Administrative Assistant's Update

7 Administrative Assistant's UPDATE Quick quiz: Could you be accused of incivility? ☐ I am very direct and tell people exactly what I think. ☐ If I am annoyed or frustrated, it shows on my face. ☐ I sometimes text or check my phone during a conversation. ☐ I occasionally have trouble controlling my temper. ☐ I sometimes say negative things about coworkers behind their backs. ☐ I like to know a lot about my coworkers' personal lives. ☐ I frequently fail to return phone calls or respond to email questions. ☐ During others' presentations, I am often engaged with electronic devices. ☐ If I am upset or annoyed, I may stop speaking or become short and snippy. ☐ I have been known to criticize people in front of others. ☐ I am part of a group that intentionally excludes some coworkers. ☐ I frequently talk with coworkers about my personal problems. ☐ I make comments or play jokes that some people could find offensive. ☐ I prefer to address conflicts through email instead of talking. Can't help but share this By George Pearson If you fancy yourself a good writer, and are always looking to improve, here are some fine points of word usage. Below are examples of three expressions that most people use but which are almost never found in the work of a careful writer. CAN'T HELP BUT: I can't help but think you'll become a stronger writer when you pay attention to details. It's clunky and ungrammatical. Delete but and replace with –ing: I can't help thinking you'll become … Thinking is what I can't help doing. It's a noun (called a gerund, made from a verb) and it's direct object of the verb can (not) help. Here's another example: As leaders of the country's biggest city, mayors [of Toronto] can't help but feel they should be a political force to be reckoned with. The fix: … mayors can't help feeling they should be … TRY AND: I will try and get that document for you. Literally, this means I both will try and will get the document, but that's not what I want to say, which is: I will try to get that document for you. I will do my best, but all I'm promising is to try. Otherwise I would simply say: I will get the document for you. HIM BEING (or similar wordings): I couldn't abide him being smug about his croquet win. The sentence should say: I couldn't abide his being smug about his croquet win. It wasn't him I couldn't abide; it was his smugness, darn it! Here's another example: Be aware that your audience values you getting to the point. No, no. The audience doesn't value you, it values getting to the point. So change the sentence: Be aware that your audience values your getting to the point. In conversation, few people will likely spot these expressions as ungrammatical. But the situation is different when you're creating a business document. Articulate people will notice good – and substandard – grammar and word usage. Writing Tips 12 signs of a collaborative workplace 1. Top management emphasizes the importance of collaboration. 2. Leadership groups actually function as teams. 3. There are no antagonistic inter-department rivalries. 4. Managers encourage communication with other departments & functions. 5. Managers regularly solicit input from employees. 6. Managers regularly share information with employees. 7. Employees clearly understand and focus on common goals. 8. Coworkers help one another with projects and problems. 9. Coworkers share information without being told to do so. 10. Conflicts are resolved through discussion and problem-solving. 11. People enjoy spending time together. 12. The atmosphere feels relaxed, friendly, and productive. Copyright Marie G. McIntyre, Ph.D., www.yourofficecoach.com. Reprinted with permission. Copyright Marie G. McIntyre, Ph.D., www.yourofficecoach.com. Reprinted with permission.

• Cover