying organized requires effort over time, as well as effort to get started. So, set a timer for just 15 minutes and work the entire time on filing, sorting, trashing, etc. to organize your work space. If you are on a roll after the first 15 minutes, then reset the timer, and if you are frustrated, then at least you got a 15 minute start. Commit to following "the Geico Rule" - just 15 minutes a day can make the piles go away.

2. The Kindergarten Rule - If you use it, put it back. How many folders are on your desk right now that you put there yesterday or the day before and told yourself, "I'll just put these back later"? All of these "later" folders turn into piles. So, as soon as you're finished with something, make your kindergarten teacher proud, and put it back.

3. The Prime Real Estate Rule - Location, location, location. All of your most used items should be placed or filed within an arms reach. This area, or arm's reach radius around you, is your prime real estate in your work space. Items that you use occasionally should be placed in the next area, just out of arms reach, and things that you rarely use should be placed in areas beyond that - or eliminated all together.

4. The Fast-Food Rule - The value of combos. To gain productive use of your time, organize smaller activities into one block of time. For example, block times during the day to make and return phone calls, reply to emails, complete errands, etc. By completing all of these smaller time activities during one block of time, you will be able to focus on larger priority projects for longer periods of un-interrupted time.

Photos from ASTD ICE 2007

Announcing Strategy Performance Prize Winners from ASTD ICE 2007!

The Strategy Performance team had a wonderful experience exhibiting at the American Society for Training and Development International Conference and Exhibition in Atlanta, GA! As part of our exhibit booth, we had show participants enter into a drawing for over $1,200 in prizes. So, as they say in Hollywood... "the winners are":

• $300 Strategy Performance Gift Certificate - Brad Self


• Apple 4GB iPod Nano - Karen Matthews


• One Month Free Personal Coaching (Classic Coaching Packages) - Geneva Herron & James McDonald


• One Month Free Personal Coaching (Premier Coaching Packages) - Edward Hutton & Deborah Horn


• Free Performance Webinar Registration Certificates - Ken Goldenberg, Courtney White, Jung Woo Kim, Chan Lee, Lee Sang Won, & Fabian Derozario


• Free Performance Teleconference Registration Certificates - Mercedes Basadre, Gloria Winn, Boguslaw Feder, Geanarchie Wilson, Bob Ramsey, Maureen Shaw, Lisa Kostich, Kelly Floyd, & Jerry Kaminski


• Book Winners - Cheryl Wyant, Gwen Robertson, Jim McGoldrick, Deborah Dubois, & Kris Friberg

Congratulations to all of our winners! Thank you again for helping to make ASTD ICE 2007 such an enjoyable experience!

Allison Sikes Featured Guest on ZAX 99.3 and RBC Centura's Spotlight on the Community

Today, Allison Sikes, President and CEO of Strategy Performance, was the featured guest on the RBC Centura Spotlight on the Community show broadcast on ZAX 99.3 radio. You can access show information by clicking here. To listen to the show segment or to download the .mp3 file of the show, click here.