How to take meeting minutes

Recording the proceedings of a professional meeting can be a challenging task. Sometimes committees rotate this duty, or they may appoint a committee member to take the minutes for every meeting over a period of time, such as a year or two.

If you are asked to take notes for the meeting, here are some tips that can help you do a good job of recording the most important information for the file, to remind committee members of assigned duties, and as possible future reference.

1. Arrive at the meeting ahead of schedule. Find a good seat in the middle of the group where you can hear everyone speak plainly. Be sure your pen or pencil works if you will take notes by hand, or check to see if the laptop provided for this purpose (unless you have brought one along) is plugged in and working as needed, with access to a software writing program. Adjust lighting as needed to ensure that you can read the notes.

2. Consider using a tape recorder. Important meetings may benefit from the use of a recording device that will help you ensure accuracy in transcribing proceedings. If you use such equipment, arrange to have it on hand at the time and location specified for the meeting, and be sure the equipment works properly by testing it before the meeting begins.

3. Use a template or consistent format. Follow the same or a similar outline for recording the minutes as your predecessors. The usual criteria includes the meeting's name, location, date, and starting as well as ending times. Also mentioned at the top of your list are the names of attendees. If other people scheduled to appear do not show up, list those people as "absent" or "excused" if they have called in ahead of time to report their absence for legitimate reasons.

4. Follow the agenda. Assuming an agenda was posted or distributed before the meeting, cover each of its points in your minutes. If an agenda item gets missed, dropped, or postponed, be sure to indicate that for the record.

5. Be succinct. Rather than writing each word that everyone says, capture just the highlights. Avoid a "he said/she said" style. Instead, use general comments like "a ten-minute discussion followed after which a vote was taken." Also, find out whether attendees wish to be identified by name or prefer to be kept anonymous for general observations:

NOT: "John Doe objected to the proposal."

BUT: "Objection to the proposal was discussed."

6. List specific outcomes. Important actions, like motions, votes, new business, or future meetings should be listed separately and perhaps bolded to catch readers' attention. Check previous minutes to follow similar organization. If possible, set future meeting dates for the rest of the quarter or year, and post these in each meeting summary as a reminder.

7. After the meeting ends, write a meeting report from your notes. Depending on your organization's protocol, you may wish to send a draft to all committee members or just the chair for review and feedback. When you receive corrections, make them promptly, distribute the final copy of meeting minutes to all who attended as well as absentees, and file copies in appropriate folders or records. At the bottom of the last page of the minutes, your name should appear with the proper designation and your signature on the file copy:

John Doe, Recorder

John Doe, Secretary

Submitted by John Doe

Organize all meeting minutes in a standard file for easy future reference. You may wish to note this location in small print at the bottom of the distributed copy. Taking careful notes provides an accurate record of meeting proceedings where key decisions are made. Spell names correctly and check your facts before posting the final draft.

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How to effectively communicate with your boss

Everyday, we have many people we need to communicate with: our partner, our child’s teacher, our friends and the cashier at the store, among others. However, there is one person who your communication with will affect your bottom line. That person is your boss.

So how do you communicate effectively with this person who exercises direct control over your paycheck? Here are ten tips that will help you feel more confident next time you encounter your boss.

1. Watch how the boss communicates with you. Does the boss prefer to use email, phone or direct contact with employees? Follow her example. If she prefers to email you about small issues, then follow suit. If important issues, such as those involving large amounts of money are usually discussed in person, then do likewise. Do be aware that all emails that you send should be composed using correct spelling and grammar. You are always making an impression, even when she can’t see your face and well-groomed hair!

2. Make sure that your timing is good. If you need to communicate that the mail carrier has already stopped by today, then it is probably okay to do so when your boss has one foot out the door on her way to a meeting. If you need to discuss a performance review, make sure that it takes place at a time when your boss is in a pleasant mood and is not overly rushed.

3. Be prepared. Whether it is in a large meeting or a simple one on one conversation, make sure that your communication is accurate, and if necessary, backed up by the appropriate documentation. You don’t want to inadvertently give incorrect off-the-cuff information. If you are not sure if your information is accurate, it is best not to say anything, or to say that you will get back to her at a specific time with the necessary information.

