Like, um, yea, so... just one of the many ways we wander off of on our conversations. Although the following information does not exactly let one know how to deal with these problems, this article does help to reveal how to explain things more effectively. Found at Global Knowledge.
10 Ways To Explain Things More Effectively
April 1st, 2008
By Calvin Sun
In the course of your work, you may sometimes need to explain technical concepts to your customers. Having them understand you is important not only for technical reasons, but also to ensure customer satisfaction. The ability to explain things clearly and effectively can help you in your career, as well. Here are a few tips to help make your explanations understandable and useful. #1: Keep in mind others' point of view
You've probably seen the famous illusion that looks like either a young woman or an old woman. Two people can look at that same picture, and they can have opposite views of what they're seeing. Keep this idea in mind when explaining a concept. Something that might be perfectly understandable to you might be incomprehensible to someone else. Don't be the person customers complain about as using "geek speak." #2: Listen and respond to questions
It's easy to become annoyed when someone is asking questions. However, try to resist that reaction. A better attitude is to be happy that the other person is interested enough to ask questions. To minimize confusion and misunderstanding, try to paraphrase or summarize a question before you answer it. This step is particularly important if you're in a group setting, and you've just taken a question from someone in the audience. Repeating the question for the entire group helps everyone better understand your answer. #3: Avoid talking over people's head
When you explain things to people, do their eyes glaze over? Chances are it's because you're talking over their head. Symptoms of such behavior include the use of jargon and acronyms. Remember, the people you're talking to probably lack your specialized knowledge, so you should use readily understandable terms.
The same goes for acronyms. They're important, but if you use them, define them in "longhand," followed by the acronyms in (parentheses), so that everyone's clear. Doing so avoids the scenario of situation normal, all fouled up (SNAFU).
Even within IT, the same acronym can mean different things. For example, both "active server page" and "application service provider" have the acronym ASP. A story from the Vietnam War era further illustrates this point. A young woman brought her boyfriend home to meet her father, a retired military officer. The woman was nervous because the boyfriend was a conscientious objector. When the father asked the young man to talk about himself, the latter replied, nervously, that he was a CO. The father clapped the young man on the back and congratulated him, thinking the latter was a commanding officer. #4: Avoid talking down to people
Avoid the other extreme as well. Don't insult people by assuming that they're only as intelligent as a three-year-old. An attendee at one of my communications training classes described it aptly as "Barney communications."
Greek mythology has references to two monsters, Scylla and Charybdis, who sat on opposite sides of a narrow strait of water. If a ship sailed too close to Scylla, it was destroyed and the sailors eaten up. If the ship sailed too close to Charybdis, it was destroyed by a whirlpool that Charybdis created. The ship had to go right between them to survive. Follow that same principle with your customers: Make your explanations neither too complicated or too simple. #5: Ask questions to determine people's understanding
The people you're talking to shouldn't be the only ones asking questions. You should be asking questions as well, to make sure they understand. Your questions can be open ended, which gives people a chance to provide detailed information, or they can be closed ended, which generally calls for a simple yes/no response. In either case, asking questions tells people that you're interested that they understand. #6: Focus on benefits, not features
What's the difference? A feature is some inherent property of an object. A benefit, on the other hand, is a way the feature helps a person. For example, one of the features of a Styrofoam cup, because of the material used, is insulation. Someone who's planning a party probably doesn't care how the cup provides insulation. That person is more interested in the fact that such a cup keeps hot things hot and cold things cold.
In the same way, try to focus on benefits of technology rather than features of technology. This distinction becomes more important the higher the level of the person you're talking to. The CFO probably has little need to know about the specific commands and steps involved in setting up database mirroring. That person will want to know, however, that such a practice reduces the chances of data loss. #7: Use analogies to make concepts clearer
An analogy involves explaining an unfamiliar concept in terms of a familiar one. For example, in drawing an analogy between a firewall and a bank teller, you could say that people don't just go directly into a bank and take money out. They go to the teller and identify themselves; the teller makes sure they have enough money; and then the teller gives them the money. Similarly, a firewall ensures that people who want access to a system really are permitted to have that access.
When choosing an example for an analogy, first figure out the general principle you're trying to explain. Then, choose something from real life that illustrates that principle. Say, for example, that you're trying to explain memory leaks. Suppose you conclude that the principle involved is that of taking without giving back completely. An example/analogy might be the consequences of pouring a cup of pancake batter into successive measuring cups, or the consequences of lending money to your brother-in-law. #8: Compare new concepts to familiar ones
Another illustrative technique is to use a familiar or existing product as a comparison. If you're explaining a new release of a software product, the comparison is easy. Simply discuss the additional capabilities it has over the previous one or how key features are different. If the person hearing your explanation is also an IT person and is familiar with different or older technology, try explaining in those terms if you can. For example, when explaining thin clients, consider a comparison to the old 3270-type terminals that IBM once used for connection to mainframes. #9: Use the concepts of subsets and supersets
Brooklyn is a subset of New York City, because all of it is a part of that city. Conversely, New York City is a superset of Brooklyn, because the former contains, in addition to all of the latter, other boroughs as well. These concepts are helpful in describing, for example, a "lite" versus a "professional" version of a software product. If the latter does everything the former does, plus more, it truly is a superset of the former, and the former is a subset of the latter. Be careful, though: If the "lite" version does even one thing that's missing from the professional version, there's no longer a subset/superset relationship. #10: Confirm that your explanation makes sense
Once you've finished explaining your point or answering a question, ask a final question yourself. Make sure the people who heard your explanation truly did understand it. Consider asking them to give you the explanation in their own words, just to double-check. About the Author
Calvin Sun works with organizations in the areas of customer service, communications, and leadership. His Web site is http://www.calvinsun.com and his e-mail address is csun@calvinsun.com.
