6 Genius Ways To Make Your Office A Better Place

• 2-minute read •
Picture this: Your office is actually a place you look forward to going to every day.

It would be beneficial to feel this way. Hating your workplace can be incredibly draining and can even contribute to a host of health problems, from gaining weight and losing sleep to interfering with your personal relationships.

Of course, it can be easy to feel excited about heading to work each day if you’re pursuing a vocation you truly love. But most of us will face mixed feelings about our jobs from time to time. When that happens, there are a few things you can do to get a bit more out of your workplace, according to research.

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Did You Hear? Three Surefire Steps to Minimize Gossip at the Office

It starts out innocently enough with someone in the break room saying, "Isn't it a shame about Jack?" Clueless, you reply, "What about Jack?" "Don't you know about his wife?" When you answer in the negative, your colleague seizes the moment to fill you in on all the gory details of Jack's wife's ongoing affair with none other than your boss's husband, and poor Jack is now in rehab because he started binge-drinking to drown his misery. Of course, since your boss's husband is the party of the second part, you just have to know if she knows about her husband's infidelity, which would account for her showing up to work lately looking like a subject in a sleep-deprivation study and biting everyone's head off for no good reason. And before you've finished pouring your coffee, you've enabled a gossip to perpetuate the vicious cycle of rumor mongering that too often contaminates a workplace.

The consequences of participating in office gossip are far ranging and always affect at least two or more people. First, consider the person who is the gossip spreader. Why is this person presenting the information? Can any good come from it? Will the information benefit you or the office in which you work? What's in it for the gossip?

If the answers to these questions are fuzzy, you can probably assume the news bearer is reveling in knowing something others don't yet know. Such "news," whether accurate or not, provides a momentary feeling of superiority and control that the gossip probably lacks otherwise. If this person's work performance isn't sufficient cause for recognition, then the next best option is to stake a claim as the one with the latest inside dirt.

Unfortunately, a gossip isn't satisfied just possessing the information. After all, knowledge that isn't shared is wasted, right? How would others know the value of this soul unless the intelligence is disseminated? This is where others get implicated without necessarily being willing participants. Even the "innocent" are drawn in to the gossip's web by merely listening. For a few fleeting moments, this person has everyone's undivided attention, and this is "reward" enough.

While gossips themselves might not immediately suffer for their loose tongues, eventually they will be found out. The consequences may include poor performance reviews, no pay raises, reprimands from supervisors, or possibly dismissal because of their involvement in destroying office morale or committing slander.

Gossips are usually proactive in sharing their wealth of information, so others have little trouble knowing who they are. Smart coworkers will learn to avoid them any way they can, even though this is not always easy or possible. Even if you yourself don't initiate gossip, just listening to it takes a toll and carries consequences. Guilt by association immediately comes to mind. If several people are present when a gossip leaks a juicy tidbit, you may be credited as the source at some later point just because you were present. People's memories aren't always accurate.

Of course, the one who suffers most is the subject under discussion. Even if the rumor proves to be just that, the damage has been done. Those who have heard the gossip will be unable to completely erase it from their minds. The consequences for this person might be devastating.

Since no one benefits from gossip, here are three easy steps you can take to avoid this career-killing behavior:

1. Don't do it yourself-ever. No, you aren't talking about people for their own good. You're gossiping. If you really want to help someone, talk to the person directly.

2. When someone tries to gossip with you, you can:

• Walk away
  
• Change the subject.
  
• Directly state, "I'm not comfortable talking about __________."
  
• Directly state, "I don't like talking about other people because I don't like them talking about me." That's a conversation ender for sure.
  
• Reply, "I hadn't heard that about __________. Let's go ask him/her." (Watch a gossip disappear when you say that. Gossips are notorious cowards and dread confronting their subjects.)

3. When someone is gossiping about you, you can:

• Go with the direct approach. Say something such as, "I heard that you've been saying the following about me." Then briefly summarize what you have heard. Next, say, "While I wasn't there to hear you, I would appreciate your coming to me directly with any questions or comments rather than talking with our coworkers/friends/family/etc."
  