4. Consider the boss’s perspective. It is good in any circumstance to consider the other person’s perspective. In the case of your boss, she is more concerned with the company’s bottom line than with your need to repair your car. So when you are asking for a raise, for example, make sure that you are communicating what you contribute to the company, not your own financial insecurities.

5. Look at how the most effective office players communicate with the boss. Do they do so informally, or do they make appointments? If you observe that your boss enjoys making conversation by the water cooler about the latest in digital camera technology, then by all means join in. If they make appointments with the secretary to speak to the boss, then it is a good idea for you to do the same.

6. Be aware of your body language. Standing with your head down communicates a lack of confidence. Holding your arms crossed in front of your body demonstrates a lack of openness. Putting your hands on your hips can seem aggressive. Hold your body in a relaxed manner, while maintaining eye contact. Try resting one hand on a desk, putting a hand in your pocket, or using your hands to take notes.

7. Maintain control of the conversation. When communicating with your boss, it is not a good idea to show too much emotion, unless it is enthusiasm or conviction. If you hear your boss making statements that you find upsetting, listen and nod your head. Keep calm. When there is a break in the conversation, quietly make your point. Be sure not to raise your voice or interrupt, as both of these actions give the impression that you are not in control of your emotions.

8. Find out about your boss. The more common interests you have with someone, the easier communication becomes. Find out if your boss has children the same age as yours, if she likes soccer, is involved in community organizations that you have an interest in; in short, try to find some common ground. When you find yourself in casual conversation with your boss, listen. Everyone enjoys talking about themselves and their interests.

9. Focus on the positive. There are many negative aspects to any job. When communicating with your boss, be sure to focus on the positive aspects. This is true even if you are holding a meeting to address an issue that is potentially loaded with negativity. Accentuating the positive tends to put your boss more at ease. Above all, never react to any statements in a hostile manner. While you are certainly entitled to hostile feelings, allowing hostility to come out during a conversation with your boss will never serve your best interests.

10. Ask questions. Don’t assume that your boss will think that you are unintelligent if you need clarification on an issue. You might need to repeat back instructions to your boss to ensure that you understand correctly what her expectations are. This is an excellent way to avoid awkward communications in the future.

Communicating with your boss may be tricky at times, but if you keep your cool and follow these basic tenets of workplace communication, then you will be at your most effective, and success will follow!

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Working in a group: how to brainstorm ideas more effectively

Whether your family is planning its next vacation or your workplace co-workers are trying to resolve a difficult management problem, brainstorming is an effective communications tool for getting everyone’s ideas on the table. The open environment does not distinguish the value of contributions based on the respective ranks of the speakers nor does it allow for judgment calls to be made until after all of the suggestions have been collected for review.

For brainstorming to work at its best level, however, some simple ground rules need to be established. This article will show you how to get the creative juices flowing.

CHOOSE A MODERATOR

Although the forum itself is free-flowing, casual and inviting participation from all of its members, it still needs the structure of having a team leader to make sure that the chatter doesn’t get out of hand or escalate into an ugly debate. This person, in the role of group moderator, is responsible for making sure that the objective of the brainstorming session is clear to everyone present. Let’s say, for example, that you and your staff are trying to decide the best use of an office that has sat empty for nearly six months. As the moderator, it’s your job to ensure that the meeting doesn’t stray to unrelated management issues, dribble off into a gossip session, or become a platform for personal agendas. It’s also your responsibility to allow each speaker to have his or her say without interruption.

DON’T LET THOSE GREAT IDEAS GET AWAY

The entire point of a brainstorming session will be lost if everyone’s ideas aren’t duly recorded as they are proposed. To accurately capture what each participant recommends, you’ll either need a blackboard, a whiteboard, large sheets of paper that can be taped to the walls or an overhead projector set-up so that all members of the group can see the list. If that’s not feasible, provide each participant with some paper and a pen and specify that everyone write down the ideas in the order in which they are presented. It should also be noted that during the idea-tossing phase of the exercise, only the idea itself—and not the explanation or justification for it—should be advanced. For example: “I think the spare office should be turned into a lunch room” versus “I think it should be a lunchroom because the downstairs cafeteria is always too crowded to find a place to sit.” If the participants start tacking on their 105 reasons at the outset as to why their particular idea is best, it will not only take a much longer time just to get everyone’s input but also encourage premature favoritism of one idea over another.