Looking to find out new music that you might like? This service might help. It's called Musicovery and is based simply on the idea that all songs have different moods and tempos. You just choose where along the x and y axes you want Musicovery to pull a song for you and you get that song, as well as a string of other related songs. You can also narrow your search query via genres and decades. It's really cool.
This is an amazing article from Free Geekery about 22 things that you can get for free. Who knew you could get classes at MIT or language lessons for free. :)
Conventional wisdom holds that you only get what you pay for, but the real free geek knows that with the right knowledge (and maybe a charming smile) pretty much anything, even the good stuff, can be had for less or in the best case scenarios nothing at all. Despite this, there are a number of things out there that don’t seem to scream “free” majority of the time (MIT being one). Here’s a list of a few free things that might surprise you.
Classes at MIT If you’ve ever wanted to know what it feels like to get a first class nerd education but never had the money or the grades, MIT offers a majority of its curriculum (graduate and undergraduate) online free of charge. On the downside, the quantum physics class you decide to take won’t count for any actual college credit, but free education is free education whether you get credit or not.
Language Lessons The world is an increasingly smaller place, and the ability to communicate in a language other than your native tongue is an increasingly valuable skill to add to your resume. There are a number of resources available on the web to help you learn languages (everything from French to Urdu) via Podcasts. A good one to try is the BBC. There, you can brush up on your Spanish or learn something a more complicated. Best of all, you can load it onto your MP3 player and take it with you to listen to while you’re driving to work or running errands.
Business Education Learning to run your own business can be a trying experience, but you can get a little help and advice for free from the Small Business Administration. Local business centers offer classes that can teach you how to write a business plan or even how to take care of all the tax details associated with business ownership.
Computer Classes Technology changes so fast these days it can be hard to keep up. There is a solution to at least some of your computer and gadget illiteracy woes, however. Apple stores nationwide offer workshops on a variety of (Apple) software and hardware techniques as well as some computer basics. The classes might not do you a lot of good, however, if you don’t own any Apple products.
Museum Admission Going to a museum can be pretty expensive, especially if you’re trying to bring a family along. Many museums offer free days or hours, especially during the summer (like the Art Institute of Chicago summer programs). Why pay $20 to see a Van Gogh when you can study his work for free?
Concerts, Movies and Shows Many communities offer a wide variety of free entertainment through local park districts and organizations. While it may not always be the hottest new feature, taking advantage of free entertainment can be a great and cheap way to spend an evening. Many large cities, like Chicago, show series of movies for free during the summer in the parks. You can bring a picnic, refreshing beverages, and enjoy the weather and scenery along with your free movie. Check your local park district’s website to see if there are any events in your area. Certain reward credit cards can get you free VIP access to certain events as well.
Pets Choosing to adopt or buy a pet can be a potentially costly endeavor, but there are ways to get around at least some of the initial costs. Sites like Craigslist and PetFinder often offer pets for free. You can find great animals whose owners can no longer keep them do to allergies or living situations. Make sure to meet the animal before you commit to taking it home, though, as not all posters might be as honest as they should be about the temperament of the cat or dog.
Gym Membership While more long-term solutions to free gym membership may be more complicated, you can get free passes to visit almost any gym in your area. Beware, however, that you might end up listening to their spiel to sell you on a pricier membership plan. If you aren’t pained by the idea of a sales pitch, you could theoretically shop around at every gym in town to maintain the free access for several weeks, depending upon the size of your town. The best time for free trials is at the beginning of the year, as many people want to make good on their New Year’s resolutions.
Photo Prints Many online photo album services not only allow you to share your photos with family and friends through the internet but they’ll give you free prints of your photos as well. Check out Snapfish, Kodak, dotphoto and Adorama to see about getting free prints when you sign up. Sometimes you can get anywhere from 15 to 50 prints of your photos depending on the site and the time of year when you register. The photos aren’t entirely free, however, as you do have to pay for shipping; but it’s considerably cheaper than having all those prints made at your local photo store, and usually amounts to mere pennies for each photo.
411 Service Need directory information but don’t want to pay for it? Simply dial 800-373-3411 (800-FREE-411). You’ll get free directory assistance from your cell or land line. The catch is, however, that you do have to listen to a short (only 20 seconds) ad before you can ask your question, but really, that’s a small price to pay for a free service.
Phone Calls If your long distance charges are getting you down, stop using your phone to make calls and start using your computer. Sign up for Skype or Gizmo Project and you can make computer-to-computer calls for free to anywhere in the world. Hook up your Webcam and you’ll have an instant videophone.
Email Reminders Have a terrible memory? Never forget a birthday again by using a free email reminder system like Memo to Me. Simply give them the date you want to remember and your email address and the system will send you a note that will gently remind you to remember your anniversary. Of course, you do have to remember to check your email in order for this to work. If you want to take preemptive action, you can also pick out free eCards to be sent at a later date. Hallmark carries a great collection of free cards, but you can also try out Hipster Cards or CardCow.
Ice Cream There is nothing that cures a craving for Chunky Monkey except some actual Chunky Monkey. One glorious day out of the year you can eat all the Ben & Jerry’s you want and not spend a dime. That’s right, Ben & Jerry’s worldwide has a free cone day. The best part is that there is no limit, so you can come back for breakfast, lunch and dinner.