• Go with the indirect approach. Say something such as, "I don't know if you've heard the rumors going around about me or not, but they're really disturbing. If you hear of anyone talking about me, I would appreciate it if you would ask them to stop."

Just remember, if you don't gossip, you don't have to worry about someone betraying your confidence and telling other people what you said.

Remember, too, to distance yourself from gossips since you are known by the company you keep.

How Smart Women Win at Office Politics

Do you enjoy dealing with office politics?

Becoming politically savvy is not always viewed as a wholesome, worthy goal. The mere mention of the word "politics" triggers negative connotations.

A Senior Finance Manager had said "I refuse to schmooze and manipulate to get ahead". Yet she was frustrated after she was passed over for promotion twice. The two male colleagues who were promoted ahead of her were less qualified, but excelled at politicking.

In her article titled Seven Career Killers, author Erin Burt warns "avoiding politics altogether can be deadly for your career. Every workplace has an intricate system of power, and you can -- and should -- work it ethically to your best advantage." By becoming politically adept you can learn to:

• Rise above power plays and interpersonal conflicts
• Build a reputation as a go-to person, expert, or leader
• Gain access to resources, information and opportunities
• Influence outcomes and get buy-in for ideas and initiatives.

As you acquire the ability to navigate office politics effectively, I encourage you to let go of negative assumptions about office politics, and consider these alternate perspectives:

New Perspective #1: Replace the word "Politics" with the term "Organizational Awareness". Doesn't that sound better already?

New Perspective #2: Workplace politics is all about understanding communication and relationships, which women can excel at.

New Perspective #3: Make a personal commitment to use your organizational awareness in a way that is ethical and authentic.

Now that you are armed with a positive perspective, consider taking the following steps to use office politics to your strategic advantage.

Step 1: Map the Shadow Organization
In parallel to a company's traditional hierarchical organizational chart there exists what is known as a shadow organization. The shadow organization is an unofficial, informal network of relationships and coalitions. Understand your shadow organization and you will understand how power and influence play out.

Investigate your shadow organization by playing the role of observer, as though you are a corporate anthropologist. Notice who has influence, who gets along with whom. Discover who is respected and who champions others. Who are the hubs of social interaction and corporate intelligence? Find out who really gets things done.

Create a visual map showing all key players. Classify every interrelationship, noting whether it is built on friendliness, advocacy, respect, or coercion. Note the strength of each connection, and the direction in which influence flows.

For example, when a Project Manager mapped her shadow organization, she discovered she had strong bonds with peers, but not with higher-ups.

Step 2: Build Relationships
Identify people with whom to build relationships. Take at least one month to build your network without imposing an agenda on any of the relationships.

A Manager of Human Resources went out of her way to build strong ties with her company's marketing department after she noticed they were always first to hear about new products and trends. Having access to this information allowed her to gain greater credibility in her own department, where she is now has a reputation as having a finger on the pulse of the business.

Step 3: Leverage Your Network
After relationships mature, your network can help you accomplish valuable goals and influence. For example, you can use your network to build visibility, improve difficult relationships, gain access to information, and attract opportunities.

Employing these perspectives and steps worked well for the Senior Manager of Finance who was passed over for promotion. She knew that her boss and her team did not recognize her value to the company. By mapping out relationships and spheres of influence she realized how to gain recognition and influence. Her most recent research topic was a hot-button issue for her VP, so she mentioned her findings to him in passing. At an all-hands meeting, he singled her out for praise, and recommended that their entire organization could learn from her focus on their business objectives. She continues to build her relationship with the VP by continuing to update him on her progress.

By changing your perspective on politics, and using your network, you can dramatically improve your opportunities for recognition and advancement.

Stumbling Over the Same Blocks at Work and at Home: How Our Personal Relationship Patterns Follow Us to The Office

How healthy is your relationship with your career? Do you swear you'll quit your job because it's so frustrating, only to agree to stick it out when your boss promises everything will be different if you'll just fix this one last disaster? Do you love certain things about your job, but do other aspects make it unpleasant a lot of the time? Do you hope for a job that you will love deeply and consistently, that will help you feel satisfied, useful, and productive?

A career path is like long term personal relationships in many ways, and our relationship style comes out in the relationship with our careers in various ways.