SET A TIME LIMIT

At the start of the session, set a timer and let everyone know that the group has “X” amount of time to pitch as many ideas as possible. The challenge of a ticking clock will always rev people’s motors as well as unify them against what symbolizes a common enemy: time. Moderators may even find it helpful to do a 5 minute practice session first on a subject completely unrelated to the matter at hand. For instance, you could toss out a question like, “What’s the best comfort food when you’re depressed?” or “What was the best screen kiss ever delivered in a movie?” Within the rules of one speaker at a time, go around the room just as you will in your real brainstorming session and see how many answers the group can come up with. And remember—no explanations or justifications are allowed. Another fun warm-up is to set a metronome on its slowest speed and with each “tick” participants need to name one of the fifty United States. This forces your group to think quickly as well as pay attention to which states have already been named so as to avoid duplication.

EVERYONE GETS A TURN

As the moderator, you can either go around the room and ask each participant for an idea or you can ask for them to raise their hands and be called on. Whichever method you use, members can only offer one idea per round, and then patiently await their turn until everyone has spoken and a second or third round begins. While participants can decline a turn if they haven’t thought of anything yet, the team leader nonetheless owes each one the courtesy and respect of asking each time if they have something they’d like to add.

EVALUATION

Once all of the ideas have been pitched, it’s time to start narrowing the field. The first step in this process is to cross off those recommendations which are similar to something which has already been listed. This is also the time to assess which sets of ideas make sense to combine. For example, let’s say one of the ideas for that spare office is to turn it into a supply room. A second suggestion is to turn it into the mail room. Because supplies such as envelopes, shipping labels, tape, etc. relate to the tasks associated with a mail room, these two items could logically be put together. As you go through the full list, each person who proposed an item will then have an opportunity to explain in more detail their rationale for it. Again, set a timer and allow each speaker the same amount of time, ideally, 1 minute. While participants can jot down notes, no one will be allowed to ask questions about any given idea until every participant has had a chance to clarify their idea. Following the question and answer session, ask members to individually write down what they think are the best 3-5 ideas presented. These are then read out loud and the ideas with the most votes are then subject to further discussion and analysis so as to eventually reach a consensus on the solution that best fits the needs of the group.

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Office electronics: setting up an answering service for your office

So you're ready to take the plunge and set up an answering service for your home office. That means you probably already know about some of the benefits that an answering service can provide for you. Maybe you're most attracted by the savings factor. You will certainly save time by not having to spend half your day on the phone. Think of all the other tasks you will be able to accomplish! You will probably save money, too. You won't have to pay the wages and insurance premiums of a receptionist/secretary. Or perhaps professionalism was the selling point for you. An answering service can help put a professional polish on any home-based operation. You no longer will have to worry about screaming kids or barking dogs in the background when fielding customer telephone inquiries. Whatever the reason, you've decided that an answering service is right for you. Here are some tips to help you get one set up for your home business.

Before you go any further, you must determine exactly what you need from an answering service. Is a toll-free number necessary for your customers, or will a local number suffice? Do you want your business phone answered by a live operator around the clock, or just during office hours? Would potential customers benefit from a bilingual operator? Put yourself in your customers' shoes. What do they need when they call you? The answers to these questions reveal what you need from an answering service.

It is worth noting that answering service companies these days rarely just answer phone calls. They often offer a whole array of business-related services. For example, some companies can set up client appointments for you, take customer orders, and even process customer credit card information. Other companies can accept incoming packages and redirect outgoing mail in order to give your home-based business a more corporate-like address. Of course these extra services do not come free of charge; you should carefully consider how much you will gain by using them, and then decide whether or not they are worth the money.

After you've decided what you need from the answering service, it's time to shop around. Get out the Yellow Pages and call local services, or get online and widen your search to include national companies. Look for reputable companies that have been in business for several years and that have received good reviews (or "testimonials") from their existing clients. Make a short list of the companies that look the most promising, and then call those companies for pricing information. Ask specific questions, such as:

- Is there an account setup fee?

- Is a long-term contract required?

- Is there a cancellation fee or a contract termination fee?

- How many phone calls are allowed per billing cycle?

- What is the fee or penalty for each phone call beyond the maximum?

Remember: the more information you get up front, the less likely you are to be surprised by hidden fees or extra charges later on.