Used Books For some people (myself included), buying books is a ridiculous obsession. To find a way to somehow acquire more books for less money is a book lover’s dream. Try out PaperBackSwap or Title Trader. Both operate on the principle where you list books you don’t want (that horrible Oprah book club one you’re ashamed to have sitting on the shelf) and then wait for someone to request it. Once someone’s laid claim to it, you simply mail it out and you’re given credit towards getting a book you really want. You will have to pay for shipping your old books out, but on paperbacks it isn’t much and you won’t have to hunt through dusty bins to find the book you want in return.
Household Items Have some junk lying around the house thatyou don’t want anymore? List it on Freecycle, a nonprofit community group that encourages users to give away old items instead of throwing them away. You can clean out your old stuff and replace it with new stuff for free. If you see a listing you want, simply respond to it. Keep in mind, however, that you are responsible for transporting, shipping, or picking up the items you want.
Makeup Want to try out movie star makeup without having to pay movie star prices? Many beauty supply stores will give you free samples of their products to take home with you. Some stores, like Sephora, will offer a generous sample of almost anything in the store to try it out. This free supply might not last forever, but you can look good for at least a little while!
Face Cream Want to prevent wrinkles without giving yourself new ones when you think about the cost of your face cream? Many department store brands will give away free samples if you ask nicely enough, but Oil of Olay has a sample program where you can try out their products for free. Any Oil of Olay fan knows that a little bit of this product goes a long way, so this is a great deal.
Good Samples While it does require a bit of a time investment on your part, you have potential to get some decent free samples from product surveys. Programs like E-poll and American Consumer Opinion will send you samples of everything from spaghetti sauce to toilet paper to get your opinion on those products. Urban legends even tell of those lucky few who got free TVs to try out (don’t bank on this when you sign up).
Comic Books For comic book geeks out there, I have something for you as well. At the beginning of May (the event was held on the 5th this year) you can head into your local comic book retailer and pick up some free comics. The titles range from Spiderman to Gumby, but with almost 30 different titles there should be at least something that you can enjoy for the summer.
CPR Courses You may not think you’ll ever have a time in your life when you’ll need to know CPR, but it’s really better to be safe than sorry when it comes to first aid treatment. You can take free CPR classes through many local hospitals, fire departments, or even online. It might sound like a boring way to spend your evening, but your efforts could save a life.
Legal Music Not all music available for download online is illegal, though you do have to be careful about what you choose. Many artists contribute songs intended for free download so that they can expand their audience. Check out this list of sites that offer free music. There is bound to be something that will pique your interest, and possibly open your eyes to new music you didn’t know about, without making you get out your MasterCard.
Coffee Your morning pick-me-up can be a little cheaper at least a few days a year by taking advantage of free coffee. Starbucks sponsors the Starbucks Coffee Break on March 15th, when they offer free coffee between 10-12 am. If you’re lucky and Starbucks is generous, pastries may be available for sampling as well.
While not everything you want can always be free, there are a lot of free things out there for the taking if you know when to go and where. So take advantage of this list, and start getting all the free stuff you deserve (you’ve worked hard for it).
It's amazing to me how many guys don't know how to tie a tie and yet to wear one is so simple and professional/stylish that it's worth taking the time to learn. For the longest time, I only knew one way, apparently called the Half Windsor. This was always a little bit crooked for me, until I discovered both the Double Windsor and Pratt Knot. Now depending on what the length and thickness is, I'm more than well equipped for whatever tie debacle life may throw my way.
I suppose it's additionally important to acknowledge the existence of the Four in Hand.
Do you know what Web 2.0 is? What about Social Bookmarking?
These are two terms that have greatly changed the way people work and interact online. Regarding the latter, it is a way of sharing the things you like on the internet with others.
Say you like this video
You can use sites like Stumbleupon, or Digg to not only bookmark it but have the chance to show it to others.
One might think that there are a few such sites that allow one to do this, but in fact, there are many. To this end, here are 50+ such bookmarking sites.
If you like my site or any article, feel free to social bookmark it. It's below the submit selection to the right.
I really want to see this or at least more buildings employing similar technology.
What this is a Biowall. It features plants held on a wall via thick matting, watered by a continual flow from the top, and with fans behind the plants.
The plants act like a huge filter from pollutants which typically float about in the workspace, while the fan moves the filtered air about the various floors.
There's something so intrinsic about flirting that even in a relationship it is hard not resist. Simply looking at some of my friends, for instance, one might wonder why he continues to flirt when with (or at the very least, dating) someone. Turns out, the intrinsicness comes from our genes and the ways in which our bodies function...
It’s so natural, we barely even notice we do it. Tilting a head to expose the neck, smiling or laughing at something that really wasn’t funny, moving closer to the person making unfunny jokes, mimicking their actions. Our body language is perhaps the most subtle expression of what we’re really thinking and feeling, and is a crucial component of the courting dance known as flirting.
Though cheesy pick-up lines abound, a lot is conveyed even before words are uttered. A prolonged gaze or arched eyebrow gives clues to the person across the bar that you’re interested without having to explicitly ask about his/her sign. Though the statistics differ, some attribute almost 80 percent of our first impressions to our stance and swagger. And because flirting helps both animals and humans find mates faster and easier, it is an evolutionary trait hard-wired in our brains. Mice twitch their noses at potential mates, colorful peacocks strut around for admiring peahens, and pigeons puff their chests to look buff. As much as we have moved on from mice and feathers, we do much of the same, for the exact same reasons.
Genetic Peacockery Because flirting is an easy way for us to display our genes, mating potential, and interest, nature put a lot toward its success. This is one of the reasons why some males birds have exotic plumes, why elk carry hefty antlers (a sign of a healthy immune system), and why male fiddler crabs have such large claws. He waves his in the air, alerting females to his whereabouts, and signaling them to come closer for a better look at his burrow, colorful shell, and flashy claw.