1. "I Can't Stand it Here Another Minute...and I've Said That for Years"

What This Relationship Looks Like:

• You know the relationship isn't working but you're afraid to leave.
• You let out frustration by complaining, which means you lose energy that would help you find something better...and you depress yourself and others around you.

Personal Relationship Aspect:

The above description of your relationship with work probably sounds very familiar. You know you should leave, but you feel needed often enough to stay hooked in.

How To Get Out:

• Instead of complaining, take small -- but definite -- steps to find out what you would enjoy doing.
• Ask yourself why you're afraid to leave such an unhappy relationship. Be very honest about this. Think about how you'd feel if you left. Ask yourself what you might get out of knowing that a major source of your problems is "outside" you (as opposed to seeing it as an internal conflict.)

2. "But They Need Me"

What This Relationship Looks Like:

• You get such a powerful ego boost from being needed that you're willing to put up with almost anything.
• You don't believe your needs are as important as your boss', co-workers', and/or customers' needs.

Personal Relationship Aspect:

Just insert "partner's needs" above where it says "boss', co-workers', and/or customers' needs." It probably says a lot about your love life.

How To Get Out:

It's critical to understand why you get such a charge from being needed. You'll have to confront your ego's need for this kind of gratification if you want to have a healthier relationship with your career. If you obey your ego's need to be needed, you may eventually leave your job, but you'll always be capable of being held hostage by someone that says they can't do without you.

3. "I'm In Control"

This was my relationship with work before my transition to a healthier worklife (and homelife.)

What This Relationship Looks Like:

• You prefer to manage all the details of your job, which means you work very long hours and/or are very stressed.
• You get a lot of your self-esteem from employees and/or peers coming to you for answers. This makes you feel in control of your world at work.
• You have a very hard time leaving work at work. You may be avoiding intimacy or stress at home. It's easier to follow the structure of work than the lack of it at home.

Personal Relationship Aspect:

• Women: You have a hard time looking up to your husband as head of the family.
• Men: You may want to control ALL aspects of work and home life. Note: Most religions specify separate, but critically important, roles for each gender. You may not aspire to these, however.
• You want to be in control of your comfort zone at home, and your partner's involvement in the areas where you need to be in control feels intrusive. You're not sure how to collaborate.

How To Get Out:

• Identify when you hold onto projects that could be delegated. Pay attention to how you feel when you are the expert helping others. You have to spot where your ego gets rewarded to change this relationship for the better.
• Having a meaningful life outside of work is your #1 job. Then you'll be able to leave work earlier, delegate more...all the things you know you should be doing.
• Cultivate a relationship with something that transcends you. In 12-Step programs, for example, a Higher Power is a humbling concept to the addict/alcoholic/co-dependent who feels that they control everything in their lives. Devotion to, and gratitude for, an awe-inspiring God or Higher Power is the antidote to the illusion that we can (or should be) in control of most aspects of our lives.

What is your relationship like with your career? Is it similar to your relationships in your personal or family life? That would make sense. Lifelong behavior patterns are usually consistent. Don't forget that you may demonstrate one type of behavior AND it's opposite...like the cliche that two opposites are 'the flip side of the same coin.'

Conclusion:

We don't have a totally different set of relationship problems between our home and work lives. Actually, this is a good thing. Once we get a deeper understanding of how we get in our own way in one area, we are more than halfway to resolving these difficulties wherever they appear in our lives.

Understanding office politics

Office politics are as familiar a feature of every workplace as the water cooler, but there is very little refreshing about it. So you have a choice: do you ignore it, or do you learn how to play the game and use it to your personal advantage?

Most of us have been witness to the rise of the mediocre employee who seemed to be holding a
fast-pass to promotion over the hard-working, honest and seemingly smarter worker. Why does that happen?

Because promotion is about competition.

Regardless of the size of the organisation, the reality is that there simply are not enough promotions to go around which is why some people try to gain the competitive edge over their colleagues by making themselves more ‘visible’.

Everyone wants to work on the big projects that can enhance their reputation, prestige, recognition, influence and, ultimately, power. But the way that some people approach this is
different.