Once you've found an answering service that looks promising, there's nothing left to do but sign up. Depending on the individual company, you can sign up in person, over the phone, or online via a secure website. Activation of the service might take anywhere from two to forty-eight hours. After that, you can sit back and let someone else worry about the phones for a change!

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Health: how to create an ergonomically correct work space

All of us today are suffering some from the harmful effects of computer overuse. While many of these effects can be minimized, the only way to avoid them altogether is to avoid spending hours a day at our workstations. This isn't an option for most people, so here are a few things you can do to make your workday as pain-free as possible.

The ideal workstation has an adjustable height. Many people are still using fixed-height computer tables, which means they must adjust their chair to bring them to the right height for the computer. This can be a problem if you're tall or short; tall people find this brings their knees up, as if they're sitting on a kid's stool, and short people find their feet dangling in the air. Your feet should be flat on the floor for the best support, and your thighs should be parallel to the floor. Ninety-degree (right) angles are best for hips, knees and elbows. There is some evidence that a more reclined posture is beneficial, but a hunched-over posture is a back-killer. If you're forced to use a fixed-height table for your computer, there are some things you can do to correctly position yourself. If you're tall, raise the table on blocks to keep from having to sit too low. If you're short, you may need to put foot supporters under your chair.

Constantly tilting the head to look up at your computer monitor will result in neck pains and chiropractor bills. Some of the more expensive workstations now have a niche into which you can recess the monitor at an angle, so that you are looking down at it as if it were a book on a desk. This keeps your neck straight or tilted forward, a much more natural position than tilting it upward.

When your hands rest on your keyboard, your elbows should be at a ninety degree angle or larger. If your keyboard is too high, raising your hands and bending your wrists to compensate will lead to 'tennis elbow', which many are now calling 'computer elbow'. It is surprising, as long as the computer mouse has been around, that keyboard trays do nothing to correctly position them. A mouse in line with your keyboard means that you have to extend your arm to use it. A 'wrap-around' keyboard tray which would put the mouse on an arc with your keyboard, so that you could reach it by rotating your arm rather than extending it, would be ideal, but that isn't part of a standard workstation. You can create your own by fixing an extension onto the right of your keyboard tray (if you're right-handed). Try pressed board rather than plywood.

With the keyboard now including a numeric pad and a number of direction arrows, the alpha keys have shifted to the left of center. If your keyboard is centered on your tray, your center line is at the punctuation keys, with all the actual letters to your left, where you must swivel or strain to reach them. Reposition your keyboard so that the center of the letters is directly in front of your center for easier typing.

Alter your activity every 30-60 minutes. You don't have to take an 'official' break to stop working on your keyboard and work on something else-just save up the non-computer tasks you have and dole them out on an hourly basis. Do you need another employee's input on the document you're preparing? Do you need a look at the engineering plans? Work at your computer tasks for forty-five minutes and then stand up and see if your co-worker is available, or swivel to your phone (resting your eyes from the monitor glare) to return a few phone calls. Rotate your shoulders, and do some neck-stretches while you're at it. You can program your computer clock to gently chime once an hour if you're prone to getting lost in your task.

Since some computer-related muscle stress is unavoidable, consider treating yourself to a weekly massage. If expense is an issue, perhaps your local community center has a class on couples' massage you could attend with your partner. The best treatment for muscle strain (other than a complete cessation of the activities that cause it, which is impossible for most employed people) is acupuncture. The acupuncture needles (which as so thin that very few people can even feel them) can cause the worst muscle knots to melt. Acupuncture can be expensive, but is covered by some health insurance policies; check with your personnel office to see if your policy is one of them. Other treatments you may find effective include heat, ice-packs, or muscle rubs that include arnica, an herb that stimulates circulation and healing.

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How to read body language: interviews and meetings

You never get a second chance to make a good first impression. That’s an old cliché, but a valuable truth. Impressions of you are formed in the mind of the interviewer the minute you walk through the door and before you’ve even had a chance to say hello. Since there’s nothing you can do about some of those impressions, like your height, race, or gender, you need to make the most of the things that you can do something about. Two things that you can control are your appearance and your body language.