Much in the same way, we’re physically programmed to indicate interest almost before we mentally have a say in it. Slight actions reveal a lot. Stance, eye movement, and gestures like leaning forward to talk to the person, or quick eyebrow raises are what scientists call contact engagement, signaling to the other mammal that you’re prepared for things to potentially get physical. Perhaps most importantly, these signals show that you’re not intending to dominate or flee. Or not just yet, anyhow.
Moves Have Messages By studying humans in their natural courting habitat (usually bars), scientists have been able to document the movements we make when we’re interested in someone else. As it turns out, we’re all quite predictable. A woman smiles, raises her eyebrows, opens her eyes wide, holds a gaze, fidgets with her hair, lowers and tilts her head, and laughs. A man might jut out his chin, try to make his chest appear as large as possible, unconsciously flex an arm, laugh aloud, and smile. But what do all these ridiculous gestures mean?
By comparing our actions with those of animals, it becomes clear that moves have messages. A woman tilts her head and shows off her neck as a sign of vulnerability and submission. I see my friend’s dog, a female boxer named Mable Mae, do this all the time. When a male dog is approaching, she turns her head and flattens her ears as if to say, “I’m a lover, not a fighter. Don’t bite.” The male dog naturally assumes the taller, dominant stance. Mable also steals sideways glances, just as we do when flirting, to show she’s demure and hard to get, yet interested.
Read My Lips Like a lioness presenting herself to a mate, women will arch their backs and show off their hips to indicate fertility. Though I hate the stereotype of a giggly, doe-eyed blonde, women laugh and open their eyes wide not because they’re ditzy, but because it conveys an image of surrender and youth. (No wonder Dolly Parton was so jovial and popular.) While both men and women will make prolonged eye contact with people they’re interested in, a woman might also lick her lips, helping to bring visual attention to the mouth. If someone is staring at your lips he may be thinking of how to kiss them; scientists also think that our facial lips mimic our vaginal ones, and licking them shows sexual intent. (I swear, sometimes scientists have the dirtiest minds.)
Though a man might not pound his chest like Tarzan while in a crowd, it’s only because of social constraints. He’s still trying to put forth his strong jaw, an indicator of high testosterone levels, and spread his arms and chest to look muscular and strong. Yet he doesn’t want to look too strong or threatening, so he laughs and smiles frequently. Confident and powerful enough to protect his brood; nice enough not to harm the doe.
Monkey See, Monkey Do Together, both sexes take part in mirroring, tending to sit or stand in similar positions, or pick up a drink at the same time. When one person leans in, another will do the same if she likes what she’s seeing. The theory behind this is that people are drawn to others who are like them. (Dating note: if he picks his nose, put the mirror down.)
We also tend to point or gesture toward our object of desire. This means feet, hands, or the entire body will subconsciously be pointed toward him or her, opening up a line of physical—and hopefully verbal—communication.
Yet through all our coquettish gestures, anyone who’s raised her eyebrows at a cop knows that flirting is not always intended to seal the deal. Flirting can be a default mechanism when we want to get something for nothing (a better table at a restaurant, another free cocktail on the airplane, a shortcut in line) or a comfortable and fun way to interact with new people. And it’s certainly not reserved just for people we want to mate with; married people flirt with no adulterous intentions and platonic flirting happens all the time. Flirting opens windows of potential and can peak curiosity about what might happen, but it also leaves us with the ability to walk away, no harm done.
This article about organization left me saying, "well duh." I'll try this as soon as I get back to school.
Paper Management
· the most workable daily paper management system falls into only 5 slots. Using the "5 basket system," See our office resource section for product recommendations, each paper will fall into one of the following categories:
To Do
To Read
To File
Today
Trash
· The following compiled list of category questions will give you a better idea of what to ask yourself when handling papers on a daily basis. This system REALLY WORKS. You just need to be totally honest with yourself -- that's all.
· Place each appropriate paper in the corresponding basket based on what you need to do with it (do an action on it later? something for today? read it? file it? toss it?)
· Remember, "maybe," "miscellaneous" and "stuff" are not categories of choice. Now ...be honest here. Place a verdict on each paper once and for all. We know you can do it!
· if you have to ... pretend we are right there with you -- because we reallyare!
· Remember, there is no cheating or excuses in this part of the sorting. You are far too important to us to let you slide at this point. It's called tough love. We know the types of papers that thousands of people hold onto -- with the best of intentions. We also understand the valuable space that these intentions consume. You do too.
· Understand that this diligent sorting is a must to recover your valuable workspace. Afterwards, you will have a clearer vision of all that needs your immediate attention. You will be able to make healthier decisions in the future too.
· Trust us. We know that you have a heart of gold and visionary dreams of all you want to accomplish. We sincerely admire that in all our clients. Yet, we also wanton see you succeed in your truest form. We need you to be more realistic about the amount of hours in the day and what truly needs to be addressed.
· In order to do that, you have to let go of certain things that may not suit your higher purpose any longer. Things that may not be as important as you once thought.
· Trust in the Universe that you have a higher purpose and clarity of vision is what’s needed to achieve that role. We all have a unique contribution to make. Sadly, it is oftentimes unseen in the midst of dies-organized ways.
· OK! Now once you get started, "keep on trucking" through those piles! One pile at a time. The momentum will actually increase with every paper that passes through your hands.
· Oooops, watch it now! If you pick the paper up, be very careful not to put it down in another pile. That is exactly what we mean about "passing a verdict once and for all." No shuffling of piles allowed here folks.
