Improve your Effectiveness on the Job

Edited by Lor777, Charmed, Eng, Jonathan V. Lomabao and 2 others

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You will be more effective in your job if you have good planning and presentation skills, exercise good meeting behavior, manage your time and organize your work well, and focus your performance on results.

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Planning Skills

Planning is preparing for what lies ahead. If you know that you will assist showing the company's office procedures to the new secretarial staff, you may set a goal note to prepare a procedures manual for that purpose. As an assistant sales manager, you may be required to help project the next year's sales in your area and establish strategies for reaching those goals. Being a good planner helps you set a direction for your job and keep yourself focused.

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Presentation Skills

Good presentation skills help you to be convincing about your ideas because they help the listener(s) be engaged with what you are saying. Many people feel nervous at the thought of making a presentation, even to a small group. You can reduce your anxiety about making a presentation and increase your effectiveness by following these guidelines:

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  1. 1
    Decide on the main point you wish to convey.
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  2. 2
    Develop convincing data to illustrate your point; articles statistics, etc.
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  3. 3
    Prepare a brief outline on index cards.
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  4. 4
    Do your homework.
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    Spending enough time preparing your presentation will help you be more confident about what you say.
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    Look Confident.
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    Dress professionally.
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    Look alert and well groomed.
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    Show enthusiasm for what you say.
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Proper Meeting Behavior

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How you interact at company meetings reflects an image of you to others. Among the actions you can take to help to create a positive image are the following:

  1. 1
    Arrive on time
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    It is wise to arrive 10 to 15 minutes before the start of any meeting. This will give you time to become oriented to the room and the meeting agenda, and to avoid having to sit on the perimeter of the room because all the best seats are taken.
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  2. 2
    Turn off your phone!
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  3. 3
    Introduce yourself to participants you may not know prior to the beginning of the meeting
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    Also, introduce yourself when you speak at the meeting if there are some attendees who may not know you.
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    If the meeting is delayed, turn to someone and begin an informal conversation
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    You should be relaxed and prepared enough not have to worry about any last-minute details by this time. This may give you an opportunity to communicate with someone you don't see on a regular basis.
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  5. 5
    Arrive prepared
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    Don't count on being able to make last-minute copies or notes within 10 or 15 minutes before the meeting. Be prepared when you leave your own office.
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  6. 6
    Rehearse your remarks well if you are to make a presentation
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    Bring a one-page list of key points you want to make at the meeting so you will be sure not to leave any out.
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    Part of your process should include listing questions you think will come up, so you'll have had time to think about them.
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    Sit straight
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    Look interested, alert, and ready to participate.
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    Pay attention, even when topics don't relate directly to you; don't shift to converse with others when the topic shifts
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    You should always listen to everyone who is speaking. Not only is this a professional courtesy, but you may learn something important.
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    Avoid interrupting
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    If you have questions or comments when someone else is speaking, try to wait until he or she is finished making the main point.
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    Do not monopolize the time
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    Be concise and to the point with your remarks. You will be more effective this way and will leave others the opportunity to talk.
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    Ask for clarification if you do not understand something
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    Do not be afraid of appearing stupid. If you do not ask for clarification, you may base an important decision on the wrong facts. It's only stupid not to ask.
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    Be positive and tactful when disagreeing
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    Even though it is right for you to express your disagreement with someone, make sure you make it clear that you are pushing the issue, not the person. It's helpful to watch the way you phrase things. I don't agree with X, isn't going to get you as many bonus points as - I see X's point, but have you considered this?
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    Use "we" instead of I when talking to a group; we signifies being part of a group.
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    Think before you speak
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    It's more important to focus on the quality of what you say at meetings than on the frequency of times you speak.
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    Do not smoke where it is not permitted
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    You may violate a company policy, and you do not want to smell like cigarette smoke during your meeting. It bothers people more than you think. In fact, if you can, don't have one at all before the meeting. You may think you smell sweet, but to a non-smoker - you smell terrible.
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  17. 17
    Pour soft drinks into a cup
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    Never drink from a can at a business meeting; it looks unprofessional.
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    Say thank you quietly and leave at the end of the meeting or when the chairperson indicates you should leave.
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    After the meeting, congratulate anyone who performed exceptionally well in his or her presentation.
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Time Management and Organizational Skills

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Improving your ability to manage your time and organize your work will help you become more productive and effective. It will also lead people to recognize you as someone who can assume more job responsibilities. There are great payoffs for being organized and managing your time well. You will reduce your stress levels and receive greater satisfaction from you work. Professionally you will develop the image of a professional who is serious about getting things done and moving on to the next challenge.

