Enriching the Employee Experience thorugh Clarity in Job Responsibilities

My employer aspires to be more than just an employer.  Within our CULTURE initiative, we talk about our goal of being a destination employer – a place where individuals not only come to work but thrive and excel.  Central to this vision is our commitment to enriching the employee experience by providing clarity in job responsibilities.

Why is clarity in job responsibilities so crucial?  It’s simple:  when employees know exactly what is expected of them, they can perform their roles more effectively, feel more confident in their contributions, and experience greater job satisfaction.  Clear job responsibilities also promote accountability, reduce misunderstandings, and foster stronger teamwork and collaboration.

 

So, question for you, do you have a clear understanding of your job responsibilities?  

For many the answer is "no".  

So, my next question is, what are you doing to get a clear understanding of your job responsibilities?  Who are you talking to?  How are you going to get clarity? 

By prioritizing clarity in job responsibilities, we not only enhance the employee experience but also strengthen our organization.

 

I think you agree that clear expectations lead to increased productivity, higher morale, and ultimately, better business outcomes.  😊

Use the comments below to let me know if you feel you know your job responsibilities and if you do not, share how you are going to get in the know!

Happy Thursday all,

-srt

Why I Shut My Mouth When Dragonflies are Near

When I was young, my mom would tell a fanciful story about fishing with her dad, sister Ruth, and brother Michael. Whenever she shared this particular tale, her entire face would light up with a radiant smile, her joy so palpable it seemed to fill the room. Sometimes, she would laugh, her eyes sparkling with the happiness of those cherished memories.

My sister and I would listen intently, often asking questions, as you might too, once you hear the story. It was a bit puzzling, even a little scary and confusing, yet it always drew us in. You see, my mom lost her dad when she was just 10 years old. Her last memory of him is watching him get into a taxi to go to the hospital after his appendix had burst. She watched from the top floor of their house, not knowing it would be the last time she saw him. He never made it back home, passing away on January 16, 1952, at the age of 46.

When my mom tells the story, it’s clear how much she admired and loved her dad. This deep affection is why my sister, Shelly, and I hold this story and the symbol of the dragonfly so dear. If I find a dragonfly on anything, I buy it.  I have dragonfly pictures, stepping stones, garden motifs, bird baths, jewelry, and both my sister and I have dragonfly tattoos: Shelly’s is large and colorful, while mine is small (and Chris, well he may have one but hasn't shared). To this day, the dragonfly symbolizes our mom and, in an endearing way, our grandfather, Thomas Henry Edison Hale, whom we never met but feel we know through our mom’s stories.

Now, the story…

My grandfather often went fishing on the Willamette River for carp and catfish. He would walk down the road from their house on McCourtney, cross the railroad tracks, and find his spot near the bridge over the river. He always brought fish home and put them in a sink by a giant washer. The Hale kids were fascinated with the fish, especially the catfish. My next post may just be the tall tale about catfish whiskers.  😉

Sometimes, my grandfather would invite my mom, Ruth, and Michael to join him. They loved these outings, running and playing by the river while their dad fished. As all fishermen know, it's important to be quiet on the banks, which doesn't naturally align with running and playing children.

One sunny day, when the kids were getting a bit too loud, my grandfather gathered them together and said, "You have to be quiet because there are dragonflies around." The kids looked around and saw many dragonflies of all shapes and sizes flying around the riverbank.

"You have to be quiet because if you aren't, the dragonflies will sew your mouth closed," he added, then calmly walked back to resume fishing.

My mom recalls that she and her siblings were remarkably quiet for the rest of that trip. From then on, whenever they had the joy of going fishing with their dad, they were always quiet. She believed his story for many years until she learned in high school that dragonflies do not, in fact, sew mouths shut.

This story, filled with love and a touch of whimsy, continues to bring a smile to our faces, reminding us of the joy and love our mom had for her dad.

When Shelly passed on April 20, 2022, the dragonfly took on even more significance. Like me, Shelly cherished dragonflies and shared this love with her friends, colleagues, and family. Now, seeing a dragonfly always brings her to mind.