· Sorting may appear difficult at first, yet after you truly understand "what's the worst that could happen if I do not have this paper tomorrow" in any given situation, the easier it will become.
Note: Attempt dealing with all of your paper in this regard for 21 days and you will be well on your way to developing a new habit. It's a piece of cake from that point on. What have you got to lose? Just do it for 21 days ...then make a choice ...YOU controlling the paper...or the PAPER ONCE AGAIN CONTROLLING YOU!
Divide and conquer:
· with each piece of paper, let's see if we can decide the following. This is "key” now folks!
· Do I need to: read it? File it? Toss it? Do something later? Do something yesterday? (Not to worry -- in the initial stages we usually uncover a LOT of these due to the fact that important things got buried). We all know about "out of sight out of mind" so don't fret. Avoid beating your self up now -- you promised!
· you may run across several where you find yourself asking: why do I even have this?
· Just place all those "needed to do yesterday" items in the Today basket as you come across them and you can schedule them for tomorrow seeing as "today" is D-Day and there are no interruptions excluding emergencies that require you to stop mid-stream of the task at hand.
· I know, I know... a lot of people get to this point and think we are going to make you throw everything out. Not to worry! We understand there is really, truly, qualified and quantified data roaming around this desk that is extremely valuable to your business or home concerns. These next few steps are only designed to assist you in making educated decisions on "what the heck to do with all this paper." Our aim is not to trash it all on you, only to help you categorize it and systematize what you need to do vs. what is no longer important today.
To Do...
· Warning: this basket may be extremely large by the time you finish. Relax. It’s actually quite normal to unearth quite a bit of things that need our attention in the near future during this part of the process. After all, we are nearing the bottom of the desk once and for all! No need to panic. We can easily show you how to easily dwindle this down in no time! See our section onhandling daily schedules.
· Pick a paper ...any paper, and ask:
Do I really need to do this?
Is it too late to do this?
Do I really want to do this?
Does anybody care if I do this?
· When a paper meets the criteria to the above questions, with an "emphatic yes -- Instill need to take action"To Do basket. That's it for now! place the paper in the
· If the answer is "nay," ...too late ... not as important as I "thought' ...no time to do this or what am I even saving this for? Toss it! Utilizing the 5th basket (trash), Ian option we hope you see as viable.
· to process paper landing in the To Do basket -- see our section on handling daily schedules.
To Read...
Do I have time to read this?
Do I have more than 3 months of issues here?
Is this out of date?
Will I possibly receive this again?
Is there another resource for this if I decide I may want to read it at a later date?
· whatever you do, avoid taking the time to read at this point. When a paper meets the criteria to the above questions, with an "emphatic yes -- I still need to read this," place the paper in the To Read basket.
· Loops, hold on a sec. If the item you want to read is "part of" a magazine, journal, newspaper or periodical -- tear the appropriate pages out and staple them together. 80% of the time that you save an entire item, you will forget why you were saving it by the time you get back to it.
· to process paper in the To Read basket -- see our section on handling daily schedules.
To File...
· OK. Some of the valid categories you may stumble into here are:
· archival files: legal and tax papers
· current files: regular business or home documents, warranties, instructions, reference material, clients, papers you will use as resource etc.
· some of the invalid categories are a swarm of unknowns from Oshkosh to Kalamazoo. To deal with these critters you need to ask the following:
Is this a duplicate?
What's the date?
How often will I need to refer to the information?
Do I need this piece of paper or do I want it? (Big difference)
Will I really use this information?
Is this really quality information?
Can I acquire this information somewhere else in case I do need it later?
Can I live without this piece of paper? (What’s the worse that could happen if I didn't have this tomorrow)?
Does this paper deserve to occupy my valuable space?
· Remember, 80% of what you file is never looked at again!
· When a paper meets the criteria to the above questions, with an "emphatic yes -- Instill need to file this," place the paper in the To File basket.
· If the answer is "nay," ... not as important as I thought ...I can get this again or why am I even saving this? Toss it! Utilizing the 5th basket (trash) IS an option we hope you see as viable solution.
· to process paper in the To File basket -- see our section on handling daily schedules and creating file systems.
Today...
· now listen closely. In deciphering the difference between the To Do and the Today baskets, I want you to think of "when" these items need to be completed. Obviously any past due items need to receive the red carpet treatment. That is what the Today basket is all about. It's your "hot list" of things to do, not a "wish list" of things to do.
· The To Do basket are items that will need your attention, just not necessarily today.
· Ask yourself:
· Am I nearing a timeline on this?
· has this opportunity expired?
· is this past due, yet still requires my attention?
· is this really something for today - or is it a project? (If so, place it in the To Do basket)
· is this a miscellaneous paper that I just don't know what to do with?
· Am I dumping this here to avoid making a decision about it?
· Do I really have to do this today or do I have too much to do already?
· Understand that the primary concept of the Today basket is to segregate all of your priorities for the day from all the others in the To Do basket.
· with this in mind, you want to set yourself up to win. Decide what is realistically feasible to accomplish in a given day. Whatever you designate in the Today basket is accomplished that day.
· if your basket is not empty at the end of the day, you are probably attempting to-do too much and inevitably setting your self up for disappointment and we wanton avoid tat completely.
· Remember, after unearthing the desk like you have just done the Today basket may appear demanding for the next few days. After that it will be an cinch!
· when a paper meets the criteria to the above questions, with an "emphatic yes -- Indeed to do this immediately," place the paper in the Today basket.
· If the answer is "nay," ... not critical ...I still have a safe amount of time to deal with this -- Place it in the To Do basket instead. If the paper is history due to its age -- toss it!
To process paper in the Today basket -- see our section on handling daily schedules.
Trash...