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  1. 1
    Assess your workload and schedule on a weekly, then daily, basis
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    1. Be sure to identify the most important things to accomplish during the workweek.
    2. Look at your schedule for any meetings, appointments, or sales calls that might take away from the quality time you plan to spend on important projects.
    3. To ensure you can get to work on those projects, reserve at least two days during the week to devote large chunks of time for your work.
    4. Try to set aside 30 minutes a day to organize and complete some of your work in between lunches, meetings, and appointments.
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  2. 2
    Create files for your projects and important information
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    Use the computer as much as you can to store information and finish projects
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    #Keep a daily to-do list and check off tasks as you complete them.
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    Know when to say no
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    Keep a daily calendar
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    Plan on arriving at work on time every day
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    Be flexible enough to work through lunch, stay late, or come in for a few hours on Saturday morning to keep on top of your work
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Focus on Results

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In every job you are assigned, you can increase your effectiveness by knowing what's important for you to do. Jobs exist because certain functions need to be performed and certain results are expected. For example, imagine that your job as a telemarketer involves selling a cable TV service by telephone. You decide that you want to do better today than you did yesterday. Yesterday you made 25 calls and convinced eight clients to buy the service. You might decide to make 35 calls today, but what's really important is not making more calls but selling more cable subscriptions than you did yesterday. Therefore, a better goal might be to convince 10 clients to buy the service regardless of how many calls it takes. The workplace is becoming more and more structured toward individual workers having yearly objectives, thus creating more accountability for job performance.

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There will be many times during your daily job routine when the hectic pace and multitude of tasks that need to get done become overwhelming. By using good planning and presentation skills, exercising proper meeting behavior, managing your time effectively, and keeping focused on results, you can get things done both independently and with others.

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Tips Tricks & Warnings

  • Having a positive relationship with others on the job will help you grow professionally and create new opportunities for you.
  • Learning how to improve your own personal production and effectiveness helps you grow toward greater responsibility and greater professional satisfaction with your career.
  • Remember, with every job you can improve your effectiveness.

Questions and Answers

I have many ideas and opportunities, but have not been able to realise most of them

Most time I don't finish one project, before embarking on another.

Having many great ideas and opportunities are qualities of a good employee, but just having these qualities are not enough. To properly utilize these positive traits, you must learn how to deal with them properly in order for you to achieve your goal.

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These are some tips that may help you realise your ideas and opportunities:

  1. 1
    Deal with them one at a time
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    Most of us have many wonderful ideas and opportunities regarding our job, but the main problem seems to be the inability for us to deal with them simultaneously. Try to focus on one idea at a time.
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    Set your mind
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    Having many wonderful ideas makes us want to deal with them at the same time, or makes us hurry through the current project, to get to the idea. The best way to cope with this attitude is to simply set our mind on finishing on project, before beginning the next. In this way, you are completing your project more effectively and properly managing your ideas one at a time.
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  3. 3
    Do research
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    Before starting a new project, make a careful and thorough research first on your idea. One reason why many of us fail to complete the project at hand, is because we tend to get bored or we found out that our current idea is not doing exactly as we planned, thus, making us to jump into doing another idea leaving our previous project incomplete. To remedy this attitude, you need to do some research first and try to include not only the advantages of your idea but also its disadvantages.
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  4. 4
    If it's your boss, giving you a second project before the first is complete, either talk to your boss about it, or spend more time managing your time - creating a time-line and sticking to it.
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Following the above tips will greatly help you managing both your time, and your great ideas, and allow you the opportunity to work more effectively and efficiently on your work.

I want to know how can I increase the effectiveness of my workers on our job?

What are the types of activities, resources and tools I can use for my workers to perform more effectively?

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Identify two ways in which I could improve my effectiveness as a media buyer in an AD agency?

Currently working as a media buyer. I'm experiencing too many expectations from the management. Doing a dual role in the company.

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Article Info

Categories : Job & Work Ethics

Recent edits by: Nuance, Jonathan V. Lomabao, Eng

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