1. Tips for Success! guidance for office etiquette and social media
VIA Orientation
August 13, 2014

2. Agenda Warm-up: D’oh! Moments Perrie background
Communication and etiquette
Leading and attending meetings
Organization
ing
Social media
Personal use
Marketing

3. D’oh Moments

4. Perrie Background Graduated College 2006
Branding + Licensing Agency = 3.5 years
Digital Ad Agency = 2 years
Health Communications Firm = 2.5 years

5. Communication and etiquette

6. What we’ve learned so far
5 Steps of Leadership
Model the way
Inspire a shared vision
Challenge the process
Enable others to act
Encourage the heart
Karen’s Presentation
Build trust
Stay out of the drama
Listen

7. “Seek to understand before seeking to be understood
“Seek to understand before seeking to be understood.” - Hussein, VIA Fellow 2013

8. More Communication and Etiquette tips
Observe co-workers’…
Communication styles, formally and informally
Preference for or in-person
Dress
Arrival and departure times
Direct but gentle communication
Listen
When you need guidance or input…
Make sure you can’t answer your own question first
Set up a meeting
Learn who to ask for what
Find out the right way to be proactive
PSI Story -

9. More Communication and Etiquette tips
Observe someone else at the organization pitching or describing the organization
Observe and mimic what language they use
Tread carefully when…
Doing non-work tasks at work
Talking about non-work subjects in the office
Navigating a challenging co-worker or supervisor

10. Leading and attending meetings

11. Leading a Meeting Do you need a meeting?
What is the goal of the meeting?
Who is needed in the meeting?
Consult a co-worker or supervisor before setting a meeting up
Find a time
Be mindful of different time zones
Distribute time (note different time zones, if necessary), purpose, attendee list, and agenda
Prepare for the meeting
Print or resend agenda, and any materials
Send a reminder
Decide who will lead and participate in the meeting
Assign a note-taker
Make sure next steps are defined during the meeting, and distributed along with notes after the meeting
Snacks?
For scheduling and reminder – using doodle, sending an ical. Including clear instructions in your ical and/or .
Send attachments, agenda IN ADVANCE

12. Attending a Meeting Prepare
Be knowledgeable on the subject of the meeting
Read the agenda
Review, print any materials the meeting organizer sent
Bring a notepad , pen or laptop
Don’t bring food/drink, unless others are as well
Offer to take and distribute notes
Especially in the beginning, meetings are a great time to practice those excellent listening skills .
NICK’S STORY – RWANDA

13. Organization

14. Project Manager Tips Make yourself the person others depend on by…
Displaying the qualities of a leader
Staying organized
Becoming knowledgeable about the organization, processes, deadlines, past projects, where things are, tools
Finding places where it is appropriate to help
Avoid multi-tasking
Offer to help
Understand roles, skills, and position (hierarchy) of others
Give positive feedback whenever possible
Find the right way, time to give critical feedback or address disagreements.
For depended on
- People just want to get the job done. They want to be able to trust to you, they want to get the work done. Can you help them? Or will you be a distraction, or require effort?
For places where it is appropriate to help
Finding creative solutions for pain points
Or seeing where there are tasks that it’s hard finding a person to do it, and offer to do it.
Understand the roles and skills
- Have a separate conversation – show you care and empathy. ENGINEER EXAMPLE IN THE STANFORD MOVIE. Have a 1:1 conversation. ASK THE CLASS ABOUT STANFORD>

15. Project Manager Tips Set up kick-off and end-of project meetings
Give clear deadlines, schedule
Send calendar invites with the right information:
Agenda
Attachments
Purpose
Talk upfront about how the project will work
Communication
File organization

16. Tip: File organization

17. Tool: Evernote

18. Tool: Wunderlist

19. Tool: Google Docs
BE CAREFUL – some companies don’t like this

20. Tool: Dropbox

21. Tool: Doodle

22. Tool: Schedule, Work Plan
JAN
FEB
MARCH
APRIL
1. Brainstorm
2. Present Proposal
3. Build Website
4. Launch Website
Launch: 4/30
Task
Detail
1. Brainstorm
Schedule meeting
Brainstorm
2. Present Proposal
Write proposal
Copy edit proposal
3. Build Website
- Design
Content
Development
4. Launch Website

23. Other Tools Calendar Email folders Project Management Apps Basecamp
Teamwork PM
Omniplan
Microsoft Project

25. EMAIL A EMAIL B Hi Stephanie!
I have really enjoyed my 2nd day at the organization. Horizons’ mission continues to inspire me. Thank you again for the opportunity. Today I researched competitors and brainstormed ideas for fundraising. Attached is my research so far. See you tomorrow!
Ann
[Nothing was attached.]
Dear Stephanie,
Per our conversation, attached is an Excel spreadsheet listing Horizon’s competitors and their current fundraising tactics. Is there anything I can further help with here?
Thank you again for the opportunity to work at Horizons. I am grateful to be a part of this inspiring team.
Best,
Ann
[Horizon-Competitor- Research_ xlsx]

26. Write a better email Break it up Take it slow Format minimally
When giving direction, consider leaving out pronouns
Avoid attachments over 10MB
Have consistent attachment file names
CC and BCC: Understand who is on the chain and why
Find the right tone
Write with the entire office in mind
End your appropriately
Cc AND bcc – WHAT DO THESE STAND FOR? Ask the class
Don’t put anything in an you wouldn’t want everyone else to see
I need your home page content by the end of the day.
The home page content deadline is 5PM today.[make the project the “other”] How are you feeling about it? Are you on track to deliver it by then?