· Alright, I know many of you save a conglomeration of papers because you tossed something once and lived to regret it, Hamm? Just remember, keeping everything isn't the best solution either due to the limited commodity called: space. P>
· with this in mind we need to build up your confidence in regards to "letting things go." So, give this solution a shot:
Place all of the papers you are hesitant to dump in a box.
Put a real date (i.e.: September 30) on the box, 3 months from today, tops!
Place the box in your garage or storage area.
Make a note on your calendar to dispose of the box according to the day you have designated.
If you have not opened this box within this time, chances are it's safe to eliminate.
Vow to keep your promise and dispose of it as marked.
REWARD yourself...you have done a !!
Yippee!!! You have finished weeding the papers!
Managing Files:
Avoid using manila envelopes for storing items in a filing cabinet, except in the case of maintaining past tax records. A manila envelope for any other reason means, "outfox sight, out of mind." Which equals wasted space.
When storing tax information, place all records used in a large manila envelope. This includes: credit card billings, receipts, check registers, bills and any other documentation used in calculating your deductions. A copy of your tax forms also needs to be included. Date the outside of the envelope w/the tax year and file towards the back of one of the filing drawers. (Better yet, use an archive box for storing tax files). This means the oldest year will always be in front. Save tax records for 7 years. At the end of each new 8th tax year just toss the entire envelope in front. Note: Certain types of businesses and professions are required by law to maintain records indefinitely. Check with your local tax attorney for accurateness in this regard for your locale and profession.
Depending on the amount of papers you need on a regular basis, everyone needs agile cabinet of one size or another. Several vendors make "sturdy hard plastic” portable file cabinets for those who operate out of a "mobile office" or have only anew records to maintain. (See our resource section for product recommendations.)
When designing a file system stay away from elaborate color schemes. Color enhances this dreaded task for many people and I do recommend using it with certain people. Just remember when using color -- we still need to keep it simple. (See our resource section for product recommendations.)
Realize that color schemes may give some people an excuse not to file when they run out of the respective color needed. Maybe there was a special of the month that prompted the initial "deal." Make sure you are you willing to pay the regular price.
If purchase a popular color -- it might be sold out or on back order in the future. Make sure you monitor your stock to avoid running out at an inopportune time. All the time spent waiting for a color means our "filing is piling" -- creating is-organization!
When creating any type of file system -- remember to keep it simple. You wouldn't want to build a system in such a confusing manner that requires a road map to find a file.
Remember 80% of what we file is never even looked at again!
Color tabs come with color file folders and they are much harder to read. If you are set on using color files -- invest in a pack of clear tabs. (See our resource section for product recommendations.)
When naming hanging files and interior files, always stick with the first identifying word that comes to mind for that group of papers. Attempts at making it overly sophisticated ensure you won’t remember what you called it and you do need to find what you have decided to save. Keep it simple!
Clarification: think of each hanging file as the family name. Each interior file can bethink of as the kids in that family.
Name the interior file with an identifying word and write the name on the tab. Now, on the front cover of the interior file, write the "family" name of the hanging file where you are going to place it. Case in point: I have created a hanging file for all information and work I am involved with regarding the National Speakers Association. The hanging file is labeled NSA. Within that hanging file are several interior files. Some of the topics are: National; Chapter; Events; Board meetings etc. Each interior file not only has its" folder labeled appropriately -- it contains the words on the front cover: *NSA. This way anyone using my file system that retrieves an interior file knows exactly where it gets returned to without having to understand the logic of my file system.
Place all tabs for hanging file folders on the front of the file. The fingers normally approach a file in such a way that if the tab is in front, the interior folder for that fillies right there. If the tab is on the back of the file folder, the contents being filed have greater tendency to slip between one file folder and the next into an open space, aka: the black hole!
Always, always use an interior folder for the contents of a file. Make sure it is labeled to correspond with the hanging file folder itself. When the contents of a file need tube retrieved, remove the interior folder. NEVER remove the hanging file itself. After all, this is the landmark designating where the file actually lives. This simple subtle task will avoid lost files.
Manila folders have several scored lines on the bottom; these are used when an overabundance of paper in the interior file would hinder the visibility of the label on the folder. Fold the scored area as necessary to expand the size of the folder.
Avoid filing pocket folders, (the type you receive in workshops etc.); they impede the visibility of the interior filer folder name as well as the tab on the hanging file folder. Instead, remove the contents you need from the pocket folder and staple the paper together before placing it in the interior folder.
Never use paper clips when filing. They have a tendency to get caught on another paper that is a different subject matter within the interior files. Staple multiple sheets of similar topics together that are sharing the same interior folder.
Make sure you use "nouns" when filing not adjectives. What is "old stuff" anyway? Note: avoid using a title of "miscellaneous." You need to make a decision about that paper, even if it means tossing it.
As an alternative, if you are more of the creative sort" you may have a natural abhorrence to filing cabinets. Utilize a cubbyhole organizing system on the wall or even on your desktop. These organizers can be found in almost every office supply store. They are either made of particleboard or the same metal material used for filing cabinets. These cubby systems allow you to visually see anything you want in entirety. (See our resource section for product recommendations.)
Find out what the policy is in your office for the retention of records. Someone needs to make this decision or the tendency is to store everything indefinitely. This can add up to incredible expenses and lost space in a relatively short time. Note: people have tendency to invest in more file systems and/or archive boxes for offsite storage, rather than weed through papers and make decisions. You will eventually need to increase the square footage of rented space thus incurring even more costs --all because no one took the time to analyze the data and make a decision!