Research places these ten interviewing mistakes in the top body language gaffes that will sink a prospective job faster than the Titanic:

1. Body odor. For most of us, it’s hard to imagine that someone would go to a job interview without exercising proper hygiene, but it happens. Smelling bad during your job interview is the most certain way of ensuring that you won’t be punching this company’s timeclock.

2. Flirtatious attitude. If this kind of behavior nets you the job, you probably don’t want it. Don’t wear mini-skirts, plunging necklines, or other seductive clothing.

3. Refusing to answer a question. Prospective employers usually have legitimate reasons for asking the questions that they do. Not answering one or more of them probably will make the interviewer assume the worst answer you could give and maybe wonder what you’re hiding.

4. The handshake. A limp handshake gives the impression of weakness, timidity, and lack of enthusiasm – not qualities you want a prospective employer to associate with you. Shake hands firmly, but don’t try to break any bones.

5. Tardiness. No matter what it takes, be on time for that job interview. Few things will turn off an employer like being late. If you can’t make it on time for the interview, what are the chances that you’ll be on time for work every day?

6. The Minnie Pearl look. Arrive at the interview site in plenty of time to allow yourself a visit to the restroom prior to meeting your potential boss. Make sure that you’ve cut all the tags off the new suit you bought for the occasion, that you’re not wearing breakfast or lunch on your clothes, and that all buttons and zippers that should be closed are indeed firmly closed.

7. Space invaders. Most people like to maintain a personal space around themselves. Don’t violate the interviewer’s personal space by trying to get too close.

8. Yawning. Maybe your interviewer is a talker and enjoys telling people about his company, right down to the nitty gritty, boring details. Stay alert and look interested. An escaping yawn will make you look as though you couldn’t care less about the company or its success. Don’t school your face into a blank expression in an attempt to cover your nervousness. Show some emotion; try to relax and think positively. Show some enthusiasm for the position for which you’re applying.

9. Just call me Grace. We can’t all be prima ballerinas, but if you trip or fall, recover your composure as quickly as possible and apologize.

10. Rudeness. Use basic etiquette common sense. Sit down only after the interviewer invites you to, let others precede you into the room, be pleasant and polite to everyone. You never know which employees have the interviewer’s ear. Learn to recognize when it’s your turn to talk, and observe the interviewer’s body language for signs that he’s ready to listen. These can include direct eye contact, terminating gestures, and an exhalation followed by a pause.

Some final words on attire:

Do dress conservatively in whatever style is appropriate for the job for which you’re interviewing.

Do wear clothes that look like you’re successful.

Don’t wear mini-skirts, revealing necklines, or gaudy color combinations.

Do hide tattoos under clothing.

Do remove rings and other hardware residing in body piercings other than your ears.

Do control your hair. Ladies, wear long hair up. Men, a ponytail is preferable to long, uncontrolled hair.

Do wear clean, unwrinkled clothes. Look professional.

Don’t wear sandals or old sneakers. Your shoes must match your outfit.

Above all, you want to portray confidence. Maintain steady eye contact. Although research has proven that it’s no longer thought of as true that reduced eye contact indicates lying, public perception is that failure to look somebody in the eye and hold their gaze shows dishonest intent. Maintain good posture. Sitting up straight will make you look alert and capable. Slouching is regarded as lazy and disrespectful. Fidgeting with your feet or hands makes you look nervous, so keep your feet flat on the floor and your hands quietly in your lap or resting on the chair arms.

Use your voice effectively. Avoid slang, and enunciate in a strong, clear voice. Try to control the speed of your speech so that your words don’t come out tripping over each other.

Warm people who express themselves well are as attractive to employers as individuals who society regards as beautiful or handsome. Research shows evidence that attractive people get better jobs. For those of us who Mother Nature slighted in the looks department, it’s good news that employers find us just as employable as our more comely counterparts if we can present ourselves well.

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Business: how to write effective business letters

Whether you're a common consumer writing to a large business about one of their products or you’re the CEO of a company sending a memo to the accounting department, good writing skills can drastically change the impact of what you've written.

The first step in writing effective business letters is being able to project an air of professionalism. The easiest way to do this is to take care in choosing your words, avoiding slang and abbreviations as much as possible. Use good grammar structure, avoid run-on sentences, and be as knowledgeable as you can with your message. As the saying goes, you don't get a second chance to make a first impression; this goes double when the first impression you make is being made with plain white paper with nothing more than printed text on it.