This Saturday, Mom and I were helping Soroptimists International of Lincoln wrap up 32 silent auction baskets. My secret sister slipped in a surprise gift for me. When I opened the card and read, "A Good Person is a Gift to the Whole World," my heart overflowed with warmth. Inside the package was a beautiful dragonfly wine stopper. My mouth dropped, and tears welled up—it was such an unexpected and deeply personal gesture.

Scott Adams, creator of the "Dilbert" comic strip, said, "Remember, there’s no such thing as a small act of kindness. Every act creates a ripple with no logical end." I think about this quote and the dragonfly story my grandfather used to tell. The ripple of that story passed down from my mom to her children and now shared with you, is a beautiful reminder of how even small acts can have a significant impact on someone's day, week, or life.

Being Resilient: How to Bounce Back Stronger

Through the Dream It, Be It Program sponsored by Soroptimist International today I had the privilege of talking to a group of High School freshmen today through on being resilient and shifting perspectives on failures to turn them into success.

Failure is an inevitable part of life. Everyone, from the most successful entrepreneurs to the most revered artists, has faced setbacks. The difference between those who succeed and those who don't often lies in how they handle failure. Turning failure into success and building resiliency is a skill that can be developed.

Here are six tips I provided on how to navigate this journey:

1.      Embrace Failure as a Learning Opportunity

a.     Shift Your Perspective – Failure is not the end; it's a step towards success. Instead of viewing failure as a defeat, see it as a valuable lesson. Every setback provides insights that can guide your future actions. Ask yourself, "What can I learn from this experience?"

b.    Analyze and Reflect – Take time to reflect on what went wrong. Was it a lack of preparation? Did unforeseen circumstances arise? By understanding the reasons behind your failure, you can avoid making the same mistakes again.

2.      Develop a Growth Mindset

a.     Believe in Improvement – A growth mindset is the belief that abilities and intelligence can be developed through dedication and hard work. This mindset fosters resilience. Embrace challenges, persevere in the face of setbacks, and see effort as the path to mastery.

b.    Stay curious and open-minded. Seek out new experiences and knowledge. This continuous learning approach can turn obstacles into opportunities for growth.

3.      Build Resiliency Through Action

a.     Set Realistic Goals – Set achievable goals that can guide you towards your larger objectives. Breaking down your goals into smaller, manageable tasks makes them less daunting and more attainable. Celebrate small victories along the way to stay motivated.

b.    Develop a Support System – Surround yourself with supportive people who encourage and inspire you. Whether it's friends, family, or mentors, having a strong support system can provide the encouragement and perspective needed to persevere through tough times.

4.      Cultivate Positive Habits

a.     Practice Self Care – Physical and mental health are crucial for building resilience.  Regular exercise, a balanced diet, adequate sleep, and mindfulness practices like meditation can enhance your ability to cope with stress and bounce back from failures.

b.    Maintain a Positive Attitude – Did you know that being optimistic can significantly impact your resilience. Practice gratitude, focus on what you can control, and keep a hopeful outlook. Positive thinking can boost your mood and improve your problem-solving abilities.

5.      Take Calculated Risks

a.     Step out of your Comfort Zone – Success often requires taking risks.  However, these should be calculated risks where potential outcomes and consequences are considered. Stepping out of your comfort zone can lead to significant growth and opportunities.

b.    Learn to Adapt – Flexibility is key to resilience.  Be prepared to adapt your plans as circumstances change.  My previous boss, the amazing C.S. Frisbie would encourage his leaders to be FUNGIBLE with the ability to pivot as the business needed.  Being open to change and willing to pivot when necessary can help you navigate setbacks more effectively.

6.      Be Tenacious

a.     Keep Moving Forward – Persistence is the key to turning failure into success. Keep pushing forward, even when progress seems slow. Consistency and determination can help you overcome obstacles and achieve your goals.

b.    Embrace Resilience – Resilience is not about avoiding failure but learning how to thrive in the face of it. Embrace resilience by continually challenging yourself, learning from your experiences, and staying committed to your goals.