Designate an expiration date for as much of your filed material as possible. Maintain consistency.For example, use a red pen in the upper left-hand corner and code specific expiration date on the material. Some people are hesitant in assigning this date for fear of error in judgment. They have a tendency to "save everything because they got burnt once." You must decide to make a decision. If you are in doubt and need some confidence in this type of decision-making -- just add 4 months to the date to be safe. Note: Next time you are in that file and run into a file with an expiration date that has passed -- toss it! Avoid taking the time to re-read, or re-analyze your decision. Trust yourself! Saving everything can get extremely costly rather quickly!
If there are numerous users of your filing system, designate a "file guardian." This person will be in charge of re-filing all information, as well as logging that have what for how long. This will greatly reduce the chances of miss filing, as well as reduce the time wasted on searching for files that are in use by others.
When creating/organizing a file system, segregate active files from archive files. Use a” destroy date" on as many archive boxes as possible.
When storing archive boxes make sure the contents are labeled on all 4 sides of the box as well as the top lid. This will expedite the retrieval process as well as ensure that the contents will be visible from any angle, no matter who puts the box back.
Invest in hanging "box" files for categories that contain larger amounts of data. As general rule of thumb, if a file grows larger than one inch, it most likely needs to be further subdivided in order to enhance rapid retrieval. (See our resource section for product recommendations.)
After using files during the course of the day, return the file folder to the To File basket. You wouldn’t want to leave them hanging around where they could potentially get buried with other projects.
Schedule filing time on a weekly basis. Stick with the same time on a regular day. This will allow you to create a new and positive habit in maintaining your files. The task will most likely take you 30 minutes a week or less.
If you have a tendency to save relevant articles, beware that you are not saving an entire magazine or newspaper for this purpose. Take the time to cut out the article; otherwise this will quickly become a "space gobbler" in your file system. Note: if you stuff an entire paper or magazine in a file folder chances are you will forget "what” you were saving anyway!
Who doesn't love a good quote? Here are a couple that I found by Einstein that I really like.
"If you can't explain it simply, you don't understand it well enough."
"Any intelligent fool can make things bigger, more complex, and more violent. It takes a touch of genius -- and a lot of courage -- to move in the opposite direction."
"In the middle of difficulty lies opportunity."
"It is in fact nothing short of a miracle that the modern methods of instruction have not yet entirely strangled the holy curiosity of inquiry; for what this delicate little plant needs more than anything, besides stimulation, is freedom. It is a very grave mistake to think that the enjoyment of seeing and searching can be promoted by means of coercion and a sense of duty."
"True art is characterized by an irresistible urge in the creative artist."
"We cannot solve our problems with the same thinking we used when we created them."
"It has become appallingly obvious that our technology has exceeded our humanity."
"The secret to creativity is knowing how to hide your sources."
This is pretty funny. I don't know if this is necessarily true, but with regards to the way bills can be killed and how politics strangely works this, I got a good laugh.
This comes after a recent EPA report about greenhouse gas emissions, cited by 23/6
The EPA recently completed a report concluding that greenhouse gases are pollutants that must be controlled. Rather than being forced to respond to the findings with new regulation, The White House ducked any obligation with an ingenious tactic. They refused to open the email that contained the report. The email remains unopened.
Brilliant! That's so astoundingly retarded no one would ever see it coming! But the maneuver was actually not dreamed up by Bush. It's one of many suggested tactics found in the handbook given to every new president, called The Presidential Guide For Dealing With Bad News. Take a look:
This is a pretty interesting campaign, especially because, after taking a class all about water, I'm on the fence though leaning more towards tap water as my preferred drinking water.
Here is a campaign called We Want Tap, that asks you to take the challenge. You try five different bottles of water, one of which is tap, and if you can tell the difference then yay for you. Hahaha, I'm supposing most of the time you can't, providing evidence for the fact that since tap is carbon neutral, saves money, and reduces landfill usage that it is the way to go.
It even features a do it yourself bottled tap water kit for fun.
Ever wonder how chefs made cakes that looked like this?
So delicate looking on the outside, mellow, calm, tranquil, elegant. I recently came upon a recipe that I would love to try soon enough that now allows you to ice your cake like professionals. The icing is called Royal Icing and it favored because of its hard, matte finish that can be manipulated, in terms of colors, very easily.
Royal Icing Using Egg Whites:
2 large egg whites
2 teaspoons fresh lemon juice
3 cups (330 grams) confectioners (powdered or icing) sugar, sifted
For Royal Icing with Egg Whites: In the bowl of your electric mixer (or with a hand mixer), beat the egg whites with the lemon juice. Add the sifted powdered sugar and beat on low speed until combined and smooth. The icing needs to be used immediately or transferred to an airtight container as royal icing hardens when exposed to air. Cover with plastic wrap when not in use.
Royal Icing Using Meringue Powder:
4 cups (440 grams) confectioners' (powdered or icing) sugar
3 tablespoons (30 grams) meringue powder
1/2 teaspoon extract (vanilla, lemon, almond)
1/2 - 3/4 cup (120 - 180 ml) warm water
For Royal Icing with Meringue Powder: In the bowl of your electric mixer (or with a hand mixer), beat the confectioners' sugar and meringue powder until combined. Add the water and beat on medium to high speed until very glossy and stiff peaks form (5 to 7 minutes). If necessary, to get the right consistency, add more powdered sugar or water. To cover or 'flood' the entire surface of the cookie with icing, the proper consistency is when you lift the beater, the ribbon of icing that falls back into the bowl remains on the surface of the icing for a few seconds before disappearing.
The icing needs to be used immediately or transferred to an airtight container as royal icing hardens when exposed to air. Cover with plastic wrap when not in use.