On the one hand, there are the ‘purists’. These are the people who will work with diligence and honesty in the belief that they will be recognised and rewarded for the work that they do without
resorting to ulterior tactics.

On the other hand, are the ‘players’. Whilst respecting company rules and regulations, they
recognise that the ‘hidden’ rules of the office can be more influential to their ambitions and will maximise their connections and relationships to advance their positions.

So, are you a purist or a player? And is it really possible to avoid getting caught up in office politics? Here are a few things that you can do to avoid the trap of selling your soul:

• Befriend your boss
- Most managers consider themselves to be experts at what they do and will often relish the opportunity to pass on their experience and advice to you. Allow them to think of you as their protégé.

• Show enthusiasm
- Offer to take on the responsibility of tasks outside of your normal duties. But avoid appearing as too eager because it could backfire on you – you don’t want to be left without any time to do your own job.

• Dress to impress - Shakespeare said, ‘Apparel oft befits the man’. Dress for the job that you want, not the job you already have.

• Stand up for yourself
- Despite your best intentions, someone may try and make you look bad for their own personal gain - perhaps they view you as a main rival. Deal with the person face-to-face to resolve the conflict or, if that fails, respond with strength in a humorous way at the next meeting. This will earn you respect with your peers and make the perpetrator feel foolish.

It may seem unfair to associate office politics as being bad. Is it really that bad to know how to push the buttons of the people who can determine your future career prospects?

Career success is not just about talent. If you want your career to thrive then you have to work to establish credibility, gain allies with influence, stay visible and gain an understanding of the culture.

Considering Office Management?

“An office manager is responsible for anything and everything that can affect the quality of life in the office,” says Jase Bergen, office manager for an entertainment company in New York City. “If it's broken, you better fix it -- no excuses. You just do it. And when six things break at once, you have to keep your cool and have the presence of mind to figure out what has to be fixed first.”

Few roles are as integral to an office as that of the office manager. Responsible for circulating information throughout an organization, as well as coordinating the efforts of vendors, management and support, office managers ensure everyone is working in tandem toward the company's overall success. Could you be up for the task?

An office manager's job description often includes pricing office supplies, managing payroll, controlling petty cash, supervising support staff and interviewing job applicants. An office manager must exercise sound judgment every day, and any lapse may mean termination.

Consider the People

Equipment isn't the only thing that needs regular maintenance and support in an organization. A large part of an office manager's job is motivating and coordinating others to ensure everyone is working together productively toward a common goal.

“The trick to being a good office manager is to earn people's respect,” says Bergen. This means your staff and managers should know that they can count on you in a pinch to do the right thing for everybody, time after time. Sometimes this translates into standing up for what you know is right, even if a fellow employee -- or your boss -- disagrees with your decision.

“Your reputation is everything,” Bergen explains.

Immediate Gratification

While an office manager often works under great pressure because her responsibilities are so great in scope, her satisfaction level is high, too. In a 2004 survey conducted by the International Association of Administrative Professionals (IAAP), office managers reported that being able to see the results of their labor reflected in increased productivity and office efficiency immediately is what they liked best about their job.

The Ideal Office Manager

Jack Deal, a behavioral psychologist specializing in business issues, compiled the following list of must-have skills for the ideal office manager.

• Top-notch computer skills.
  
• Excellent phone demeanor.
  
• Verbal Skills: If an officer manager can't speak well, what kind of impression will she project? In many companies, foreign-language fluency is also an asset.
  
• Good Written Skills: The ability to use proper grammar, syntax and logic when writing is crucial.
  
• Good Organizational Skills: Not being able to find or access important information efficiently can hurt a business.
  
• Leadership Qualities: Office managers should be able to supervise others and have a willingness to use but not misuse power.
  
• A Good Work Ethic: Showing up on time and staying until the work is complete is also important.
  
• Team-Playing Skills: The ability to share information where relevant and help make improvements.

Breaking In

If you're an administrative assistant interested in becoming an office manager, check with your human resources department for any related in-house training programs available. According to the IAAP, many large firms offer training and professional development courses to help prepare you for office management.