If I have learned anything about failure in my life it is this:  turning failure into success and building resiliency is a journey that involves changing your perspective, cultivating a growth mindset, taking proactive steps, and maintaining a positive attitude. 

Embrace failure as a natural part of the process, learn from it, and use it as a stepping stone to greater achievements. By developing these skills, you'll not only achieve your goals but also become a stronger, more resilient individual.

Happy Thursday all,

-srt

Mastering the Art of Business Emails: 10 Tips for Effectiveness

Email is a cornerstone of business communication. Whether you're reaching out to clients, collaborating with colleagues, or networking with industry professionals, crafting effective emails is essential for success. However, with inboxes inundated with messages daily, it's crucial to ensure your emails stand out and convey your message clearly and professionally. Here are ten tips to help you master the art of business emails:

1. Know Your Audience:  Before drafting your email, consider who will be reading it. Understanding your audience will help you strike the right chord and increase the likelihood of a favorable response.

• Tip: Tailor your tone, language, and content to suit the recipient's preferences, position, and level of familiarity with you.
• Tip: the TO line should be who your email is directed to. They are the audience you are expecting to respond to.  The CC line is who you want to be aware of and for visibility.  They do not need to join the conversation, but they can if they have something to contribute.  Think of it this way.  You are sitting at a table with a group of friends.  There are many people at the table, but you are speaking directly to the person on your right.  They would be on the “to” line.  The other people would be cc’d as they are the ones who are listening but not actively in your conversation.
• Tip:  While it is easy to send someone an email for action and cc’d their boss – I encourage you to first check your intentions.  Might this backfire?  Could it hurt your brand?  Why do you feel the need to include the boss?  If you are tattling or CYA, don’t do it.  Send the email to the individual and follow up with a phone call if you do not get a response within the time you need it.
• Tip:  The problem with BCC is it is not a transparent, inclusive environment.  Have I used it before, yes.  Do I recommend using it no.  Let me expand on why I think using the BCC feature on emails can be dangerous.  Blind copied emails raise questions you don’t want people asking or thinking.  They give people a reason to question if they can trust you which is not something you want tied to your professional reputation.  They can also come across as manipulative and may put those who are blind copied in an awkward position.  When I receive a BCC’d email, I am never sure if I am supposed to pretend I don’t know the information if asked or be surprised when I hear it.  It is just not the inclusive, transparent environment that we all want to operate within. Now, there are some reasons I use BCC strategically. For example, if I am sending to an audience of over 20 people, I might BCC the recipients so that they get the message and can take action without fearing they will reply all or do something with my list of email addresses.  When I do this, I will usually notify the audience that they have been BCC due to size. 
• Tip:  Do NOT abuse DLISTS.  People will start to ignore

2. Craft a Clear Subject Line:  The subject line is your email's first impression and determines whether it gets opened or ignored. Keep it concise, specific, and relevant to the email's content. A compelling subject line gives recipients a glimpse into what the email entails and entices them to open the email.

• Tip:  Use "Action Required”, "Action Needed by 3/12 @ noon Pacific", "TOP OF PILE" or "For Information Only" within the subject line in order to help the audience know the priority of your email. 
• Tip:  Flags are great, and reminders work too, but they are tools that are often abused.  Be thoughtful with your subject line and entice recipients to open.

3. Keep it Concise and Relevant: Respect your recipient's time by getting straight to the point. Avoid long-winded introductions or unnecessary information. Be clear about the purpose of your email and stick to relevant details to ensure it's easily digestible.

• Tip:  Use Grammarly to get to the point faster
• Tip: Keep it simple. Never use 25 words when 15 will do. If you can cut the clutter in your sentences, your readers will have a clear idea of what you want them to understand.

4. Mind Your Tone and Language: Maintain a professional tone in your emails, regardless of the recipient. Avoid using slang, jargon, or overly casual language that may be misunderstood or deemed unprofessional. Strike a balance between friendliness and formality, depending on the context.