Ever shied away from coffee places simply because you never knew what to order or, for that matter, how to order it? Fear not anymore, as here are visuals for dealing with your uncertainty, care of Gourmet Coffee Zone.
I love typography and experimenting with all different kinds of settings but this is kind of ridiculous. Not the language, but the things people are able to so with Farsi and Arabic.
Like these works:
It just blows my mind that it serves its function and is, I would imagine, legible.
Anyway, for more on these works check out this article in PingMag about the current state of Iranian Typography.
Ever wanted to know how current and past employees would rate and review companies you may be interested in applying for, or even more interestingly, what salaries people were getting?
I don't quite know what it is about these two artists, but I like them a lot.
The first is Rodney Smith. Perhaps you've seen works like the following?
The second is Philippe Halsman. His images look like this:
I generally like colored photographs more, but there is just something about these two that I find intriguing. Are there any black and white photographers that you like?
Looking to make extra $$ on a fun part time job while at school?
Apparently this job is for you. It's called Project Popwall and it seems like an intriguing way of getting in marketing, at least online marketing that is.
This post just made my mouth water... I don't know why though. Perhaps it's thoughts of having homemade marshmallows floating in warm hot cocoa, simply chilling in my apartment.
Yummmm
Homemade Marshmallows
.75-oz unflavored gelatin (3 envelopes of Knox gelatin) 1/2 cup cold water 2 cups granulated sugar 2/3 cups light corn syrup 1/4 cup water 1/4 teaspoon salt 1 tablespoon vanilla extract
Line 9 x 9-inch pan with plastic wrap and lightly oil it. Set aside.
In the bowl of an electric mixer, sprinkle gelatin over 1/2 cup cold water. Soak for about 10 minutes.
Meanwhile, combine sugar, corn syrup and 1/4 cup water in a small saucepan. Bring the mixture to a rapid boil and boil hard for 1 minute.
Pour the boiling syrup into soaked gelatin and turn on the mixer, using the whisk attachment, to high speed. Add the salt and beat for 12 minutes. After 12 minutes, add in the vanilla extract beat to incorporate.
Scrape marshmallow into the prepared pan and spread evenly (Lightly greasing your hands and the spatula helps a lot here). Take another piece of lightly oiled plastic wrap and press lightly on top of the marshmallow, creating a seal. Let mixture sit for a few hours, or overnight, until cooled and firmly set.
In a shallow dish, combine equal parts cornstarch and confectioners’ sugar. Remove marshmallow from pan and cut into equal pieces with scissors (the best tool for the job) or a chef’s knife. Dredge each piece of marshmallow in confectioners’ sugar mixture. Store in an airtight container.
A lot of people ask me where I get these street signs made
I get them customized from a company called Custom Street Signs. I've made two already, the one above and one called Imagineering Way and they've just come out wonderfully. Both of them were 6x24, non-reflective, and arrived quickly in a slightly crude (however effective) package.
I would totally recommend them for a unique gift for that equally unique person :)
I love psychology and how little acts can make people do the things you want to do.
First off, some words and phrases that you should avoid in your proposals and the reasons for doing so. From, Captureplanning.com
Phrase{PppPrm
Reason to Avoid It
We understand
Don’t tell the customer what you understand. Tell them what you will do and how they will benefit. The results will demonstrate that you understand. Even if the customer asks you to show your understanding you should speak in terms of how what you do, provide, or deliver will meet their needs. Understanding should be demonstrated and not claimed.
We believe, think, or feel
Who cares? The customer doesn’t care what you think. Take whatever you were about to say and turn it into a positive action and state the benefits to the customer.
We intend to
Either you do it, or you don’t. Who cares what your intentions are.
We are devoted to
This is just another way of saying you intend to.
Our highest priority
This like saying it’s your greatest intention.
We hope
That’s like saying you intend to but you’re not sure you’ll be able to.
We desire your business
Of course you do! But your proposal should not be about your needs, it should be about the customer’s needs.
We are committed
Customers don’t what your commitment, they want results.
We are pleased to submit
Of course you are! Does that phrase do anything other than waste the evaluator’s time and attention?
We are quality focused
This is another way of stating your intentions. Instead of focusing on quality, deliver it.
We will strive, try, or attempt
Customers don’t want you to try, they want you to deliver
We will
If it is something that you do (in the present tense) then just do it.
We would be honored
This is just another way of saying how you feel and talking about yourself instead of making it about the customer.
We can provide
Either you provide it, or you don’t.
Our mission is to
This is just another way of stating your intention.
We value
Instead of valuing it, deliver it.
State-of-the-art
This is overused and not credible.
The right choice
Prove it.
Uniquely qualified
Prove it.
Best of breed/class
Prove it.
Premier, world class, world-renowned
Unproveable. Using it is wasting the evaluators attention.
Dedicated to
Your dedication is not relevant to whether you have delivered or not.
Leading company, leading edge, leading provider, industry leader, pioneers, etc.
Overused and not believable. Don’t damage your credibility by using it.
Top-quality
Is there any other kind?
Full service
What exactly does that mean and is it credible?
Comprehensive solutions
As opposed to?
Fast growing
Your ability to take customer’s money quickly is not exactly a selling point to the customer.
Trustworthy
I don’t know about you, but when I hear a salesperson say that I tend to run away.
Customer first
This is not believable. Everyone knows there are limits to what you will do for your customers. Don’t strain your credibility.
Second, ever wanted to sell your art but you have no one who wants to buy it? Have you tried placing it next to another piece with a slightly higher price? As this article explains anchoring in the decision making process can make all the difference.
![[Image]](http://harpers.org/media/image/blogs/misc/savethetree.png)
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