The Self-Taught Manager

Admins can also develop managerial skills on their own, and many pick up these skills on the job, according to Annette Dubrouillet, president and owner of Continuum in Springfield, Virginia.

A consultant, speaker and personal coach who works regularly with administrative professionals, Dubrouillet advises admins to develop self-empowerment skills. “Admins have to be responsible for their own professional development, their own mental health within their jobs and their own skills, whether through networking, educational seminars or finding a coach,” she says.

Office Netiquette: Instant Messaging

The use of instant messaging (IM) is on the rise in the workplace, and many experts believe that it will eventually replace email as a corporate communication tool.

Instant messages, or IMs, allow coworkers to exchange information in real time. Yet IMs also present a way for employees to waste time on involved personal conversations. Also, IM technology tends to be insecure and therefore has the potential of leaving corporate networks vulnerable to viruses and hackers. So while most companies are reluctant to eliminate instant messaging altogether, some have also been slow to embrace it -- and even slower to develop clear policies about its use or misuse in the workplace.

nstant Messaging Best Practices

Since many companies have yet to formalise their rules of netiquette as it relates to IMs, an unsuspecting employee who uses instant messaging can wind up in hot water. Fortunately, there are some general standards and practices that are beginning to govern the world of instant messaging. Here are some suggestions from admins who regularly use instant messaging at work:

Use Your "Away" Status Message: "If you just leave your portal open all the time, you can get distracted easily with the constant pop-ups, and it can get very difficult to focus on the tasks at hand," says Jason Bergund, who relies on instant messaging to coordinate complicated activities between a suite of editing bays and their production teams. "I custom-design my status messages to let people know when I'm busy, at lunch, on a phone call or working on a detailed document -- so they know that I'm busy without my having to respond to each and every instant-message query right in the moment."

Keep It Professional: "Instant messages can get really lengthy, because they offer such an easy way to communicate," says Dana Bilbao, who works in production for an entertainment company. "Also, conversations have a tendency to get intimate very quickly, because instant messaging can almost be like talking to yourself." Bilbao restricts her instant-messaging sessions to pertinent information, and she politely bows out when things start to get too personal.

Avoid Talking About Confidential Information: "When you're instant messaging, always be aware that you're on an unsecured line," says Richie Fusco, an office manager for a securities firm. "I'm always careful not to discuss confidential or sensitive information over an instant message, because it's just too easy for pirates to hack into old conversation logs. And I always make sure that my virus and spyware protection is up to date."

Follow Company Policy: "Make sure you know your company's IM policies, if there are any," cautions Bergund. "Many companies, particularly companies in which large numbers of people in different locations have to coordinate their activities, understand that instant messaging is a great interoffice tool. But I've also worked at companies that really frowned on it." Find out if your company has applicable rules and adhere to them. And if a company policy doesn't exist, use common sense, and don't push the envelope

Quick Guide to Common IM Lingo:

BRB: "be right back"

BTW: "by the way"

CYL: "catch you later"

IMO: "in my opinion"

LOL: "laugh out loud"

NP: "no problem"

TTYL: "talk to you later"

YT: "you there"

Office Etiquette: Asking for Money

It’s probably one of the thorniest office issues – money. Whether it’s a birthday, a leaving do, or sponsorship for a charity event, what is acceptable to ask for, and what is, frankly, crossing the line? Here are our top tips:

The golden rule is never to make people uncomfortable, or put them in a position where they feel they have to cough up. This simply leads to resentment and is counter-productive - however worthy the cause in question.

Where office birthdays are concerned, my advice would be: keep it simple. A card is enough for people to know you wish them a happy birthday. Particularly in a big office, birthdays are frequent occurrences, and can end up being a big drain on the purse, especially for more junior employees. If as a manager you’re keen to mark the occasion of birthdays, why not offer everyone their birthday as an extra day’s holiday? I promise you it will mean more to most people than any gift you could buy as a result of a whip-round.

Leaving occasions are arguably slightly different, especially if someone has worked for the organisation for a while. It’s important to them and to the office to mark their contribution and their departure. But there’s no need to go overboard: it really is the thought that counts. My tip here would be to suggest a range (say £1 to £5) for any contributions, and not to press anyone who for whatever reason doesn’t wish to contribute.