• Tip:  Be inclusive!  Use They or Their language instead of he/she when and where appropriate.  Especially good if you are talking to an audience that consists of both. 

5. Use Proper Formatting and Structure: Organize your email with clear paragraphs, bullet points, or numbered lists to improve readability. A well-structured email is easier to follow and enhances comprehension. 

• Tip:  For those of us who used to use typewriters……we no longer need two spaces after a period.  We are FREE! 
• Tip:  Do not use th, rd, st for numbers
• Tip:  Be consistent – for example dates:  choose a way 3/2/24 or March 2 or March 2, 2024, and use it throughout the document.
• Tip:  For the first acronym, spell it out.  Example:  Message Gateway (MGWY)
• Tip:  Spell out words.  Example: cert/certs should be certificate/certificates
• Tip: Use bold or italicized text sparingly to emphasize important points.
• Tip:  Do not use ALL CAPS.  Unless you really are yelling at them?  😉
• Tip:  Use the Oxford Comma.  You use a comma before the conjunction. For example, this screen has a pink, purple, and gray circle on it. The second comma before the word and is the Oxford comma. Using it makes it easy for the reader to quickly understand your meaning. 
• Tip:  Write active sentences. In each sentence, readers should be able to picture the subject and the verb. This means I should be able to visualize what is happening and who is doing it.  Generally speaking, business writing is active, but strategically use passive voice when it makes sense for your situation. 
• Tip: Avoid excessive punctuation. An exclamation point should be used for emphasis, but if you use them frequently, it reads like you're yelling and there's no need to use more than one question mark or exclamation point. 
• Tip:  Maintain parallel structure in lists. This means if you start with the past tense, everything listed afterward should be in the past tense. Or if you start with a verb, like the list I'm describing in this video, every item on your list should start with a verb. 
• Tip:  Use colors to tie thoughts together (ex: See yellow highlight below), especially when you are attempting to be concise.

6. Personalize When Possible:  Whenever appropriate, personalize your emails to foster a stronger connection with the recipient. Address them by name, reference previous conversations or interactions, and demonstrate a genuine interest in their needs or concerns. Personalization adds a human touch and makes your email more engaging.

7. Proofread Before Sending: Typos, grammatical errors, or unclear phrasing can detract from your professionalism and undermine your message. Take the time to proofread your email carefully before hitting send. 

• Tip: Consider using spelling and grammar checkers
• Tip:  Ask a colleague to review it for you
• Tip:  Remember autocorrect makes mistakes.  Proofread after autocorrecting.
• Tip:  If the email is important, consider sleeping on it and reviewing it again the next morning. 

8. Be Respectful of Timeframes: Be mindful of the recipient's schedule and deadlines when sending emails.

• Tip:  Always ask before you resend to avoid bombarding them with messages. Who knows, they may be in email jail.
• Tip:  Do NOT expect an immediate response unless it's urgent. Respect their time constraints and give them reasonable time to reply.

9. Include a Call to Action (CTA):  Clearly state what you expect the recipient to do after reading your email. Whether it's scheduling a meeting, providing feedback, or taking a specific action, include a concise and actionable CTA to guide their response. Make it easy for them to understand what is required of them.

10. Follow Up Appropriately:  If you do not receive a response within a reasonable timeframe, don't hesitate to follow up. However, do so tactfully and without being pushy. A polite reminder or a brief clarification can prompt a response without coming across as intrusive.

Mastering the art of business emails takes practice, but by implementing these tips, you can enhance your communication skills and make an impression on your recipients. Remember, every email you send is an opportunity to highlight your professionalism, credibility, and attention to detail. 

Happy Thursday all,

-srt

Focus on Self-Care as a Way to Prevent Burnout

When I was younger in my career, a friend bought me a demotivational calendar from despair.com.  Many of the calendar pictures I laughed at.  However, when I came across the one on attitude, I had to pause.  