When writing a business letter, it is also vital that you type or print the contents using a computer or word processor. If you have absolutely no access to either of these, it is acceptable to hand-write some letters... make sure that you write as neatly as possible however! Whether hand-written or type-written, you should also make sure that the paper you use is a sharp white. Although clouds or rainbows might get the attention of whomever you're writing to, it's probably not the type of attention that you'd like to get. Keep it simple and neat.

When writing to a company or other business, try to be as specific as possible. Do your homework and find out to whom your letter should be addressed; this may mean looking up things online, or it might mean making a call and asking someone directly. While it won't always be possible to find out the name of a specific person or that person’s address, when you can find a name it will likely make a world of difference. After all, which sounds better: a letter addressed to "Mr. Phillip Jones," or one that's simply addressed “Dear Sir or Madam” or "To Whom It May Concern"? In particular, "To Whom It May Concern,” while once perfectly acceptable, is now considered to be in poor taste and should be avoided at all costs.

A final point that should be considered when writing business letters-spelling. Before sending off any business correspondence you should run it through at least one spelling check, if not two. After checking the spelling, read through the letter to check for homonyms (words that sound alike but are spelled differently), since most spell checkers can't pick up on words that are spelled correctly but used in the wrong way. While reading, you should also be on the lookout for any words or phrases that seem awkward or out of place so that you can change them before you send the letter off.

Remember though, in the end it's up to you to find your own style of correspondence and that no guide can tell you the "right" and "wrong" ways to write in your own personal style. However, if you apply these suggestions and incorporate them into your writing practices, both your business and personal writing skills will likely improve drastically.

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How to correct your boss

Some supervisors are the kindest people in the world. Eager to help others and to get along with their employees, they speak softly and exhibit a mild manner with all.

But other bosses can be cranky or difficult, seeming to challenge our best efforts to keep the peace or be amiable. If your boss makes statements with which you disagree, here are some ways to share your views without causing offense.

1. Choose the right time. Don't tackle him the moment he's going into a high pressure meeting or leaving to pick up his wife at the airport. Wait for a quiet lull in the day to say your piece. After lunch or between projects is a good time for bringing up difficult subjects.

2. Choose the best place. Avoid cornering her in her office. A lion's den is the worst place to point out areas of disagreement. If you must talk there, do so in a casual way by asking for a few minutes before or after work.

3. Choose your most positive manner. Be pleasant and friendly, smiling as you greet one another. Use the sandwich approach by mentioning one or two positives in the department before setting your focus on the area of conflict. After airing your views, finish the talk with another positive or neutral observation and leave by saying "Thanks for your time and the opportunity to share my views."

4. Avoid blaming or accusatory statements. Instead, focus on your own feelings of worry, frustration, or annoyance with respect to the process, not the person:

"I feel so inadequate when these signature delays keep popping up despite the looming deadline. What can I do to usher the paperwork through more quickly?"

5. Take part of the responsibility, if applicable. Be willing to own up to your part in a problem:

"I realize I should have mentioned this before now, but our budget has grown by 7% on this project and I don't know where to find the extra funds. Since you recommended hiring the extra staff person, I thought you might know of a funding source."

6. Be humble. Many supervisors got to that position by being forceful, assertive, and knowledgeable. Some of them dislike being confronted by a subordinate with a cocky or know-it-all attitude. A quiet, simple point spoken in clear terms will make a better impression that raising your voice or becoming sarcastic.

7. Understand the supervisor's position. While it's okay to disagree, remember that your boss may be unable to do anything about some of the problem areas where you disagree. For example, if you feel you deserve a ten percent raise, but he approves just five percent, it may be due to the department's other financial needs, some of which may be pressing. Be willing to listen to her side of things before rendering a judgment.

Disputes with the boss are never easy. Sometimes it's easier to just let an error go by without commenting on it. But when you must speak up, do so with tact and diplomacy. Your boss won't forget it, and neither will you.

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Time management tips for the office

At home or in the office, we all strive to do one thing—save time. Time is critical when trying to put the finishing touches on the monthly reports, or when trying to reach your deadlines. Fortunately, there is hope for even the most disorganized people. By making a few simple changes, you can save the time you need to be able to focus more on the important tasks in your office.