Finally – and possibly most difficult of all to handle - the dreaded sponsored marathon/walk/bike ride/Everest climb. How on earth do you say no without looking like Scrooge?

A simple response is to say that you already support another charity and would prefer to concentrate your support on them. If you are the person seeking sponsorship, make it clear that you are not expecting sponsorship, and make sure that you personally thank everyone who does put their hand in their pocket. And don’t even think about asking for sponsorship more than once a year: I know several regular marathon runners who have really miffed their colleagues by constantly asking for funding. Little and seldom is the key!

Seven Ways to Brighten Your Office Day

On average, we spend more than a third of our waking hours at work and as many as 25 per cent of us put in up to sixty hours a week, making the British the hardest workers in Europe. Our desks become more than just a place to do work; they are used for eating, drinking and even sleeping. So take time out to brighten your day and make your office work for you.

Here are seven tips to put some ‘life’ back into your working day.

De-clutter your desk

A recent survey revealed that workers are falling victim to ‘Irritable Desk Syndrome’, with 40 per cent of office staff admitting that their desks were normally piled high with files, dirty mugs and scraps of paper, but most couldn’t be bothered to do anything about it.

Put aside some time in the morning to clear up your desk, organise your files and papers and give your computer screen and keyboard a wipe.

Be honest and ruthless with your re-organisation. As you pick up each item consider whether it really is useful to you. If not, then bin it. You will feel much more clearheaded and less distracted. Remember, everything has its place.

Get personal

According to the ancient Chinese science of feng shui, it is good to have something on your desk that reminds you of a non-work related part of your life such as a favourite picture of your children on holiday or Fido running after next door’s cat – anything that makes you smile and offers some light relief during stressful times at work.

Feng shui suggests that family pictures should be placed in the middle and top-right hand corners of your desk and other images, such as holiday’s snaps, need to be positioned on the left.

Get moving

The British Chiropractic Association recommends getting up from your desk every forty minutes to prevent joint pain, muscular tension and eye strain. Exercise in the middle of the day enables you to focus on something other than work and can leave you feeling re-energised and more productive for the rest of the day.

Allow time to get out of the office and go out for lunch or coffee instead of sitting at the desk where you spend so much of your day. Turn off your phone, Blackberry and laptop and take some ‘me-time’ away form work. These may seem like frivolous acts but you will return to work feeling refreshed and rejuvenated.

Chill out

Take time out for yourself. If you are staying at your desk turn on your iPod or mp3 player and drown out the office noise with sounds you enjoy listening to. Better still, find a quiet part of the office, put your feet up, read a book or magazine, call a friend or take a different route to work.

Getting lost in an activity completely removed from your day to day duties is a great de-stressor and when you return to work you will be refreshed enough to take on the rest of the day.

Go green

…and give life to your desk by buying a plant. Research by the University of Surrey revealed that plants can decrease stress while enhancing productivity by 12%.

And, another study by Oxford Brookes University showed that indoor plants offer a guarantee of positively enhancing perception and contributing to the well being of office workers. Plants have even been proven to reduce the effects of office noise, too.

Avoid negativity and office politics

Staying out of office politics, avoiding backbiting colleagues and gossips can, given time, have a negative effect on you.

Using positive language creates an image in our minds that the subconscious soaks up. Researchers at the University of Pennsylvania interviewed 350,000 executives and discovered that the top 10% performers held a higher sense of optimism.

Counteract negativity by focusing on the positives aspects of your work – the ‘neg-heads’ will soon realise that you won’t entertain their bemoaning. Where office politics are concerned, there are only losers and no winners.

Keep talking

It makes a huge difference to your working day if there is someone in your office that you have a personal connection with – not too personal, mind you, office affairs can end in tears and end careers. Someone you can go out for lunch with or have a drink with after work.

Workdays can be hectic and stressful, and without good people around you, the days can be difficult to get through. Sure, a company can create an atmosphere and work environment. But, when it comes down to it, if you don’t get along with your colleagues, you probably won’t enjoy your job. Plus, having friends at work helps your morale, and consequently the business.