The picture for March was a lit match standing high above a bunch of other matches that were unlit.  Below it read:  “Burnout:  Attitudes are Contagious.  Mine Might Kill You.”   

Yikes!

Attitude @ Despair.com

At the time, I remember thinking how unfunny this was.  It came at a time in our world when we were seeing mental health issues across the United States.  The Unabomber, marathon bomber, school shootings, club bombings, and concert shootings, were all becoming a part of our world.  As a mom with small boys, it was a scary reality in a world that felt out of control.  

Fast forward to today, the situation has not improved as much as I would like.  However, what has been improved is the acknowledgment of mental health issues and a reminder that we must be able to talk openly about mental health and ask for help, when / if we need it. 

Burnout happens.  It happens when we do not take care of our mental health and exhaust ourselves from attempting to meet expectations of work, family, our communities, heck, the world. 

I have noticed that many of you have been putting in long hours and working tirelessly to meet deadlines and deliver exceptional results.  While dedication and hard work are admirable qualities, it’s essential to prioritize your well-being and prevent burnout. 

Burnout has various severities as well.  Burnout can impact your health and happiness but also diminish your productivity and effectiveness in the long run. 

So, let’s talk about some practical things we can do to prevent burnout and find a healthier balance between work and life:

1. Recognize the signs:  It’s important to recognize the signs of burnout early on.  If you are feeling exhausted, overwhelmed, or emotionally drained, it may be a sign that you need to take a step back and prioritize self-care.  Pay attention to your physical and mental well-being, and don’t hesitate to use paid time off or other benefits accessible to you to prioritize your well-being. 
2. Set Boundaries:  We also need to be really good about establishing boundaries between work and personal life to prevent burnout.  Designate a specific time for work and disconnect from work when you are off to prevent work-related stressors during your downtime.  Setting boundaries allows you to recharge and prioritize activities that bring you joy and fulfillment outside of work.
3. Prioritize Self-Care:  Make self-care a priority in your daily routine.  Engage in activities that promote physical and mental well-being, such as exercise, meditation, yoga, hobbies, reading, or spending time with loved ones.  Remember that taking care of yourself is not selfish but essential for your overall health and happiness.
4. Manage Your Time Wisely:  Effective time management is key to preventing burnout.  Prioritize tasks based on importance and urgency and allocate time for breaks and relaxation. Utilize tools such as calendars, to-do lists, and time-tracking applications to organize your tasks and ensure that you are making the most of your time.  Use the productivity hacks I have shared these past two months to make better use of your time.  All of these will help you manage your time wisely. 
5. Learn to Delegate:  Don't be afraid to delegate tasks and responsibilities to your colleagues or supervisors when needed. Delegating tasks not only lightens your workload but also fosters collaboration and teamwork. Trust your teammates to handle tasks competently, and be willing to offer support and assistance when needed.
6. Communicate Openly:  If you are feeling overwhelmed or stressed, don’t hesitate to communicate with your technical lead, manager, or peers.  Open and honest communication fosters trust and allows us to address issues proactively.  Together, we can find solutions and can support each other through challenging times. 
7. Take Regular Breaks:  Make sure to take regular breaks throughout the day to recharge and refresh your mind. Step away from your desk, go for a short walk, or engage in a brief relaxation exercise. Taking breaks not only improves productivity but also reduces the risk of burnout by preventing mental and physical fatigue.
8. Celebrate Achievements (Regardless of the Size): Take time to celebrate accomplishments and milestones along the way.  Recognize your hard work and dedication and acknowledge the progress you’ve made.  Celebrating achievements boosts morale and motivation, making it easier to stay motivated and engaged in your work. 

Did I miss any that you use in your day-to-day life?  Share in the comments below! 

Preventing burnout requires a proactive approach to self-care and well-being.  By prioritizing your health and finding a healthy balance between work and life, you can prevent burnout and thrive in your career.  Remember, you are valued.  You are a valued member of my team.  Your well-being is my top priority. 

Happy Thursday all,

-srt