1. Perhaps one of the most frustrating ways we waste time occurs while flipping through phone books or piles of paper as you try to locate numbers that you use on a regular basis. An easy way to avoid this is by having a list of the numbers you frequently use near your phone. You could make up a small list and tape it to your desk, or you could try using a roll-o-deck to keep them in order.

2. Why put off until tomorrow what you can get done today? Don’t let the little things accumulate until there is just so much to do that it will take you hours to get caught up. For example, filing is a small task that when not done regularly, adds up to major time loss in the office. File those papers as needed.

3. Keep the clutter away. Maintain a clean work surface on your desk. If this means having a drawer to keep papers or projects in that are incomplete, then that’s fine. A cluttered work surface is overwhelming. Looking at all those projects that need finished can immobilize you in the office and can make it nearly impossible to get anything done. All you can think about is how you are ever going to get it all done, or where you are going to begin.

4. Take it one task at a time. When you are feeling overwhelmed by all you need to do, order your projects by priority. Stick to the most important project and give no thought to the others until that one is done. For example, if you have reports due the first of every month, and it is the 29th already then make those your priority. Don’t worry about the project that is due the middle of next month.

5. Get into the habit of using a desk clock. Use it for those projects that you are really procrastinating on. Tell yourself that you will work on it for a half hour and stick to it. This will help you motivate on things you aren’t really excited about doing.

6. Don’t be afraid to say no if you already have more than you can handle. If your office mate comes up to you and asks you to file some papers for her because she is short on time, just be honest and tell her that you are too. Often we get more stressed than is necessary because we do not know how to say no.

7. Finally, do whatever you can to make your office as stress-free as possible. Light relaxing scented candles like lavender to make you feel at ease at your desk. If you have a knack for growing plants then set a couple on your desk or somewhere nearby. Plants are surprisingly therapeutic. Just having something close that is alive and growing can bring some sunshine to your day. Bringing pictures of loved ones and decorating for the seasons will also make your area a little more cheerful. The less stressed you are, the better you will be able to focus on your tasks.

If you are disorganized, as many are, you will be amazed at how much these small changes will help you to save more time—leaving room in your day for the more important undertakings you are responsible for.

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Career how to: become a legal secretary

Becoming a legal secretary leads to clerical duties with a law firm or a legal office, such as a county bar association. Along with the usual clerical duties of typing, filing, and editing, a legal secretary may be asked to meet with clients to get documents signed or to witness clients' signatures on important legal forms, such as powers of attorney or a last will and testament.

If you are thinking about becoming a legal secretary, here are a few tips:

1. Find out if certification is needed in your area. A legal secretary may be more apt to get hired if she has a certification or an associate degree that is available from many two-year colleges. In lieu of these credentials, several years of experience working in a business or law office may provide adequate training as preparation for law firm work.

2. Become familiar with legal terminology and procedures. For example, if you apply for a position with a probate attorney, be sure you know something about probate procedures in your county or state, and understand some of the language or terms that are likely to be used in a law office, such as beneficiary or executor. When applying for a legal secretary job, you may be given spelling, grammar, and numerical tests, so be prepared for these as well.

3. Understand that working for attorneys can entail a high-stress environment. In any legal setting, filing dates and courtroom preparation can be grueling and time-consuming. You may be expected to work overtime, including some evenings or weekends, if a case is preparing to go to trial. In essence, you become the attorney's right-hand assistant. If he or she is unavailable, you will have to learn what to do on that person's behalf, like talking with clients who call about their case.

4. Find out how the court system works. Then you will understand the process of filing documents, preparing for court testimony, preparing appeals to a judge's decision, organizing briefs, and so on. You will need to know how many copies of a document should be filed, which ones need to be time-stamped, whose signatures should be obtained, etc. Deadlines, due-dates, and due process are part of the job knowledge that you will need to master, as well.

5. Keep in mind there may be opportunities for advancement. You may eventually take on paralegal or legal assisting duties, which could earn you a higher pay level with more responsibilities and status, including your own office or other perks. In time you may decide to apply for law school and become an attorney yourself. Some firms offer educational tuition reimbursement if a student earns a grade of C or better.

Whether or not you advance, working in a law firm can be a fast-paced, exciting place to learn new skills and assist clients as they seek justice for their claims. You can join a professional legal secretaries association and enjoy your job environment as one that is never dull or meaningless.

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